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Withdrawal Procedures

Withdrawing from Goldfarb School of Nursing at Barnes-Jewish College may have both academic and financial aid consequences. You are encouraged to understand the consequences before you decide to withdraw. If you decide to withdraw, you must follow established withdrawal procedures beginning with completion of a Withdrawal Form available from your academic advisor.

WITHDRAWING FROM COURSES

To formally drop a course and have that action properly reflected on an academic transcript, a Drop/Add Form must be completed with your academic advisor. Notifying the instructor or not attending class does not constitute withdrawal. (NOTE: Withdrawals may affect student financial aid, loans, scholarships, and VISA status for international students.)

The following guidelines must be observed:

  • Students may withdraw from a nursing course: on or before the last business day of the 5th week for a 7-week course; on or before the last business day of the 7th week of a 10-week course; on or before the last business day of the 10th week for a 14-week course. A course withdrawal during these time frames does not impact the GPA; however, it will count as a course attempt.
  • After the 5th week of a 7-week course; the 7th week of a 10-week course; the 10th week of a 14-week course a student may only withdraw for a serious, non-academic reason or hardship (that has occurred during the last weeks following the withdrawal period). This withdrawal can only be granted by the Assistant Dean for the Program.
  • Pre-licensure students may only withdraw from two (2) nursing courses during their program of study. After a second withdrawal the student will receive all grades earned.
  • Students may only withdraw once from any Goldfarb School of Nursing course.
  • Students may only attempt a course twice.

Clinical Courses:

  • A student enrolled in a clinical course will receive an immediate course failure, which will appear on the transcript if one of the following occur, but is not limited to:
    • Violations of personal integrity or academic standards occur
    • One no-call/no-show for clinical or clinical labs
    • Absence from clinical/practicum orientation
    • Clinical/Practicum outcomes cannot be successfully met

Consequences of the above will result in a clinical grade of unsatisfactory (UN); course grade of failure (F); and the student may no longer attend class or clinical/practicum.

  • A clinical failure at the end of a 7 week rotation in a 14 week course constitutes and will be recorded as a course failure, which will appear on the transcript. The student may not withdraw from the course.

ADMINISTRATIVE WITHDRAWAL POLICY

According to the policies of Goldfarb School of Nursing at Barnes-Jewish College, students who wish to formally withdraw from a course and have that action properly reflected on an academic transcript must complete a “Drop/Add Form.” However, there are times when a student, due to a variety of reasons, cannot or will not withdraw from a course(s) and a member of the College staff or administration needs to withdraw the student without his/her signature. The memo/e-mail explaining the circumstances for requesting the administrative withdrawal must be attached to the copy of the Drop/Add Form which is placed in the student’s file. This “Administrative Withdrawal” can be authorized by any of the following Barnes-Jewish College administrators:

  • Associate Dean for Student Programs
  • Associate Dean for Administration
  • Associate Dean for Academic Programs

NOTE: Withdrawals may affect student financial aid loans, scholarships, and VISA status for international students.

FORM: The standard Drop/Add Form can be used to administratively withdraw a student from the course(s). The Associate Dean can sign the form on the line designated for “Advisor/Dean.” All offices will be notified as indicated on the standard form.

Return of Title IV (R2T4) Policies and Procedures

Purpose

The Return of Title IV policy is to establish the processes for returning federal funds for students who completely withdraw from the institution and/or withdraw from all courses in a given period of enrollment. As defined by the U.S. Department of Education, these students must have a Return of Title IV Funds (R2T4) calculation performed to determine the percentage of aid earned based on the amount of time the student was enrolled at the Institution.

Institutional and Student Responsibilities

Goldfarb School of Nursing at Barnes Jewish College’s responsibilities in regard to the Return of Title IV funds:

1. To provide each student with the information in this policy;

2. To identify students affected by this policy, allocating earned/unearned aid and completing the Return of Title IV Funds (R2T4) calculation;

3. To inform the student of the result of the R2T4 calculation and any balance owed to Goldfarb School of Nursing at Barnes Jewish College’s as a result of a required return of funds;

4. To return any unearned Title IV aid that is due to the Title IV programs, if applicable.

Therefore, students who receive federal financial aid and who do not remain in attendance through the end of the term could be responsible for repaying a portion of the financial aid originally received. Return evaluations are documented in all cases where students begin attendance and withdraw from the College, even in cases of academic amnesty type arrangements. A student taking a Leave of Absence (LOA) from the College is considered a withdrawal if receiving Federal Student Aid.

