Financial Aid Refund Policy

Any student who is attending MCC and is receiving student financial assistance under the federal Title IV Programs may be entitled to a refund if they completely withdraw from their program. The percentage of the period that the student remains enrolled is derived by dividing the number of days the student attended by the number of days in the period. Calendar days are used, but breaks of five consecutive days are excluded from both the numerator and denominator. The refund shall be less an administrative fee, which is not to exceed the lesser of 5 percent of the tuition, fees and other charges assessed the student, or $100.

During the first 60 percent of the period, a student ‘earns’ Title IV funds in direct proportion to the length of time he or she remains enrolled. That is, the percentage of time during the period that the student remains enrolled is the percentage of disbursable aid for that period that the student earned. A student who remains enrolled beyond the 60 percent point earns all aid for the period.

Students who withdraw from a program are subject to a calculation that determines the amount of money that they may be required to pay back to the college or the federal government. This calculation will be in accordance with formulas and guidelines established by prevailing federal regulations, and funds will be allocated in the following order (not to exceed the original allotment from each source): Federal Direct Loan Program (unsubsidized and subsidized), Federal Pell Grant, Federal Supplemental Education Opportunity Grant and other funds.

In the case when R2T4 (see below) is performed and it results in the student owing money to the college, the Financial Aid office will mail a letter to the student with detailed information regarding the bill resulting from the R2T4 calculation.

FINANCIAL AID RETURN TO TITLE IV (R2T4) POLICY

Per the Higher Education Act of 1965 (as amended in 2011), when a student withdraws from an institution of higher education prior to completing 60 percent of the term’s calendar days, any Federal Title IV financial aid considered “unearned” will need to be returned to the federal government. During the first 60 percent of the term, a student in attendance “earns” Title IV funds in direct proportion to the length of time he or she remains enrolled. That is, the percentage of time during the period that the student remains enrolled is the percentage of disbursable aid for that period. A student who remains enrolled beyond the 60 percent point earns all aid for the period.

Students who withdraw from all classes in a given term are subject to a calculation that determines the amount of money from federal funds that students may be required to pay back to the college, which the college will return to the federal government. This policy is called “Return to Title IV” or “R2T4.”  This calculation will be in accordance with formula and guidelines established by prevailing federal regulations.

R2T4 regulations apply only to the following Federal student aid programs at the Connecticut community colleges (CCCs):

  • Federal Direct Stafford loans (subsidized & unsubsidized)
  • Federal Direct PLUS loans
  • Federal Pell Grants
  • Federal Supplemental Educational Opportunity Grants
  • Federal Iraq and Afghanistan Service Grants

Each CCC financial aid office establishes and executes its own policies regarding the return of institutional as well as State aid in accordance with any regulations specific to those programs.

If students drop or withdraw, they may be subject to a financial aid award reduction. This can result in a student personally owing money to the college. Students should contact the Financial Aid office at 860-512-3380 or visit before reducing their course load.

OFFICIAL AND UNOFFICIAL WITHDRAWALS

Official withdrawal is the date the student officially notified the school that he/she would withdraw through written signature or online withdrawal.

Unofficial withdrawal (non-attendance taking institutions) is the date the school became aware the student ceased attendance.

WITHDRAWAL FROM COURSES

Before two-thirds of the semester, a student who withdraws from any course(s) must obtain a withdrawal form from the Registrar’s office, and return the completed form to the Registrar’s office. Students can also withdraw on-line prior to two-thirds of the semester through their myCommnet account.  Grades for courses from which a student withdraws during the first two-thirds of the semester will be recorded as “W” at the end of the semester.

After two-thirds of the semester, a student who wishes to withdraw from a course(s) must obtain an Instructor Approval Course Withdrawal Form from the Registrar’s office, Academic offices, or online in the Form Depot. This form must be approved and signed by the instructor and returned to the Registrar’s office for processing by the last day of final exams. If the withdrawal is approved, a “W” will be recorded on the student’s transcript.  If a student stops attending and fails to withdraw officially from a course, a grade of “F,” “N,” or “UF” may be recorded on the student’s transcript.  In all cases of withdrawal, a “W” does not affect the student’s grade-point average.

WITHDRAWAL FROM THE COLLEGE

A student who withdraws from the college must complete a withdrawal form at the Registrar’s office. Failure to officially withdraw in writing from the college may result in failing grades for uncompleted courses and might result in probation or suspension status.

WITHDRAWAL POLICY FOR CREDIT EXTENSION COURSES

A student who withdraws from any credit extension course(s) must obtain a withdrawal form from the Registrar’s office and return the completed form to the Registrar’s office. Grades for courses from which a student withdraws during the allowable withdrawal period (see the Enrollment Guide or applicable Summer/Winter class schedule) will be recorded as “W” at the end of the session.  After the allowable withdrawal period, a student who wishes to withdraw from a credit course must obtain an Instructor Approval Course Withdrawal Form from the Registrar’s Office or an Academic Division office.  A request for a withdrawal after the allowable withdrawal date does not guarantee approval. This form must be approved by the instructor and returned to the Registrar’s office before the session end date.

