Visit VWU during Virginia Private College Week July 22-27 and Receive a $1,000 Visit Grant! Learn More

Drop, Withdrawal and Refund Policies for Online Classes

Refund And Withdrawal/Drop Policies

The date the student officially notifies their Academic Advisor or VWU’s Registrars Office of the drop or withdrawal of classes, is the official date used to determine any financial adjustments. Tuition and mandatory fees are reduced according to the withdrawal schedule below. Any Federal Financial Aid or Military Tuition Assistance (TA) Benefits, a student is entitled to will need to be adjusted based on when the student drops or withdraws.  These adjustments will be calculated using the Federal Financial Aid Return of Funds Guidelines, until 60% of the enrolled term has passed. Once financial adjustments have been made any overpayment will be refunded to the student.

Drop- To disenroll in a class(es) while still registered in another class(es) in either the same term or in the other term of either the Fall, Spring or Summer semester.

  • If you disenroll in a term 1 class, but stay registered in a term 2 class, please email fin.aid@vwu.edu with your plans for term 2.  As long as you plan on taking the class, your federal aid will not be adjusted.
  • If you disenroll in a term 2 class while term 1 is still in session, there will be no return of federal loans, but federal Pell Grants may be reduced. Should this drop cause you to fall below full time status, you will not be eligible for Virginia State Financial Aid.
  • If you disenroll in a term 2 class after term 1 has ended and you are not enrolled in another term 2 class, your federal and  state financial aid and military TA will be adjusted.

Withdraw- To disenroll in all registered classes at VWU that have not ended.

  • Your federal financial aid and military TA will be adjusted. 

Tuition Refunds for Online Undergraduate Completion and Masters Programs

Through First Week of Classes

100% Tuition Refund for both Dropped and Withdrawn Classes

After First Week of Classes

No Refund for Dropped or Withdrawn Classes

Calculations will be based on the date the withdrawal form is completed and submitted to the Office of the Registrar or your Academic Counselor.. The University will charge an administrative cost allowance for any student withdrawing. The cost will be five percent (5%) of tuition originally charged, but will not exceed $100.00.

Administrative Withdrawal for Non-Attendance (No Show)

Students who register for a term  of coursework but do not attend class or participate in online course section of any of their courses during the first week of the term are withdrawn from the University administratively, and notified of that action by an email sent to your VWU email account.. Administratively withdrawn students will be ineligible for any federal, military TA, state, or institutional financial aid.

This policy does not apply to students who attend or participate in some, but not all, of their courses. They remain enrolled in the University and receive grades in courses that they did not attend but did not formally drop. Students are responsible for all tuition and fees charged for those courses.

Students Who Withdraw From or Stop Attending Classes

The Financial Aid Office is required by federal statute to recalculate federal Title IV financial aid eligibility or Military Tuition Assistance (TA) for students who withdraw, drop out, are dismissed, or take a leave of absence prior to completing 60% of a payment period or term.  The federal Title IV financial aid programs and Military TA must be recalculated in these situations.

If a student leaves the institution prior to completing 60% of a payment period or term, the Financial Aid Office recalculates eligibility for Title IV funds. Recalculation is based on the percentage of earned aid using the following Federal Return of Title IV funds formula:

  • Percentage of payment period or term completed = the number of days completed up to the withdrawal date divided by the total days in the payment period or term. (Any break of five days or more is not counted as part of the days in the term.) This percentage is also the percentage of earned aid. 

Funds are returned to the appropriate federal program based on the percentage of unearned aid using the following formula:Aid to be returned = (100% of the aid that could be disbursed minus the percentage of earned aid) multiplied by the total amount of aid that could have been disbursed during the payment period or term.

If a student earned less aid than was disbursed, the institution would be required to return a portion of the funds, and the student would be required to return a portion of the funds. When Title IV funds are returned, the student borrower may owe a balance to theUniversity, which must be paid within 30 days of withdrawing from the University.

If a student earned more aid than was disbursed to him/her, the institution would owe the student a post-withdrawal disbursement, which must be paid within 120 days of the student’s withdrawal.

The institution must return the amount of Title IV funds for which it is responsible no later than 45 days after the date of the determination of the date of the student’s withdrawal.

Returns are allocated in the following order:

  • Federal  Direct Unsubsidized  Loans
  • Federal Direct Subsidized  Loans
  • Federal Direct PLUS Loans
  • Federal Pell Grants
  • Federal Supplemental Educational Opportunity Grants (SEOG)
  • Other Title IV assistance for which a return of funds is required (e.g., TEACH).

Return of Military Tuition Assistance (TA)

Military Tuition Assistance (TA) is awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of TA funds originally awarded.

To comply with the Department of Defense policy, Virginia Wesleyan University will return any unearned TA funds on a prorate basis through at least the 60% portion of the period for which the funds were provided. TA funds are earned proportionally during an enrollment period, with unearned funds returned based upon when a student stops attending. These funds are returned to the military service branch.  Instances when a Service member stops attending due to a military service obligation, VWU will work with the affected Service member to identify solutions that will not result in student debt for the returned portion. 

Withdrawing or dropping courses prior to the start of classes, 100% of TA is returned to the military service branch.
15-week Course Withdraw submitted, the 60% of course is completed at 9 weeks
12-week Course Withdraw submitted, the 60% of course completed at 7.2 weeks
7.5-week Course Withdraw submitted, the 60% of course completed at 4.5 weeks

Delinquent Account Policies

Payment Arrangements

If a student cannot pay their account when due, they may request a payment arrangement through the Office of Finance. Payment amounts and terms are variable and at the University’s discretion. The University does require formal documentation and a promissory note for all arrangements. Students with delinquent accounts will not be allowed to register for additional terms, receive a transcript of credits, receive their diploma, or be allowed to participate in the commencement ceremony until their balance is paid in full.

Collections

If a student does not pay their account when due, does not have a payment arrangement, or defaults on their payment arrangement, their account may be placed with a collection agency. If an account is placed with any collection agency, the student agrees to reimburse Virginia Wesleyan University for the fees of the collection agency, which will be based on a percentage at a maximum of 33.33% of the debt, and all costs and expenses, including reasonable attorney’s fees, the University incurs in collection efforts.
There is a 10 day waiting period for release of a transcript of credits or a diploma after an account is paid in full through a collection agency.