Students who withdraw from the university after the start of the term must complete a Withdrawal Form through the Registrar's Office and contact Student Financial Services. If financial aid funds were used to pay tuition and fees, and a student withdraws, any refundable tuition amount is returned to the appropriate financial aid sources (refer to the tuition/fee refund schedule in the academic catalog).

Return of Title IV Funds

Purpose

Federal regulations require Title IV financial aid funds to be awarded under the assumption that a student will attend Fresno Pacific University for the entire period in which federal assistance was awarded. However, in the event a student withdraws from all courses for any reason, including medical withdrawals, stops attending class, or fails courses, the University is required to determine if the student has fully earned the awarded Title IV aid. The return of funds is based upon the premise that students earn their financial aid in proportion to the amount of time in which they are enrolled. A prorated schedule is used to determine the amount of federal student aid funds he/she will have “earned” at the time of withdrawal and return the “unearned” disbursed funds to the appropriate federal program.

Scope

This policy applies to all students receiving financial aid at Fresno Pacific University

Policy

All undergraduate and graduate students who receive Title IV aid and withdraw before the end date of a payment period will be reviewed to determine whether unearned Title IV aid must be returned. The term "Title IV Aid" refers to the following Federal financial aid programs: Unsubsidized Federal Direct Loans, Subsidized Federal Direct Loans, Federal PLUS (Parent/Graduate) loans, Federal Pell Grants, Iraq and Afghanistan Service Grant (IASG), Federal TEACH Grants, and Federal SEOG (Supplemental Educational Opportunity Grant).

As a nonattendance-taking institution, Fresno Pacific University determines a student’s withdrawal date to assess the return of unearned Title IV aid:

  • Official Withdrawals: Students who submit a Withdrawal or Leave of Absence form are considered officially withdrawn. The withdrawal date is the form submission date, unless an earlier date shows the student stopped attending all courses.
  • Unofficial Withdrawals:
    • Students who drop or stop attending all Title IV-eligible courses early are considered unofficially withdrawn. The withdrawal date is the recorded drop or cancellation date.
    • Students who fail or receive no credit in all courses may be considered unofficially withdrawn if the failing grade was due to not attending all scheduled days in the module. Instructors must report the last date of attendance.
    • Students in 6-, 8-, or 12-week modules who withdraw early and do not confirm future attendance are considered unofficially withdrawn. The latest drop date per module is used as the withdrawal date. Aid may be reinstated if the student attends a later module in the same semester.

Note: Students in modular courses may have multiple last dates of attendance.

For help calculating repayment amounts, contact Student Financial Services or refer to the current FPU catalog.

Programs offered in modules:

Students whose program of study or course work does not span the entire length of the payment period are considered to be enrolled in courses offered in modules. Students enrolled in modules are considered withdrawn if they do not complete all of the scheduled days in a module that was used to determine the student’s eligibility for federal aid. Students are not considered withdrawn if:

  • The student successfully completes one module or a combination of modules that contain at least 49% of the days within the payment period. Successful completion is defined as earning:
    • Undergraduate Programs: Letter grades of A, B, C, D, or CR;
    • Graduate Programs including Credential Programs: Letter grades of A, B, or CR;
    • Seminary: Letter grades of A, B, C (for some courses), or CR
  • The student successfully completes coursework that represents half-time enrollment.
    • Undergraduate and Credential Programs: Six (6) hours in a payment period is considered half-time enrollment
    • Graduate and Seminary: Five (5) hours in a payment period is considered half-time enrollment
    • Successful completion is described above
  • The student has met the graduation requirements for their program
  • The student provides written confirmation of their intent to return to a later module within the payment period at the time of withdrawal

Students who meet at least one of the above criteria will be granted a Return of Title IV Funds exemption and no adjustments to their federal aid will occur; all others will have a Return of Title IV Funds calculation performed as explained below.

A student who provided written confirmation but does not return is considered withdrawn if he or she does not return as scheduled to a future module within the same payment period.

The University allows students to return to a module within the same payment period who did not confirm future enrollment in that same payment period. The student is treated as if he or she did not cease attendance. The Return of Title IV Funds calculation will be reversed.

Determining Earned and Unearned Aid

The University calculates earned and unearned Title IV aid based on the percentage of the payment period completed. This is determined by dividing the number of days attended by the total days in the period. Calendar days (including weekends) are used but breaks of at least 5 days are excluded.

  • Before 60% Completion: Only a portion of aid is earned.
  • After 60% Completion: All aid is considered earned.
  • All Withdrawals: Reviewed to determine if aid must be returned or if a post-withdrawal disbursement is due.

If earned aid exceeds disbursed aid, the difference is a post-withdrawal disbursement:

  • Grants: Credited to the student’s account and notification sent via email.
  • Loans: Students are notified via FPU email and must accept within 14 days. Late or no response forfeits the loan.

Important Notes:

  • Earned aid is separate from institutional charges.
  • Students may owe the University even after returning unearned aid.
  • The University and student may both be responsible for returning unearned funds.
  • Students only repay 50% of unearned grants (Pell, FSEOG, TEACH); loans must be repaid in full.
  • For more information on the Fresno Pacific University withdrawal and institutional charges policies, please consult the current Fresno Pacific University catalog.

The return of Federal aid is in the following order:

  • Unsubsidized Federal Direct Loans
  • Subsidized Federal Direct Loans
  • Federal PLUS (Parent/Graduate) loans
  • Federal Pell Grants
  • Iraq and Afghanistan Service Grant (IASG)
  • Federal TEACH Grant
  • Federal SEOG (Supplemental Educational Opportunity Grant).

How to Handle an Overpayment

Students who owe a grant overpayment are required to make payment of those funds within 45 days of receiving written notice via FPU email. During this period, they remain eligible for Title IV aid.

If no positive action is taken within 45 days, FPU will report the overpayment to the U.S. Department of Education, and the student will lose Title IV eligibility until a repayment agreement is made.

Students unable to pay in full can set up a repayment plan with the Department of Education. Before doing so, they must contact FPU Student Financial Services to ensure the referral has been made.

Additional information is available from the Federal Student Aid Information Center.

Pell Recalculation Policy

The federal government requires all universities to set Pell grant recalculation date(s) for every semester. Fresno Pacific University recalculates Pell Grant eligibility whenever a student’s enrollment changes. This includes:

  • Adding or dropping courses in full-term or modular sessions.
  • Failing to attend any course used to determine Pell eligibility.

Eligibility may increase or decrease based on enrollment status at the time of recalculation, as required by federal regulations.

Return of Funds

Funds are returned within 45 days of a student’s date of withdrawal

Questions

For questions about Return of Title IV Funds calculations, the overpayment policy, or Pell recalculation please contact Student Financial Services, sfs@fresno.edu