College registration is considered a contract binding the student for charges for the entire semester. However, if it becomes necessary for a student to officially withdraw from school, specific actions must be taken. See the Withdrawal section for detailed instructions. Briefly, students must complete and return a withdrawal form to the Registrar’s Office to be officially withdrawn. If a student is unable to withdraw in person, they may do so by notifying the Registrar’s Office and the Office of Student Affairs in writing. The withdrawal date is defined as follows:
Complete Withdrawal from School
Reductions will be computed on total charges for tuition, room, and board. There will be no reductions of student fees of any type, including course fees after the first day of class. Students are expected to vacate the residence halls immediately upon withdrawal from College. Students leaving school for disciplinary reasons will not be eligible for any reduction and will be liable for the entire semester’s charges. Full-time students who withdraw from individual classes after the drop/add period will receive no charge reduction.
Fall and Spring Semester
For a student who formally withdraws from College during the fall and spring semester, the semester’s tuition, room, and board charges will be reduced in accordance with the following schedule:
- Within 5 alendar days after the scheduled semester start date - 90 percent charge reduction;
- Within 10 calendar days of scheduled semester start date – 75 percent charge reduction;
- Within 20 calendar days of scheduled semester start date – 50 percent charge reduction;
- Within 30 calendar days of scheduled semester start date – 25 percent charge reduction;
- After 31 calendar days of the scheduled semester start date – no charge reduction will be granted.
3 Week May-Term and Summer Session
For a student who formally withdraws from a class or the College during a 3-week May-Term or summer session, the session’s tuition, room, and board charges will be reduced in accordance with the following schedule, if you were billed for that term. Summer room rates are charged by the week. There will be no refunds for partial week room charges.
- Within 3 calendar days of scheduled session start date – 75 percent charge reduction;
- Within 6 calendar days of scheduled session start date – 50 percent charge reduction;
- Within 10 calendar days of scheduled session start date – 25 percent charge reduction;
- After 10 calendar days of the scheduled session start date – no charge reduction will be granted.
5 Week or Longer Summer Session
For a student who formally withdraws from College during a 5 week or longer summer session, the session’s tuition charges will be reduced in accordance with the following schedule: Summer room rates are charged by the week. There will be no refunds for partial week room charges.
- Within 7 calendar days of scheduled session start date – 75 percent charge reduction;
- Within 14 calendar days of scheduled session start date – 50 percent charge reduction;
- Within 21 calendar days of scheduled session start date – 25 percent charge reduction;
- After 21 calendar days of the scheduled session start date – no charge reduction will be granted.
Summer room rates are charged by the week. There will be no refunds for partial week room charges. There are no board meal plans offered in the summer.
No reduction of charges will be granted to a student suspended or expelled for disciplinary reasons.
When a student withdraws from school, and has received federal student aid for the semester, the Title IV awards will be recalculated in accordance with the “Return of Title IV Funds” federal regulations. State, Institutional and Non-Institutional financial aid will be refunded based on the charge reduction schedule listed above. After 30 calendar days of the scheduled semester start date, there will be no pro-rated State, Institutional, or Non-Institutional financial aid reductions. A copy of the policy is available in the Financial Aid Office upon request. Complete withdrawal from school may cause a balance due on the student’s account. Leaving the College without officially withdrawing may result in a student forfeiting all financial aid and, thus, becoming responsible for the entire balance.
Acadeum Online Courses
The online courses offered through Acadeum College Consortium are currently priced the same as summer school courses. Payment for these courses is due in full three business days before the course start date or the student will be dropped from the course. Additionally, no tuition refunds will be provided after the course drop date.
Approved Medical Withdrawals
Reductions will be computed on total charges for tuition, room, and board. There will be no reductions of student fees of any type. Students are expected to vacate the residence halls immediately upon withdrawal from College. Full-time students who withdraw from individual classes after the drop/add period will receive no charge reduction.
For purposes of interpreting this policy, the pro-rata charge reduction percentage is determined by the Federal Financial Aid policy and the percentage is calculated by the Business Office based on the withdrawal date. No charge reduction will be given after the 60% period of enrollment for the semester or term.
When a student’s charges are reduced, Federal, State, Institutional and Non-Institutional Aid will be adjusted in accordance with the regulations governing the respective programs. Please contact the Financial Aid Office for current regulations concerning these programs. Complete withdrawal from school may cause a balance due on the student’s account. Leaving the College without officially withdrawing may result in a student forfeiting all financial aid and, thus, becoming responsible for the entire balance.
For information on how to request a medical withdrawal from the College, see the Medical Withdrawal section of the Catalog.
