5.16.2 Withdrawing From the University After the Drop/Add Period

All students are advised to meet in person with a manager or director in the enrollment services area prior to actually withdrawing from the University to make certain they understand the associated financial and financial aid implications.

Student schedules (and the associated financial and financial aid implications) are considered somewhat fluid through the close of business on the final day of the drop/add period of a given session. If, after the close of business on the final day of the drop/add period, a student remains registered for one or more courses, then the student will receive an updated statement of account that will reflect the program (TU or ADP) in which he/she is enrolled and which will also reflect any other germane factors. For TU students enrolled for a fall or spring semester, for instance, such factors would include whether the student is full- or part-time, whether or not there is an overload in hours, whether or not the student lives on-campus, whether or not (and to what extent) the student’s bill is to be offset by federal, state and/or institutional financial aid, and so on.

Any student who remains registered for one or more classes at the close of business on the final day of the drop/add period will not be eligible for a refund of any fees, even if the student withdraws from the University for any reason later the same session. Additionally, there is no refund associated with withdrawing from individual courses past this point, nor is there any refund for students who simply stop attending Oglethorpe and never officially withdraw from the University.

If a student withdraws from the University after close of business on the last day of the drop/add period, whether or not he/she is due a refund or offset of tuition charges (not fees, which are not refundable at this stage) will depend on the following calculation. The date on which the student officially leaves the University is the date on which the student (or his/her representative) files the official withdrawal from the University form (fully endorsed by all required parties) with the HUB. This date permits computation of the “Number of calendar days which have elapsed before leaving,” this being the number of calendar days between the first day of classes of the session and the date that the student’s leaving became official, inclusive. The “Number of calendar days in the session of enrollment” is the number of days between the first day of classes and the last day of classes of the given session, inclusive. Neither “reading day” nor specially scheduled final examination days (when appropriate) are included in this value. The following calculation will then be used to determine the proportion of the session which has elapsed prior to the student leaving the University:

Percent of session elapsed before leaving = (Number of calendar days which have elapsed before leaving / Number of calendar days in the session of enrollment)  X 100

If the “Percent of session elapsed before leaving” is greater than or equal to 60 percent there is no tuition refund given upon withdrawal from the University; neither is there any adjustment of federal, state or institutional financial aid which has been previously credited to the student’s account. That is, the tuition cost for which the student is responsible is exactly the same as if the student had attended Oglethorpe until the session was concluded.

Residential students who withdraw from the University when the “Percent of session elapsed before leaving” is greater than or equal to 60 percent receive no refund for room and board charges previously billed to their account.

If the “Percent of session elapsed before leaving” is less than 60 percent, then the student is entitled to a “Refund percent” equal to:

Refund percent = 100 – Percent of session elapsed before leaving

This “Refund percent” will be applied to both gross tuition billed to the student for the session in question, and also to all federal, state and institutional financial aid previously credited to the student’s account after drop/add period concluded. The refunded financial aid is returned to its source, not to the student. The calculations associated with this process are complex and all students are advised to meet in person with a manager or director in the enrollment services area prior to actually withdrawing from the University to make certain they understand the associated financial and financial aid implications.

Residential students who withdraw from the University when the “Percent of session elapsed before leaving” is less than 60 percent will receive a refund of room and board charges which have already been billed, less a charge for room and board that takes into account the daily rate for such services in combination with the actual number of days the student resided on-campus prior to withdrawing from the University. Additionally, the contract a residential student signed with the office of residence life may stipulate a penalty for early termination; any such fee will be added to the student’s account.

Students should be particularly mindful of the following:

  • The date that will be used for calculation of a potential refund due to withdrawing from the University will be the date on which the HUB receives the official form signed by all required parties. An arrangement with a professor or an advisor will not be recognized as an official change of any sort.
  • Any student who has registered and decides not to attend must officially withdraw from the University. Simply not showing up, or ceasing to show up, is not the same as withdrawing from the University.
  • Fees are only refundable for those who withdraw from the University prior to close of business on the last day of the drop/add period.
  • In no case is a student eligible for any tuition or fees refund whatsoever if:
    • The student fails to formally withdraw from the University; or
    • The student is expelled for disciplinary reasons; or
    • The student withdraws from the University when a disciplinary action (code of student conduct violation or honor code violation) is pending; or
    • The student withdraws from a class or classes, but does not totally withdraw from the University.
  • Issuance of credit for room and board is governed by the contract signed by the student with the office of residence life. Any credits or refunds to be issued to a student’s account will be determined by the director of residence life in accord with the principles explained above.