Repayment of Financial Aid funds

You may owe a repayment of a portion of the financial aid funds you received for the quarter if:

  1. You withdraw from all of your classes on or after the first day of the quarter.
  2. You complete zero credits.

Note: This policy does not apply to work–study earnings.

How the date of withdrawal is determined

The date of withdrawal used to determine whether or not a student owes a repayment of financial aid funds, and the amount of the repayment, is determined as follows:

  • For students in programs in which an outside entity requires attendance to be taken: The last day the student attended a class
  • For all other students: The date the student notified the Registrar's Office of the intent to withdraw OR

If the student did not notify the Registrar's Office of the intent to withdraw, the last date of attendance is determined as follows:

  1. If no instructors reported a last day of attendance to the Registrar's Office for federal and state financial aid funds, it will be assumed that the student did not attend any classes. Students will owe the whole amount of financial aid funds, including tuition.
  2. If all instructors reported a last day of attendance to the Registrar's Office, the latest date a student attended a class will be used as the last date of attendance.
  3. If one or more, but not all, instructors reported a last day of attendance to the Registrar's Office, the latest date of attendance reported will be used if that date is past the 50 percent point of the quarter. If the latest date is not past the 50 percent point of the quarter, the 50 percent point will be used as the last date of attendance.

Institutional refund policy

When students completely withdraw from their classes during the 100 percent or 50 percent refund period, tuition and allowable fees are reduced by the amount of the institutional refund. For example, if a student makes a complete withdrawal during an 50 percent refund period, the student's tuition and allowable fees are reduced by 50 percent.

Institutional refunds will be used to repay financial aid funds in the following order:

  1. Federal Direct Loan
  2. Pell Grant
  3. Supplemental Educational Opportunity Grant
  4. Tuition Waiver Grant
  5. Washington State Grant
  6. Seattle Central College Grant

How the repayment amount is determined

Under the federal government's "Return of Title IV Funds" policy, you are considered to have "earned" the percentage of your Title IV aid (e.g., Federal Pell Grant, Federal Direct Loan, ACG, and Federal Supplemental Educational Opportunity Grant) that equals the percentage of the quarter completed in calendar days. For example, if you completely withdraw from classes after completing 10 percent of the quarter, you have "earned" 10 percent of the Title IV aid that was used to pay tuition and fees.

The other 90 percent of the financial aid is considered "unearned." If you complete zero credits, but did not formally withdraw from your classes, you are considered to have earned 50 percent of your Title IV aid. If you complete more than 60 percent or more of the quarter, prior to withdrawing, you are considered to have earned 100 percent of your Title IV aid, therefore, no repayment amount is calculated.

Total repayment amount

Percentage of "Unearned" Aid X The Amount of Title VI Aid Received >=>Total Repayment Amount

The total repayment amount is determined by multiplying the percentage of "unearned" aid by the amount of Title IV aid received.

Once the total repayment amount has been calculated, the next step is to determine the following:

  • The school's share of the repayment amount
  • The student's share of the repayment amount
  • The amount a student must pay to Cashiering for tuition and fees as a result of the school's share of the repayment

School's share of the repayment

The Lesser of: (Percentage of "Unearned" Aid X Tuition and Fee Charges) OR (The total Repayment Amount)

The school's share of the repayment is determined by multiplying the percentage of "unearned" aid by the amount of the student's tuition and fee charges for the quarter.

If the school's share of the repayment is equal to or less than the amount of Title IV aid used to pay tuition and fees, the repayment will be made using the Title IV funds that paid tuition and fees.

Student's share of the repayment

Title IV grant funds initial repayment amount – Title IV grant funds initial repayment amount - The schools share of the repayment - 50% X Title IV grant aid that was and could have been disbursed = Student's Share of the Repayment

The student's share of the repayment is determined by subtracting the schools share from the total initial repayment amount. Then determining the Title IV grant protection by finding the total federal aid that was and could have been disbursed and multiplying by 50 percent, then subtract the protected amount. From your previous calculation to determine the students share of the repayment.

Students who owe a "student's share of the repayment" will receive a bill from the Financial Aid Office and must make their payment to the Financial Aid Office. Until the bill is paid or satisfactory payment arrangements are made, the student will not be allowed to register for classes. After 45 days without either a full repayment or a satisfactory repayment agreement, the debt will be reported to a federal financial aid data base.

Students may owe a balance at cashiering

School's Share of the Repayment Institutional Refund Balance Owed at Cashiering

If Title IV aid paid all or a portion of tuition and fees and the school's share of the repayment is greater than the amount of the institutional refund, the student will owe a balance at Cashiering.

Students who owe a balance to Cashiering for their tuition and fees will be billed by the Business Office. Until the bill is paid, students will not be able to register for classes or obtain copies of their academic transcripts. If the bill is not paid by 45 days, the district office will refer the debt to a Collection Agency.

If Title IV aid paid all or a portion of tuition and fees and the school's share of the repayment is less than or equal to the amount of the institutional refund, the remainder of the institutional refund will be used to repay other financial aid funds in the following order: Tuition Waiver Grant, Washington State Grant, Seattle Central Grant.

Repayment of Washington state grants

Student's share of the repayment: If a student's last date of attendance can be verified and is prior to or on 50 percent of the term, the state grant repayment will be based on percentage of the term not completed.

Exception to the "repayment of financial aid funds" policy

If a student whose tuition and fees are paid in full withdraws from all of his / her classes after 60 percent of the quarter (in calendar days) has passed, the "Return of Title IV Funds" policy does not apply. The student will not owe a repayment to the Financial Aid Office, nor will he / she owe the Cashiering for a portion of tuition and fees.

For the 2014–2015 year, the first day financial aid recipients can make a complete withdrawal and not owe a repayment of financial aid funds is:

Quarter Date
Fall 2014 Nov 09 – 15, 2014
Winter 2015 Feb 22 – 27, 2015
Spring 2015 May 21 – 29, 2015
Summer 2015 July 31, 2015 – TBA
Intensive Classes, Summer 2015 Date
Term A TBA
Term B TBA

Post–withdrawal disbursements

Students who are eligible to receive Title IV aid, but who did not receive their aid prior to making a complete withdrawal, may be eligible to receive a disbursement of financial aid funds, even though they have withdrawn. This is referred to as a "post–withdrawal disbursement."

To be eligible to receive a post–withdrawal disbursement, students must have a complete financial aid file in the financial aid office and meet all eligibility requirements. Students who are eligible to receive a post–withdrawal disbursement will be notified in writing by the financial aid office and will have 14 days to respond to the notice.

Examples of repayment calculations

Examples of repayment calculations for both Title IV aid (Pell, Direct Loan, ACG, and SEOG) and Washington State Grant are available in the Financial Aid Office.

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