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Glendale Community College
5111.1 Administrative Regulation Refund/Repayment Policy A. Refund
Policy for All Students 1. To receive a refund for
tuition and/or enrollment fees and other student fees, classes must be dropped
or canceled within the first two weeks of instruction for the particular
class. 2. Requests for refunds
must be initiated by the student and will be processed according to the
following schedule: Summer - Students who withdraw (or
drop units) during the first week of the summer intersession are entitled to a
100% refund provided that they submit a refund application during week two when
refunds are processed. Fall and Spring - Students who
withdraw (or drop units) during the first two weeks of the semester are
entitled to a 100% refund provided that they submit a refund application during
weeks three and four when refunds are processed. 3. Refund
request forms are available in Student Business Services. Students must present an I. D. Card and a
receipt showing payment of fees. A $10
refund processing fee will be assessed for all requests. B. Pro-Rata
Policy for new students receiving Title IV Federal Financial Aid 1. A
refund calculation will be applied to all first time students who receive
federal financial assistance (federal grants, loans, or work assistance) and
withdraw from all classes or are dropped from all classes by the instructors in
a given semester. The following chart
outlines the calculations that are used. Standard Semester (18 weeks x 60% =
10.8 weeks) Total Withdrawal Remaining Portion Percentage
Refund During Week # of Semester (rounded down) 1 .94 100%* 2 .94 100%* 3 .83
80% 4 .78 70% 5 .72 70% 6 .67 60% 7 .61 60% 8 .56 50% 9 .50 50% 10 .44 40% 11 .39 30% 12 &
later none California Education Code allows a
100% refund of tuition and enrollment fees for students who withdraw during the
first two weeks of the semester. Since
federal regulations dictate that the student receive the largest refund
available, these students will receive a 100% refund. 2. The
College will collect the allowed
administrative fee, equal to 5% of the tuition and fees assessed the student,
not to exceed $100. Per federal
regulations, if the amount of refund is less than $25, Glendale College will be
exempt from the refund calculations. 3. The calculated refund will be credited
to the Title IV programs in the following priority: a. Outstanding balances of FFELP loans b. Federal Pell Grants c. Federal SEOG grants 4. When a first time financial aid
recipient completely withdraws or is withdrawn by all instructors on or after
the first day of the semester, Glendale College will determine
whether the student received an overpayment of financial aid funds for
non-institutional expenses. a. The overpayment is the difference
between the amount received as cash disbursements and the amount of expenses
incurred for non-institutional costs during the portion of the payment period that the student was
actually enrolled. Federal Work Study
and Family Educational Loans are not considered in determining the amount of cash disbursements
made to students. b. The expenses incurred by the student
for a standard 36 week academic year will be assessed as follows: (1) Books and Supplies are calculated at 50%
through the third week of the semester and 100% after the third week. (2) Room, Food, Personal, Transportation, and
Child Care are pro-rated weekly or any fraction thereof at a rate of 1/36th per
week. 5. Glendale
College will take the following steps to contact students and request
repayments: a. A
letter of explanation/invoice will be sent to the student. b. The debt will be posted to the
students' record which will block the student from future registration and hold
all student transcripts. 6. If a student received a cash
disbursement of Title IV funds (other than FWS or Part B loans) and owes a
repayment, a portion will be returned to the Title IV programs from which the
student received funds. The Title IV
portion of the repayment is the lesser of: a. The amount of Title IV funds received
for the payment period or b. (Title IV Award* / Total
Assistance*) x Overpayment
(*
Less FWS and Part B loans) 7. Repayments are distributed back to the
Title IV programs in the following priority: a. Federal SEOG grants b. Federal Pell grants c. Cal Grants Repayments are returned to the
appropriate program within 30 days of the date the student makes the repayment. 8. A
student who owes a repayment on any Title IV program is ineligible for further
Title IV assistance until the full repayment has been made. A notation will be made on out-going
financial aid transcripts for such students indicating an outstanding debt. Reference: California Administrative Code 58508 Student Financial Assistance
Programs, U. S. Department of Education, 34 CFR, §668.21 & §668.22 Adopted: 7/21/97 |