Withdrawal Procedure
Official Withdrawal
A student must contact the Center for Academic Success (verbally or in writing) to withdraw from Lawrence University or take a leave of absence.
Unofficial Withdrawal
If a student earns failing grades in all their classes, federal regulations require that records be reviewed of financial aid recipients. If courses are not completed (e.g., unofficial withdrawal, stopped attending), the university is required to refund financial aid to the appropriate sources according to federal and/or university refund policies based on the last recorded date of attendance. Students are responsible for the entire cost of the term, including the portion previously covered by financial aid should they stop attending. Students are strongly urged to follow guidelines for complete withdrawal from the university. If there are extenuating circumstances, a petition to have the cost of tuition refunded can be made.
Official Withdrawal Date
For students who notify the university of their intent to take a leave or withdraw, the student’s official withdrawal date is the earliest of:
- the date of last academic activity;
- the date the student began the withdrawal or leave process; or
- the date the student notified the Center for Academic Success of their intent to withdraw.
Withdrawal Fee
A non-refundable $200 fee will be assessed each time a student takes a leave of absence or withdraws from the university on or after the first day of classes for the term; however, students who take a leave of absence or withdraw from the university after classes are in session may qualify for a reduction in certain charges that are due to the university.
Refund Policy
In 1999 Lawrence adopted a refund policy in accordance with the U.S. Department of Education’s 1998 Reauthorization of The Higher Education Amendments (Section 668.22). Under the law, a Return of Title IV (R2T4) calculation must be completed for students who withdraw from the university or who fail to earn a grade during the term.
Refunds due to a student who has taken a leave or withdrawn will be processed within 30 days of the date the university determined the student withdrew. Refunds will only be issued if all allowable tuition, fees, room, and board due to the university have been paid in full.
Leave of absence or withdrawal before the first day of classes
Full room, board, tuition, activity fee, and environmental fee will be refunded upon proper notification of leave of absence or withdrawal prior to the first day of classes for any term. Written notification of leave of absence or withdrawal must be directed to the Dean of Academic Success. A student who remains on campus after the approved leave of absence or withdrawal date will be charged pro rata for room and board through the date on which they depart as determined by the Dean of Students.
Leave of absence or withdrawal on or after the first day of classes
A student must request a leave of absence or withdrawal from the dean of academic success. Students who wish to request this change of status or to discuss it as an option should make an appointment with the Dean of Academic Success before completing the required form. If granted permission for a leave or withdrawal, a student may qualify for a reduction in charges that are due the university.
For students who withdraw without notifying the university, the withdrawal date is determined as follows: The Center for Academic Success contacts the student’s instructors in an attempt to identify the student’s last date of attendance or academic activity. If this information is not obtained, the midpoint of the term is used as the withdrawal date.
Leave of absence or withdrawal before the 60-percent point of the term
If a student takes a leave of absence or withdraws prior to or at the 60-percent point of the term, a refund for tuition, room, and board charges will be prorated based on the number of calendar days the student was in attendance. A student who remains on campus after the approved leave of absence or withdrawal date will be charged pro rata for room and board through the date on which they depart as determined by the dean of students. If a student takes a leave of absence or withdraws after the 60-percent point of the term, there will be no refund of tuition, room, or board. Students who cease attending their scheduled classes without completing the official process for a leave or withdrawal are subject to the same refund policy as students who follow the policy.
Computation of the 60-percent point will be based on the total number of calendar days in the term beginning with the first day of classes and ending with the last day of final examinations. For the 2023-24 academic year, the 60-percent dates are:
- Term I: October 23, 2023
- Term II: February 13, 2024
- Term III: May 6, 2024
Financial Aid Adjustments
Federal, state, institutional, and private financial aid funds (except for earned federal work-study funds) awarded to the student will be reduced based on the number of calendar days the student was in attendance up to the 60% point of the term. Students attending beyond the 60% point of the term will be considered to have earned 100% of their aid and, as a result, their financial aid will not be adjusted. Further details and examples can be obtained at the Financial Aid Office.
Title IV funds (i.e. federal student aid) will be returned within 45 days from the date the university determined that a student withdrew in the order prescribed by federal regulations as outlined below:
- Federal Direct Unsubsidized Loan
- Federal Direct Subsidized Loan
- Federal Direct PLUS Loan
- Federal Pell Grant
- Iraq and Afghanistan Service Grant (IASG)
- Federal Supplemental Educational Opportunity Grant
If the total Title IV funds earned by the student is less than the amount disbursed to the student, the difference between the disbursed amount and earned funds will be returned to the appropriate Title IV aid program. In the rare event that a R2T4 calculation results in an amount to be returned that exceeds the school portion, the student will be required to repay their portion of unearned Title IV aid.
Credit Balances
Title IV Credit Balance
A "Title IV Credit Balance" occurs when the amount of Federal Student Aid (e.g. Federal Pell, Federal SEOG, Federal Direct Loan, and/or Federal Direct PLUS Loan) credited to a student's account exceeds the institutional charges (e.g. tuition, fees, university housing, and the university meal plan).
If a student has a Title IV Credit Balance, the credit balance will be held until the Return of Title IV (R2T4) calculation is completed. After the R2T4 calculation is complete, the refund will be disbursed within 14 calendar days to the student through e-Refund, direct deposit, or by check if electronic deposit is not available.
Post-Withdrawal Disbursement
If the aid that has already been disbursed is less than the earned aid that could have been disbursed for the term, Lawrence will calculate a post-withdrawal disbursement as soon as possible and offer an eligible post-withdrawal disbursement within the timeframes outlined below:
- Federal loans: the student or parent will be offered an eligible post-withdrawal disbursement within 30 days of the university's determination the student withdrew
- Federal grants: for any amount of a post-withdrawal grant disbursement not credited to the student's account to cover allowable charges, the university will make a disbursement directly to the student as soon as possible, but no later than 45 days after of the university's determination the student withdrew
If the post-withdrawal disbursement includes loan funds, the university will contact the student or parent (in the case of a Parent PLUS Loan) may elect to decline those funds. Individuals eligible for post-withdrawal loan disbursements will be notified via email and will have 14 days to respond. If the student does not respond within 14 days, Lawrence will assume the student does not want the loan funds and will cancel the post-withdrawal disbursement.
If the post-withdrawal disbursement includes grant funds, student confirmation is not required. The post-withdrawal disbursement of grant funds will be credited to the student’s account to satisfy outstanding allowable charges or paid directly to the student.
If a post-withdrawal disbursement results in a credit balance on the student’s account, the resulting credit balance will be refunded to the student within 14 calendar days of the post-withdrawal disbursement.