Federal regulations require a recalculation of financial aid eligibility if a student:

• Completely withdraws from all classes;

• Stops attending before the semester’s end;

• Does not complete all parts of term (modules) in which the student is enrolled as of the start date of the period of enrollment;

• Fails to earn a passing grade in any class

Note: Goldfarb School of Nursing at Barnes Jewish College’s institutional tuition refund policy is separate from the federal R2T4 regulations to return unearned aid. Even though a student may receive a tuition/fee refund from Goldfarb School of Nursing at Barnes Jewish College, the school may still be required to return unearned financial aid to the U.S. Department of Education.

How to Calculate Earned Aid

Students who receive federal financial aid must remain in their registered classes to “earn” the aid they originally received. The amount of federal aid earned is based on a pro-rated formula. Students who withdraw or do not complete all classes in which they were enrolled may be required to return some of the aid originally awarded to the student.

Institutions, in accordance with federal regulation 34 CFR 668.22, are required to determine the percentage of federal aid “earned” and return the “unearned” portion to the appropriate federal aid programs. The following explains the formula used to determine the percentage of unearned aid to be returned to the federal government:

• The percent earned is equal to the number of calendar days completed up to the student’s withdrawal date divided by the total number of calendar days in the period of enrollment.

• Breaks of 5 days or more are not included in the count of total days in the period of enrollment. This calculation must be performed within 30 days of the date the school determines that a student has completely withdrawn. The institution must return the unearned funds within 45 days of the calculation. When calculating the percentage, the student completed in the period of enrollment, if a student attended more than 60% of the period of enrollment, the student is considered to have earned 100% of the Title IV funds the student was scheduled to receive during that period.

Please see examples of R2T4 calculations.

Institutional Charges

The institutional charges used in the calculation are the charges initially assessed the student’s account for the period of enrollment. Initial charges may only be adjusted by those changes the institution made prior to the student’s withdrawal.

The items to be included in the Institutional Charges for the period of enrollment include:

• Tuition

• Mandatory fees

• Course fees

*Institutional charges previously paid with returned Title IV funds may become a debt to the College.

Students Enrolled in Parts of Term (Modules)

For students that may be enrolled in multiple parts of terms Goldfarb School of Nursing at Barnes Jewish College will combine all courses to form a period of enrollment. The R2T4 is calculated based on the parts of terms within the enrollment period. A student is considered withdrawn if the student does not complete all the days in the period of enrollment that the student was scheduled to complete. Goldfarb School of Nursing at Barnes Jewish College will track enrollment in each part of term to determine if the student began attendance in all scheduled courses. If a student withdraws from a course in a later part of term while still attending a current part of term, the student is not considered as withdrawn based on not attending the later part of term. However, a recalculation of aid based on the change in enrollment status may be required. Students who provide written confirmation to their academic advisor at the time of ceasing attendance in a part of term that they plan to attend another course later in the same payment period are not considered to have withdrawn from the term. Note: Written confirmation of a later class is required; registration alone does not meet this requirement. If the student does not provide written confirmation of plans to return to school later in the same payment period or term, Goldfarb School of Nursing at Barnes Jewish College considers the student to have withdrawn and begins the R2T4 process. However, if the student does return Goldfarb School of Nursing at Barnes Jewish College in the same term, even if they did not provide written confirmation of plans to do so, the student is not considered to have withdrawn and is eligible to receive the Title IV funds for which the student was eligible before ceasing attendance.

When a Student Fails to Begin Attendance

Students who do not begin attendance in their scheduled classes are not eligible for federal financial aid and Goldfarb School of Nursing at Barnes Jewish College will return all ineligible funds back to federal student aid programs.

Date of Determination:

Official Withdrawal-- For students who begin the official withdrawal process or notify the institution of intent to withdraw, the determination date is the later of the date the student notified the institution of intent to withdraw or the date the student began the official withdrawal process.

Unofficial Withdrawal-- For students who do not begin the official withdrawal process or notify the institution of intent to withdraw, the determination date is the date the school becomes aware the student has ceased attendance, and should be no later than 30 days after the end of the earlier of (a) the payment period or period of enrollment, (b) the academic year, or (c) the student’s educational program.

* The Financial Aid Office has 45 days from the determination date to return unearned funds.

Official Withdrawal R2T4 Process

The student works with their academic advisor as to their intent to withdrawal. The Drop, Add, Withdrawal form is completed and submitted to the Registration Office & will update Banner to reflect the type of withdrawal (prior to census, after census, administrative withdrawal, military, etc.). After the Registration Office processes the DAW form, the Financial Aid Office will enter the date of the withdrawal. Goldfarb School of Nursing at Barnes Jewish College will complete an R2T4 calculation to determine the amount of federal financial aid the student earned. Goldfarb School of Nursing at Barnes Jewish College will return funds to the federal programs, in the order according to federal regulations. The Financial Aid Office will send a letter notification to the student’s physical address indicating the outcome of the R2T4 calculation including additional information regarding repayment if applicable.