UNOFFICIAL WITHDRAWALS

The “UF” is an administrative transcript notation or grade used by the faculty for students considered to have no basis for a grade due to non-attendance.

Students who are registered for courses and are not attending are ineligible to receive financial aid funds. MCC works closely with the Academic Affairs and Continuing Education divisions, who collect information directly from instructors of students who are in non-attendance status for their classes to ensure no aid is disbursed.  The Financial Aid office understands the federal requirement to identify students who fail to attend classes.  Faculty receives a written request to collect and report information of students who do not attend their classes.

The Financial Aid office staff cancels the aid for the students included on these lists. The Financial Aid counselor will send an email to these students to inform them of their aid being cancelled and their responsibility to the college.  If there is a change in the attendance and the student continues to attend class, the student is asked to bring proof of attendance for all classes registered.  A deadline is given to the student to submit proof of attendance.

Acceptable proof of attendance includes a notification from the professor that the student is attending, a recently graded paper/assignment from student’s class, or our in-office Verification of Attendance form completed with the professor’s signature.   Proof of attendance is required from all professors in each class the student is registered.  If proof of attendance is submitted, then the student’s financial aid is reinstated.  If there is no contact from the student, the student is charged for the class they failed to attend and is not granted financial aid for that class.

After the semester grades are posted, the Financial Aid office will review and take into account any passing grades the student may have earned and reinstate the disbursable aid.

POST-WITHDRAWAL DISBURSEMENT

Pell payment made to a student’s account will be disbursed no later than 120 days after the student’s last day of attendance. Per federal regulations:

For the Pell and Iraq and Afghanistan Service Grant programs, a school may not establish an earlier deadline than that established by the Department in its annual notice. Therefore, if a Pell-eligible student submits the documents required for verification no later than 120 days after the student’s last day of attendance or the deadline established each year by the Department, whichever is earlier, a school must make any applicable post-withdrawal disbursement of the student’s Pell Grant.

Retroactive payments cannot be made to cover courses that were dropped during the prior term (when the student completes some but not all courses for the term – that is, the student does not entirely withdraw from the term). Even if the student is still billed full-time charges under the institution’s refund policy, the student’s award must first be recalculated due to the change in enrollment status before retroactive disbursements are made accordingly.

TIME FRAME FOR RETURNING TITLE IV FUNDS

Deadlines for performing R2T4 calculations and returning funds are as follows:

Within 30 days after the date the college determines that the student withdrew, the institution will:

  • Perform R2T4 calculation
  • Notify student of any grant over-payment
  • Offer student a loan for post-withdrawal disbursement (provide minimum 14-day response period)

Within 45 days after the date the college determines that the student withdrew, the institution will:

  • Return “unearned” Title IV funds that school must return
  • Make post-withdrawal disbursements of Pell grant
  • Refer the student to the Department of Education if over-payments are unresolved

180 days after the date the college determines that the student withdrew, the institution will:

  • Perform post-withdrawal disbursements of accepted loan funds

REFUND POLICY

  • If students officially drop prior to the first day of the semester, they receive a 100 percent refund. No financial aid funds will disburse for classes dropped prior to the first day of the semester.
  • If students officially drop on the 1st day through the 14th calendar day of the semester, they receive a 50 percent refund. Financial aid will not cover classes dropped during this time period. This may result in the student owing money to the college.
  • If students officially drop/withdraw on the 15th day of the semester or later, they will not receive a refund. This may result in the student owing money to the college.

 College Service, Student Activity and Clinical Fees

  • College Service and Student Activity fees are non-refundable.
  • Installment Plan and Late Payment fees are non-refundable.
  • Students may request a full refund of the clinical fee only if they drop out of an allied health program entirely or are not enrolled in any credit courses at the end of the add/drop period.

Extension Fees

Fees for summer, winter and accelerated sessions, and Continuing Education non-credit courses:

  • If students officially drop on the last business day before the first class meeting or prior, they are entitled to 100 percent refund of tuition only. Requests for refund must be made by Friday for courses starting Saturday-Monday.
  • If students officially withdraw on the day of the first class meeting or later, there is no refund.

Note:

  1. Refund policies assume that all charges have been paid in full prior to drop/ withdrawal. In some cases, an account adjustment may not entitle a student to an actual refund.
  2. Students are required to officially drop class(es) by the official deadline published each semester in the Enrollment Guide.
  3. Deadlines for summer, winter and accelerated sessions are based on the start date of courses and are adjusted appropriately.
  4. Refund/returns of Title IV funds are made in accordance with applicable Federal rules and regulations that take precedence over college refund policies.

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Refund Policy (General Fund Courses)

100 Percent Refund: If students officially drop prior to the 1st day of the semester.
50 Percent Refund: If students officially drop on the 1st day of the semester through the 14th calendar day.
No Refund: If students officially drop/withdraw on the 15th day of the semester or later.