General Refund and Withdrawal Information
General Information: The University is a State of Texas Institution of Higher Education and refunds are issued in accordance with the State of Texas Higher Education Code, Section 54.006. Refund exceptions are considered only in documented cases of medical emergency, military duty, natural or national emergency, and university error. Refunds will first be applied to outstanding obligations. Loan processing fees, installment service charges and late fees are generally not refundable unless due to University error. Credit balances must be requested through the VIP System. All refunds will be processed and mailed to the student´s address of record. Students receiving financial aid are advised to contact the Office of Financial Aid prior to making schedule changes in enrollment status. Student services and privileges, including library services, use of computer labs and parking terminate when a student cancels registration or withdraws from the University. Stopping payment on a check used to pay tuition and fees is not official notice of cancellation, withdrawal or dropping of courses and will not release the student from their financial obligation for those courses. Students are responsible for meeting the requirements and course prerequisites indicated before enrolling. Unmet course requirements are insufficient grounds for a refund of tuition and fees if the drop or withdrawal date was after the refund deadline.
The following refund schedules apply to all courses, including online courses, regardless of the actual course start date. In determining refund calculations, it is important to remember that the official first class day may be different from the actual start date of a particular course.
Cancellation: If a student officially cancels registration prior to the first official class day, as indicated in the class schedule, 100% of tuition and mandatory fees will be refunded.
Dropped Courses: Students who officially drop a course within the first 12 official class days of a fall or spring semester or the first 4 official class days of a summer session will receive a 100% refund of the tuition and fees charged for the dropped courses provided they are still enrolled in other credit courses at UHV.
Withdrawals: The University will refund a percentage of the tuition and required fees to students withdrawing from all classes at the institution according to the schedules that follow. Class days, including Saturdays during the fall and spring semesters, are counted from the first official day of classes as indicated in the class schedule. Remaining balances become payable immediately.
Fall and Spring Refund Schedule:
- Prior to the first official class day 100%
- During the first five class days 80%
- During the second five class days 70%
- During the third five class days 50%
- During the fourth five class days 25%
- After the fourth five class days No Refund
- Prior to the first official class day 100%
- During the first, second or third class day 80%
- During the fourth, fifth or sixth class day 50%
- Seventh class day and thereafter No Refund
Tuition Rebate for Certain Undergraduates (as set by the Texas Higher Education Coordinating Board):
Tuition rebates to a maximum of $1,000 are available for qualified students who have attempted no more than three hours in excess of the minimum number of semester credit hours required to complete the degree as defined by the catalog under which they were graduated.Qualified students must apply for the rebate at the time they apply for graduation. For further information, email UHV Office of Admissions and Records at email@example.com or call 361-570-4110.
Financial Aid Adjustments and Refunds
Financial Aid awards are based on full-time enrollment unless th student completes the Intendended Enrollment Form online prior to being awarded. Students who register for fewer than the anticipated hours or change their enrollment status through the 12th class day (4th class day for summer sessions) for the semester will have their award adjusted for their new enrollment status and may be responsible for payment of a portion of their tuition and fees. AFTER the 12th class day (4th class day for summer sessions), financial aid will not be adjusted for students who reduce their course load. AFTER the 12th class day, financial aid will not be increased for students who increase their course loads. Dropped courses will affect a student’s satisfactory academic progress. Students withdrawing on or before completing 60% of the semester will have the Return of Title IV funds calculation computed. See the UHV Catalog for details or contact the Office of Financial Aid (University West Building) personnel for more information prior to withdrawing.
You have the right to cancel all or a portion of the loan(s) by contacting our office within 14 days of the date the student was notified of his/her loan disbursement. The funds will be returned to the loan servicer by electronic funds transfer (EFT).
Financial Aid Revision Procedures Prior to the 13th Class Day (5th class day for summer sessions)
Financial aid awards are based on the number of hours the student is enrolled for on the day of disbursement. Financial aid eligibility will be reviewed between the 1st through 12th class day (4th class day for summer sessions). If a student adds or drops courses, all financial aid awards will be reevaluated.
WITHDRAWALS PRIOR TO THE 1ST CLASS DAY
If a student withdraws prior to the 1st class day, 100% percent of his or her grant(s) and scholarship(s) disbursed to the student account will be returned to the fund(s). If the student received a refund check, the student is responsible for returning 100% of the grant and scholarship refund amount to the school.