Unofficial Withdrawals

Goldfarb School of Nursing at Barnes Jewish College believes it is not required to take attendance. Therefore, if the student has not earned a passing grade in any class and the Financial Aid Office is unable to determine the last date of attendance, the Financial Aid Office will use the 50% point of the period of enrollment as the withdrawal date.

Earned F Grade vs Stopped Attending F Grade

If at least one F grade is listed as “F” (student earned F), the Financial Aid Office will not complete an R2T4 calculation because the faculty member confirmed the student attended until the last day of class to earn the F grade. If a student has all “F” grades, the Registrar will reach out to the Financial Aid Office to notify the possibility of Unofficial Withdrawal. The Financial Aid Office will then work with the faculty member and academic advisor to ascertain whether the student stopped attending or actually earned all “F”s. The student may submit to Financial Aid Office, within 30 calendar days from the date the student was notified by the Financial Aid Office of the R2T4 calculation, dated documentation pertaining to an academically related activity to use as the withdrawal date. An academically related activity may include, but is not limited to, taking a test or exam, attending a class lecture; completing an academic assignment, paper, or project; or participating in an online discussion. Any academically related activity must be signed off by the instructor prior to submitting the documentation to the Financial Aid Office in order to be accepted. Documentation that is not acceptable as proof of participation include, but is not limited to the student's self‐certification of attendance that is not supported by school documentation, or participating in academic counseling or advising.

Order of Return to Federal Aid Programs

Goldfarb School of Nursing at Barnes Jewish College must return Title IV funds to the financial aid programs from which the student received aid during the payment period or period of enrollment, in the following order, up to the net amount disbursed from each source:

1. Federal Direct Unsubsidized Loan

2. Federal Direct Subsidized Loan

3. Federal Perkins Loan

4. Federal Direct PLUS Loan

5. Federal Pell Grant

6. Federal Supplemental Educational Opportunity Grant (FSEOG)

7. Teacher Education Assistance for College and Higher Education (TEACH) Grant

8. Iraq and Afghanistan Service Grant

Loan Repayment Information

The loan grace period begins on the withdrawal date from the school or when a student ceases to be enrolled at least half-time. If the student does not re-enroll as a half-time student within 6 months of withdrawal or less than half-time enrollment, the loan(s) enters repayment. The promissory note signed by the borrower outlines the repayment obligations. The student should contact his/her loan servicer to make repayment arrangements. In addition, at the time the R2T4 calculation is completed, if the student received Federal Direct Loans, the Financial Aid Office will notify students of the federal Loan Exit Counseling requirements.

Post-Withdrawal Disbursements (PWD)

A post-withdrawal disbursement may be required if the total amount of the Title IV aid earned as of the withdrawal date is more than the amount that was disbursed to the student. To be eligible to receive a postwithdrawal disbursement, students must have a complete financial aid file (verification completed, and all tracking requirements satisfied) and meet all eligibility requirements.

Grant PWD

Grants from a PWD may be credited to the student’s school account without obtaining student permission. However, it may only be credited for tuition, fees, and room and board (if the student contracts with the school) or disbursed directly to the student. Goldfarb School of Nursing at Barnes Jewish College must obtain the student’s authorization to credit a student’s school account for charges other than current charges.

Loan PWD

Goldfarb School of Nursing at Barnes Jewish College must obtain confirmation from the student, or from a parent for a Direct Parent PLUS Loan, before making any disbursement of loan funds. Also, for a Direct Loan, the institution must have originated the loan prior to the withdrawal.

Consequences of Non-Repayment

Students who owe the U.S. Department of Education for an overpayment of Title IV funds are not eligible for any additional federal financial aid until the overpayment is paid in full or payment arrangements have been made with the U.S. Department of Education. Students who owe Goldfarb School of Nursing at Barnes Jewish College because of an R2T4 calculation will be placed on a financial hold by the Business Office. Students will not be allowed to register for subsequent terms or receive official academic transcripts until the balance is paid in full or until payment arrangements have been made with the Business Office.

Future Eligibility

A withdrawal may affect a student’s completion rate. Please refer to Goldfarb School of Nursing at Barnes Jewish College’s Satisfactory Academic Progress (SAP) policy for additional information.

R2T4 Deadlines

Withdrawal date of determination without notification:

• 30 days after the end of the term

Return of unearned Title IV funds:

• No later than 45 days after the date the Financial Aid Office determines the student withdrew

Post-withdrawal disbursement for outstanding current allowable charges:

No later than 180 days after the date the Financial Aid Office determines the student withdrew

Written notification to students to accept PWD for loans:

• Within 30 days of the school’s determination that the student withdrew

Post-withdrawal disbursement to the student:

• From the date school determined student withdrew:

o Loans - No later than 180 days, and

o Grants - No later than 45 days

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