Removal of Institutional Charges and Removal of Financial Aid Policies

Process for Leave of Absence or Withdraw

  • Please note that for confirmed students, the withdraw date (date which the student fills out the withdraw/leave of absence form online) is the date that will determine the percentage of potential refund of charges and aid, not the last date of attendance. This form can be found in the MyGFU account > University Forms > Student Withdraw/Leave of Absence Form.
  • For detailed information regarding the process and deadlines established for a Leave of Absence or Withdraw (either from a semester or from the University), please refer to the Withdrawal Process from the University in the George Fox University Catalog.
  • A Leave of Absence as defined by the university catalog is not the same as a Leave of Absence for Title IV purposes. The university does not have a Title IV Leave of Absence that would place the student back at the same spot in their program that they left.
  • The Registrar's Office is the official notification office for students withdrawing from the university. Students who are withdrawing will be directed to the Student Withdraw/Leave of Absence Form located on the MYGFU portal.

Explanation of Terms

  • The term "Title IV Funds" refers to federal financial aid programs authorized under the Higher Education Act of 1965 (as amended). At George Fox University, these programs include unsubsidized Stafford Loans and subsidized Stafford Loans. Federal Work-Study wages, if applicable, are not included.
  • The term "Institutional Financial Aid Funds" refers to George Fox University financial aid dollars, including institutional grants and scholarships.
  • The "Return" of funds, either Title IV or institutional, refers to the amounts charged or scheduled to be charged, removed from the student account.
  • The "withdraw date" is the date established by the Office of the Registrar in accordance with the Official Withdraw Process. (See Registrar's Office for information about Official Withdraw Process)
  • The "period" used in calculating the return of Title IV is the payment period. The period for determining the return of institutional funds is either the payment period or the enrollment period, depending on the academic program involved. Both periods are based on calendar days. They include weekends but exclude scheduled breaks of five days or more. The period used to calculate the removal of institutional charges is always the enrollment period.
  • The "enrollment period" is defined as the period for which a student is enrolled. The "payment period" is defined as the loan payment period for which the student is eligible.
  • A "Post-withdrawal Disbursement" is a financial aid or loan disbursement that the student was eligible for prior to withdrawal, but had not yet received.

Removal of Institutional Charges

Students who choose to reduce their course load for reasons other than documented and verified medical or hardship reasons, whether they completely withdraw from the university or not, will receive a removal of tuition, course fees, and other associated fees consistent with the following policy (also available in the Office of the Registrar and the Student Accounts Office). Generally, there is no adjustment of registration fees, penalties or fines.

Each "week" refers to 6.363% of session length. The drop fee is $25.

1st "week": 100% of tuition charges removed
2nd "week": 90% of tuition charges removed, drop fee assessed
3rd "week": 75% of tuition charges removed, drop fee assessed
4th "week": 50% of tuition charges removed, drop fee assessed
5th "week": 25% of tuition charges removed, drop fee assessed
6th "week" or later: all tuition charges remain, drop fee assessed

Students requesting medical or hardship financial considerations must do so in writing to the Student Accounts Office within 30 days of point of notice, otherwise the above percentages of tuition removal will be used.

After the second week of the enrollment period, there is generally no adjustment of health insurance, student body fees, health and counseling fees, activity fees, parking permit fees, registration fees, penalties and fines, and course fees. (Removal of course fees will be considered if the student submits faculty approval showing that the institution did not incur costs as a result of the student's anticipated participation in activities and/or supplies were not issued.)

Adjustments of charges for summer graduate housing will generally be calculated as follows:

  • Students are charged on a weekly basis for housing.
  • Any portion of a week used is charged at the weekly rate.
  • Housing is limited to out-of-area residents with limited availability.
  • Charges are removed for weeks not used.
  • The Office of Student Life determines weeks used.

For information regarding potential Enrollment Deposit adjustments, please see the Enrollment Deposit page for your program.

Note: No transcripts will be released until the student's account is paid in full. This includes current charges, balances that are the result of financial aid funds returned, and fines that may be assessed after the student leaves.

Removal of Institutional Aid

If a student withdraws and is granted a removal of tuition, George Fox University allows the student to retain a percentage of the disbursed institutional financial aid equal to the percentage that they have been charged, but not to exceed standard charges minus $100. Standard charges are considered to be tuition and fees. The order that institutional financial aid is removed is at the discretion of Student Financial Services.

