Withdrawals & Return of Title IV Financial Aid

DROPS/ADDS

FOLLOW THESE STEPS FOR CHANGE OF REGISTRATION
(Drop/Add, grading method change, variable credit change)

1. You may change your schedule at anytime through the first five business days of the fall and spring semesters or the first two instructional days of summer session at no cost. Use the WEB to determine which classes are open.

2. Contact the instructor of closed classes you wish to add and follow this override process:
                Override Process - 2 Steps
                          1.  Faculty Responsibility
                                   a.  Sign on to E-Services
                                   b.  Click on Class Management and then Faculty Override
                                   c.  Faculty have the overrides for the following course related edits:
                                              12 - Course requires special permission
                                              13 - Course is full
                                              16 - Missing pre-requisites
                                              19 - Only defined majors
                                               20 - Classification required (FR, SO, JR, SR)
                                               24 - Student special program code (Extended Learning site)
                                               30 - Cohort code required (Off-campus students)
                                   d.  Click on Edit code from drop down list
                                   e.  Enter Student ID
                                    f.  Enter Course ID
                                   g.  Contact student that you have processed the override and instruct them to go to E-Services to register for the course
                          2.  Student Responsibility
                                    a.  Sign on to E-Services
                                    b.  Courses and Registration
                                    c.  Quick Add
                                    d.  Enter Course ID
                                    e.  Register Now 

DROP/ADD/WITHDRAWAL POLICY (November 2012 Revision)

If a student drops a course during the first five (5) instructional days of the Fall or Spring Semesters, an entry will not be placed on the Official Transcript.

If a student drops a course from the sixth (6) instructional day, through the 80th percentile instructional day of Fall or Spring Semester, an entry of W (Withdrawn) will be placed on the Official Transcript.

For courses not starting on day one of a Fall or Spring term, withdrawal is allowed after the drop period until the 80th percentile instructional day. Determination of this day will be made by the Registrar’s office.

If a student drops a course during the first two instructional days of the Summer Session, an entry will not be placed on the Official Transcript. If a student drops a course from the third(3) instructional day through the 80th percentile instructional day, an entry of W (Withdrawn) will be placed on the Official Transcript.

After the 80th percentile instructional day of the Fall or Spring Semester or the 80th percentile day of the Summer Session, a student cannot drop a course and receive a grade of W (Withdrawn). This includes those students withdrawing from the University.

A student may add new courses through but not after the fifth (5) instructional day of the Fall or Spring Semester, or through but not after the second (2) instructional day for the Summer Session without the instructor’s written approval. A student registering for an evening class must be registered by the second meeting of the class.

Contact the Office of Registration for questions about the withdrawal time periods.

COMPLETE WITHDRAWAL FROM THE UNIVERSITY

If you wish to withdraw entirely from the University during the academic semester, you must contact the SMSU Registration Office, IL148 or call 507-537-6206 for assistance. Withdrawing students are encouraged to discuss their withdrawal plans with the Registrar. The date of an official Withdrawal from the University is the earliest of the dates students began their Withdrawal process or date students otherwise provided official notice.

If you withdraw entirely from the University, reductions of tuition and fees will be made according to the following schedule:

Regular Academic Year On-Campus Courses

Date of Withdrawal Reduction Allowed:
         1st through 5th business day      100%
         6th through 10th business day      75% 
         11th through 15th business day    50%
         16th through 20th business day    25% 
         After 20th business day              none

Summer Session

Date of Withdrawal Reduction Allowed:
         1st through 5th business day      100%
         6th through 10th business day     50%
         After 10th business day              none
For 10 week courses, use Regular Academic Year On-Campus schedule above.
The above reduction schedule is set by the Minnesota State Board and is subject to change.

Refunds of room and meals are pro-rated on the unused portion of the room and meals previously paid. Students withdrawing from the residence halls must withdraw at the Residence Life Office.

Students who are dismissed or expelled from the University because of conduct violations will be responsible for payment of all tuition, fees, and appropriate room and meal charges.

IF YOU RECEIVED FINANCIAL AID, YOUR WITHDRAWAL MAY INCUR REPAYMENT OBLIGATIONS.

Return of Title IV Federal Financial Aid

The Federal formula requires a return of Title IV aid if you received Federal assistance in the form of a Pell Grant, ACG Grant, SMART Grant, Supplemental Education Opportunity Grant (SEOG), Federal Perkins Loan, Federal Stafford Loan or a PLUS Loan and withdrew on or before completing 60 percent of the semester. The Federal government mandates that if you withdraw from all classes, you may only keep the financial aid you have "earned" up to the time of withdrawal.

The Title IV funds that were disbursed in excess of the earned amount will be returned to the Federal government by the University. The amount to be returned to the University will be calculated from the date on which you officially withdrew.

If any funds are remaining after the return of Title IV aid, they will be used for repayment obligations for the University's funds, State funds and other private sources. If an unpaid balance(s) exists, all aid sources will be repaid before any funds are returned to you.

Determining Title IV Federal Aid Earned

To determine the amount of aid you earned up to the time of withdrawal, the University will divide the number of calendar days you attended classes by the total number of calendar days in the semester (less any scheduled break of 5 days or more). The resulting percentage is then multiplied by the total Federal funds that were disbursed for the semester. This calculation determines the amount of aid that you are allowed to keep. The unearned amount of aid will be returned to the Federal government by the University. You will receive notification and a bill if there is a balance due.

Registration Cancellation for Non-Payment

Students who have not paid their tuition, fees, and room and meals by the payment due date may have their courses cancelled for non-payment after the semester's tuition and fee due date unless they have met the minimum payment criteria. More information can be found at www.smsu.edu/PaymentPolicy.

Back to Student Information
Back to Business Services Home Page
Back to SMSU Home Page