Refunding Policies

Dropping Hours (Continue with a reduced class load) - When a student decreases the number of hours attempted during a term, a refund may be calculated based upon the official drop day as presented to Business Affairs from the Office of Academic Records.

Amount of Refund by calendar days following registration day

  • Registration Day 100%
  • Day 1-7 100%
  • Day 8-14 80%
  • Day 15-21 60%
  • Day 22-28 40%
  • Day 29-end of term 0%

Refunds are based on the fees, not the amount paid. If the student is receiving financial aid, refunds will be returned to the financial aid accounts, including lenders of student loans, before any money is returned to the student. Credit balances from all sources of the university, with the possible exception of Title IV funds, will be applied to outstanding charges before a refund is issued.

 

Refunds for Financial Aid Recipients - Financial aid recipients must successfully complete two-thirds of their attempted hours in order to maintain satisfactory academic progress toward their degree. Students who do not successfully complete two-thirds of their attempted hours may request an appeal to have their financial aid reinstated. UTM's full satisfactory academic progress policy as well as the appeal form can be located at the home page of the Office of Student Financial Assistance

(www.utm.edu/admin/finaid).

 

Refunds for Withdrawing (Drop all classes) - Withdrawals from school for any reason during any term must be made by official notification to the Division of Student Affairs. Failure to attend classes does not cancel enrollment. The date of the withdrawal is one factor used to determine the amount of fees to be refunded. Other factors include whether a student is a first-time student on this campus, whether a student is receiving Title IV financial aid, and whether unpaid charges (total institutional costs minus the sum of total aid paid to institutional costs and cash paid by the student) remain on the student's account. The institutional refund policy will be used for students who do not receive Title IV financial aid. The following percentages will be used to refund institutional charges (fees, tuition and room):

  • Registration Day 100%
  • Day 1-7 100%
  • Day 8-14 80%
  • Day 15-21 60%
  • Day 22-28 40%
  • Day 29-end of term 0%

Refunds are based on the fees, not the amount paid. If the student is receiving financial aid, refunds will be returned to the financial aid accounts, including lenders of student loans, before any money is returned to the student. Credit balances from all sources of the university, with the possible exception of Title IV funds, will be applied to outstanding charges before a refund is issued.

 

Summer school term is shorter than fall and spring and the summer term is divided into sessions. Therefore, refunding percentages will be as follows for summer term.

 

Amount 1st Session 2nd Session Full Term
100% 1-4 1-4 1-7
80% 5-7 5-7 8-14
60% 8-11 8-11 15-21
40% 12-14 12-14 22-28
0% 14 - end of term 14 - end of term 29- end of term

 

No refunds will be made until two weeks after the close of registration during the regular school year and two weeks after the close of second session summer semester registration.

Example: The student's institutional charges for the semester total $1,749 which was paid by a personal check. The student withdrew on the ninth calendar day following regular registration. The refund would be $1,399.

 

Calculation: $1,749 @ 80% = $1,399 rounded to the closest whole dollar.

 

The federal refund calculation policy will be used for students who have attended classes at UT Martin and are receiving Title IV financial aid. Under this refund policy, withdrawals on the first day of classes will permit a 100% refund of institutional charges (fees, tuition, room & board, with no allowance for deposit or consumption on room & board). Withdrawals after the first day of classes will be calculated based on the number of days the student completes in the enrollment period.

 

Example: The student has enrolled at UT Martin and is receiving a federal Pell Grant of $1,170. The institutional charges are $1,749. The student withdrew on the 11th day of the enrollment period. The enrollment period is 117 days in length (11/117=9.4% completed days). The refund percent will be 90.6% (100%-9.4%). Therefore, $1,749 x 90.6% = $1,584.59 will be returned to the federal Pell account.

 

All students must settle accounts with the Office of Business Affairs and complete the registration for courses before attending classes. A validated fee receipt is required to complete the registration procedure. This applies to anyone whose fees may be billed, prepaid or waived. All charges are subject to subsequent audit. Errors will be corrected by refund or additional charge. Personal checks (see "Bad Check Charges"), Master Card, Visa and Discover credit cards are accepted only for the amount owed. (Discover cards are only accepted on campus by the Office of Business Affairs.) Banks now require that their own printed checks with identifying account numbers be used.

 

The university is authorized by statute to withhold diplomas, grades, transcripts and registration privileges from any student until debts and obligations owed to the university are satisfied. This does not include student loans being repaid in accordance with the repayment agreements.

 

Any question regarding a student's financial account due the university should be directed to the bursar in the Office of Business Affairs. In the event a student does not feel that the amount in question is correct, he/she may appeal the matter to university officials in the following order: (1) director of business affairs, (2) vice chancellor for finance and administration, and (3) chancellor. As circumstances warrant, other officials may be contacted for assistance and information.

 

Financial Aid Repayment - Withdrawals - Any financial aid recipient who withdraws from the university prior to completing 60% of the term may have to repay to the appropriate financial aid account(s) a portion of financial aid funds received.

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