Removal of Title IV Funds

The Return of the Title IV Federal Funds

These policies apply to students who withdraw entirely or take an approved leave of absence from George Fox University without earning credit for the enrollment period, or to students who are asked to withdraw for academic, disciplinary, or financial reasons. Students who are attending sessions within the semester and then withdraw from all current active sessions are considered as withdrawn unless they indicate in writing that they intend to attend future registered sessions within the semester. For information on this process, please see the Student Withdraw/Leave of Absence Form or contact the Registrar's Office. 

Note: Both The Return of the Title IV Funds and Removal of Institutional Aid policies and the George Fox University Removal of Institutional Charges Policy must be considered when determining the financial impact of withdrawing completely from the university.

Return of Title IV Funds

Federal law requires that all Title IV funds disbursed to the school be included in the return calculation, including funds in excess of the student account balance that the institution has forwarded to the student and eligible funds pending disbursement. (See Post-withdrawal Disbursement.)

The percentage of Title IV funds returned is based on the number of calendar days the student was enrolled; including the established withdraw date, and allowable charges.

Students who have attended more than 60% of the payment period are considered to have earned the Title IV aid disbursed and no return is required. A calculation is done to determine if the student has reached this point and to determine if the student is eligible for a post-withdrawal disbursement (see below).

To estimate the amount that will be returned to federal aid programs:

  • Divide the days transpired by the total number of days in the period. (See Withdraw Date and Refund Calculation Period above.)
  • Convert this number to a percentage by moving the decimal point two places to the right and round to one decimal place. This generally equals the percentage of aid that is considered "earned" and subsequently may be retained.
  • Subtract the percentage of aid retained from 100 percent. This generally, if 40 percent or more, is the percentage that will be returned.

(Example: If a student's withdraw date is established as the 21st day of a period that is 111 days long, 21 days would be divided by 111 days to equal .1892, which converts to 18.9 percent. This is the approximate amount of aid retained. One-hundred percent minus 18.9 percent equals 81.1 percent of aid that must be returned.)

When considering the impact of withdrawing, it is recommended that an estimated calculation be requested from the Student Accounts Office prior to deciding to withdraw.

In accordance with federal regulations, the return of Title IV funds is made in the following order:

  1. Unsubsidized Stafford Loans
  2. Subsidized Stafford Loans
  3. Perkins Loan
  4. Grad PLUS (for graduate students)
  5. Parent PLUS (for parents of undergraduate students)
  6. Pell Grant
  7. FSEOG
  8. TEACH Grant
  9. Iraq Afghanistan Service Grant
  1. Unofficial Withdrawals:  When it is determined that a student unofficially withdrew from the university (stopped attending) because of circumstances beyond the student's control, the university will process a return of Title IV calculation based on the date the university determines is related to the circumstances. All other unofficial withdrawals will use the 50% point of the payment period, or the last date of attendance at an academically related activity, if that can be determined. Students who are determined to have attended more than 60% of the payment period are considered to have earned their federal aid and no return of Title IV is required.

    Return of Title IV Funds by the Student

    When the Return of Title IV Funds calculation results in the student (or parent for a PLUS Loan) having a repayment responsibility, the Student Accounts Office will notify the student of his or her responsibility.

    Post-withdrawal Disbursement

    When a Post-withdrawal Disbursement is available, the institution may, without the student's or parent's permission, credit the late disbursement to the student account to cover allowable institutional charges. When loans are applied to the student's account, the student is notified of the disbursement. If the student wishes to cancel all or a portion of a loan, they must do so, in writing, to the Financial Aid Office within two weeks of receiving notice of the disbursement.

    When the Post-withdrawal Disbursement results in excess funds being available to the student, or when pending disbursements are needed to cover minor non-institutional charges:

    • Authorization from the borrower is required.
    • If the borrower has not signed an authorization, the institution will request the needed authorization either electronically or in writing.
    • The borrower will be advised that no late disbursement will be made for these purposes unless authorization is received within 14 days of the date the institution sent the notification.

    These policies are in compliance with the Higher Education Reauthorization Act. For refund examples, please stop by Student Financial Services or call 503-554-2300.

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