Students Moving Off-Campus
If a student is approved to leave College housing after the census date, the room charge will be pro-rated to reflect the number of days the student used the room. Once students have been approved to move off campus by the Vice President & Dean of Students, the office of Residence Life will provide student notification of approval to move off campus. The Office of Residence Life will notify the Bursar of the official approval date. The Bursar will pro-rate the charges based on the number of days the student lived in the residence hall. In addition, the student’s institutional financial aid will be pro-rated to match the number of days the student lived in a residence hall.
Please refer back to the Fall and Spring Semester Reduction Rates for the charge reduction percentages. There will be NO refunds for room changes after 30 days from the start of classes.
Meal Plan change requests are not accepted after the census date, which is 10 days after classes begin. If there is an extraordinary circumstance in which a student needs to request a meal plan change or refunds after that date, they must do so in writing. Any change after the census date will require approval from the Vice President For Finance. These refund requests are handled on a case by case basis and typically cannot be approved without appropriate documentation from the student as to why the refund is being requested. Plus, Extra, or Extra Plus Flex Dollars will not be refunded or reduced at any time.
Administrative Withdrawal Due to Non-Payment
College-Initiated Administrative Withdrawal for Non-Payment
I. Statement of Policy
Maryville College administration reserves the right to withdraw a student at any point in the semester due to non-payment of their student account.
II. College-Initiated Administrative Withdrawal for Non-Payment
The college may administratively withdraw a student from classes, remove a student from residence halls, and/or require conditions for continued enrollment when one of the following transpires:
• A student fails to submit payment as indicated on a college approved deferment agreement.
• A student misses at least 3 payments on an outside payment plan and the payment plan is cancelled.
In these circumstances above, the Bursar in collaboration with the Controller and Vice President of Finance may administratively withdraw a student from classes, remove the student from Residence Halls, and/or place conditions on the student’s continued enrollment. The student will receive opportunity to pay in full or establish suitable payment arrangements with the Bursar’s Office. All notification to the student will be in writing with payment options available and a set deadline for a required response. Students that do not respond by the established deadline will be Administratively Withdrawn as of that date.
III. Impact of College Initiated Administrative Withdrawal for Non-Payment
A. Students that are withdrawn due to College Initiated Administrative Withdrawal for Non-Payment will either have their schedule dropped or receive a “W” for all courses attempted during the semester. The “W” will be reflected on the student’s official transcript.
B. Students that are withdrawn are subject to the College’s Charge Reduction Policy.
C. Students that wish to return to Maryville College the next semester will be required to apply for readmission. All previous balances must be paid in full prior to readmission to the College.
D. A Balance Hold will be placed on the student’s account until any balance is paid in full. This will prohibit viewing of grades, release of transcripts, and registration for classes.
E. Students that are administratively withdrawn due to non-payment and are residential students will have 24 hours to vacate their residence hall and return any keys to the College Residence Life staff. Students needing more than 24 hours to vacate their Residence Hall can work with the Residence Life staff for assistance.
IV. Responsible Official(s)
The officials responsible for this policy are the VP of Finance, Controller, and Bursar. Questions can be address to the Business Office.
Calculating Withdrawal Refunds
When students register for courses, the College assumes full-year enrollment, provides facilities, and executes contracts to provide educational services for the entire year. Federally mandated refund calculations apply when students withdraw. When recipients of student financial aid withdraw, refunds must be returned to various financial aid programs as well as the individual student. Students who receive financial aid, and are subject to a refund, might not be eligible for a cash refund. At times, refunds may be reapplied to a loan, thus reducing student indebtedness. Upon withdrawal, any cash refunds due will be processed as quickly as possible, but requires a minimum of 14 days. Refunds are only calculated and based on charges for tuition, fees, room, and board.
No refunds will be made to students unless they withdraw from all courses in which they are registered. Charges and financial aid for students who change from full-time to part-time status during the drop/add period at the beginning of the semester will be revised on that basis. Students may use the first week of the semester to finalize registered courses without incurring additional fees. No refund is given for students who change from full-time to part-time status after the first ten days of the semester. Students defined as part-time who withdraw after the drop/add period will receive refunds under the same policy as full-time students.
For refund purposes, the date of withdrawal is the date that the withdrawal process is initiated, or College personnel are provided with notification of intent to withdraw. The withdrawal date for students who stop attending classes without formally withdrawing is based on the last date of academic activity. If a date cannot be determined, the midpoint of the semester may be used as the date of withdrawal. The act of attending any class for a given semester prior to withdrawing is considered to constitute a requirement for withdrawal calculations. Students who withdraw from all classes or who stop attending classes, but who receive permission to live in the residence hall, will be charged room and board for the time they remain in the residence hall and on a meal plan.
The amount of Title IV and other aid that must be returned to a program source will be calculated and charges will be adjusted by the aid earned in order to determine the total amount for which a student is responsible for payment to the College.