Southern Polytechnic State University
Policy and Procedure Manual
P&P Number:  718.0
Original Date of Issue: May 1985
Previous Revision: none
Approved: July 1, 2002
 
Refunds of Student Fees, Tuition, Financial Aid, and Scholarships
Contents The P&P includes the following main sections:
  • Background
  • Procedure for refunds
Background If a student withdraws from all courses at the university, there is a mechanism for him or her to receive a refund of all or part of the semester’s tuition and fees.  This P&P provides further information on the process.

This policy also covers the disposition of funds in situations where financial aid (loans and grants) and scholarships were issued to a student during the term where a refund is authorized. Financial aid sources are university funds, federal funds, and guaranteed student loans. Scholarship recipients are either determined by the university or by the donor of the funds.
Procedure for
Refunds
No.
Refund Category
 Procedure
1.
 Tuition and Fees
  1. A student who totally withdraws from the university officially may receive a prorated refund during the refund period.

    2. Note: Refunds are made in accordance with the policies of the Board of Regents.
  2. To withdraw officially from the university, a student must be processed through the Registrar's Office.
  3. Refunds are processed through the Business Office after it receives proper documentation from the Registrar's Office.
  4. The amount of refund is determined according to the effective date as shown on the formal withdrawal form.
  5. Refunds will be made to the individual and/or to the agency that provided the fees and tuition.
  6. No refund will be given to a student who partially withdraws from the university.
2.
Financial Aid and Scholarships
 The Financial Aid Office will advise the Business Office if refunds from donor-designated scholarships are to be given to the student or to the donor.  All other refunds will be applied to the financial aid/scholarship fund.
  1. Refunds may be considered in more than one type of financial aid and/or scholarship.  If Title IV funds, as well as other types of financial aid/scholarship, are given to a student during a term, a pro-rata share of all awarded funds will determine the amount to be refunded to each individual fund.
  2. In the calculation of the pro-rata share, the Title IV funds are considered collectively.  The priority order of refunds within Title IV is NDSL, SEOG, GSL, and Pell, respectively. The amount of the refund applied to a program cannot exceed the amount of the award.
  3. After satisfying all financial obligations with the university, any refund exceeding the financial aid/scholarship award is disbursed to the student.