UHV will return 100% of the loan funds used to pay institutional charges to the servicer. The student’s servicer will be notified of the student’s withdrawal. The servicer will notify the student that the total amount of loan funds disbursed will go into immediate repayment or grace status. If not repaid to the servicer in a timely manner, usually 30 days, the servicer may put the loan in a defaulted status. The student is responsible for returning to the servicer the loan funds that UHV disbursed to the student in the form of a refund check.
Financial aid adjustments may result in the student repaying a portion of any financial aid received. UHV’s first possible disbursement date will be no more than 10 days prior to the first day of classes for each term.
Financial aid adjustments may result in the student repaying a portion of any financial aid received.
CHANGE IN COURSE LOAD BETWEEN THE 1ST AND 12TH CLASS DAY MAINTAINING AT LEAST HALF‑TIME ENROLLMENT STATUS (4th class day for summer sessions)
Grants and scholarships will be reviewed between the 1st through 12th class day (4th class day for summer sessions). If a student adds or drops courses, the grants and scholarships will be reevaluated. Downward financial aid adjustments may result in the student repaying a portion of any financial aid received. The tuition refund may be returned to the state or institutional fund(s). Courses dropped after the 12th class day (4th class day for summer sessions) will not cause a reevaluation of aid awarded.
If the Direct loan funds have been disbursed to the student who has reduced their hours, the loan will not be adjusted. The student´s enrollment adjustment may cause an overaward. If the student has other forms of aid, the awards may be reduced or canceled to reduce or eliminate the overaward situation. Second disbursements may be adjusted or canceled to reduce or cancel an overaward as well, if applicable.
Pending fund availability, some financial aid awards will be increased if the student added additional courses. Dropped courses will be taken into consideration during the review of the student´s satisfactory academic progress.
DROPPING BELOW HALF‑TIME PRIOR TO THE 13TH CLASS DAY (5th class day for summer sessions)
The student´s loan servicer will be notified of the student´s enrollment status change which will cause his or her grace period to begin. The student borrowers second loan disbursement will be canceled, if applicable.
All grant and scholarship awards will be adjusted accordingly which may result in a balance on the student's account.
If the Direct Loan funds have been disbursed to the student who has reduced their hours, the loan will not be adjusted. Although, the student´s enrollment adjustment may cause an overaward. If the student has other forms of aid, the awards may be reduced or canceled to reduce or eliminate the overaward situation. Second disbursements may be adjusted or canceled as well, if applicable.
The student must pay UHV for tuition and fees, if applicable, for continued enrollment in courses in a less than half–time status.
WITHDRAWALS BETWEEN THE 1ST AND 13TH CLASS DAYS (5th class day for summer sessions)
Students who withdraw prior to the 13th class day (5th class day for summer sessions) will have the Return to Title IV calculation computed for all Federal aid disbursed. A portion of the student´s federal aid will be adjusted downward which may result in the student repaying a portion of federal aid disbursed. Refer to the Return of Title IV Funds Policy for withdrawals on or after the 1st class day.
One hundred percent of all institutional and state financial aid will be returned to the funds. Financial aid adjustments may result in the student repaying a portion of any financial aid disbursed.
FOR STUDENTS WITH TUITION AND FEE AWARDS THROUGH THE 20TH CLASS DAY (6th Class Day for Summer Sessions)
Students who withdraw prior to the 21st class day (7th class day for summer sessions) may have their tuition and fee scholarship adjusted to equal the student´s recalculated tuition and fee bill. A debit for the difference will be applied to the student´s account.
EFFECTS OF A POST-WITHDRAWAL REDUCTION IN CHARGES
If a student withdraws and, as a result of applying an institutional refund policy the school reverses, reduces or cancels a student's charges, the Return requirements still apply. The statute mandates that an otherwise eligible student who begins attendance at a school and is disbursed or could have been disbursed Title IV grant or loan funds prior to a withdrawal earns a portion of those Title IV funds. If, as a result of the withdrawal, an institution adjusts or eliminates a student's institutional charges, or changes a student's enrollment status, the changes made by the institution have no bearing on the applicability of the requirements in 34 CFR 668.22. Moreover, the charges used in the Return calculation are always the charges on the student's enrollment status changed prior to withdrawal. However, if a student's enrollment status changed prior to and unrelated to the withdrawal, the effect of that change on institutional charges appropriately should be reflected in any Return calculation.
In addition, any state or institutional grants and/or scholarships disbursed to the student account will be returned to the fund(s).