Student Financial Services

Withdrawal and Return of Federal Funds

Federal (Title IV) aid is awarded to a student with the assumption that the student will attend for the entire period for which the aid is awarded. When a student ceases attendance prior to the scheduled end date of the semester, the student may not have earned the full amount of Title IV aid that the student originally was scheduled to receive. A student who completes all the requirements for graduation from their degree program before completing the days in the period that the student was scheduled to complete is not considered to have withdrawn.

If a recipient of Title IV grant or loan funds withdraws from Xavier after beginning attendance, the Student Financial Services staff must perform a Return of Title IV Funds calculation to determine the amount of Title IV assistance earned by the student. The Return of Funds calculation must be performed regardless of whether the withdrawal is official, unofficial, or administrative. If the amount of aid disbursed to the student is greater than the amount the student earned, the unearned funds must be returned. If the amount disbursed to the student is less than the amount the student earned, and for which the student is otherwise eligible, the student may be offered a post-withdrawal disbursement of the earned aid that was not received. After the 60% point in the term, a student has earned 100% of the Title IV funds the student was scheduled to receive during the period.

The amount of Title IV aid to be returned to the applicable federal programs will be determined, using the student’s withdrawal date, by calculating the percentage of the enrollment period which the student did not complete. Based on federal regulations, a school must return Title IV funds to the programs from which the student received aid during the period of enrollment, in the following order, up to the net amount disbursed from each source:

  • Unsubsidized Direct Loans (other than Direct PLUS Loans)
  • Subsidized Direct Loans
  • Direct PLUS Loans (parent or graduate)
  • Federal Pell Grant
  • Iraq and Afghanistan Service Grant
  • TEACH Grant

Students will be notified by the Office of Student Financial Services when funds are returned by the school as per the Return of Funds calculation. Students should work with the Bursar's Office to pay any balance that is owed to Xavier University after federal funds are returned.

Unearned Title IV Aid Due from Student

The Office of Student Financial Services will notify students if they owe federal funds back to the U.S. Department of Education. Amounts that must be returned by the student will first be applied to federal loans. The student (or parent, for Direct PLUS Loan funds) will be permitted to repay loans according to the terms of the promissory note(s).

Any grant overpayment that the student is required to return to the U.S. Department of Education must be repaid within 45 days after the student is notified by the Office of Student Financial Services. A student who cannot repay the overpayment in full should make a repayment arrangement with the Department of Education before the end of the 45-day period. If a student does not repay the grant funds or make a repayment arrangement within 45 days, the account will be turned over to the Department of Education as an overpayment of federal funds. Students who owe an overpayment of Title IV funds are ineligible for further disbursements from federal financial aid programs at any institution until the overpayment is paid in full or payment arrangements are made with the Department of Education.

Withdrawal from Courses Offered in Modules

When a student enrolls in a course or courses that do not span the entire length of the term, then the student is considered to be enrolled in a program that is offered in modules. In a program offered in modules, a student is not considered a withdrawal from the term when the student successfully completes* the following:

  • All requirements for graduation from the student's program before completing the days in the period that the student was scheduled to complete (also applies to programs not offered in modules)
  • One module or a combination of modules that includes 49% or more of the number of days in the payment period (term)
  • Coursework equal to or greater than the coursework required for the university's definition of a half-time student for the term (typically, at least 6 hours for undergraduate students and at least 4.5 hours for graduate students)

*Successful completion means earning a passing grade.

A student who withdraws from a module without meeting any of the above exemptions will be considered a withdrawal for the term if not currently attending another course. If the student is scheduled to begin attendance in another module (course) within the same term, the student may provide written confirmation at the time of withdrawal to indicate their plan to resume attendance in a later module. The future module must begin no later than 45 calendar days after the end of the module the student ceased attending.