Complete Withdrawal Policies
Campus Policy: Financial Aid, Registration
Official Complete Withdrawal
Circumstances may necessitate a complete withdrawal from the University of Hawai‘i–West O‘ahu for a semester in which the student had already registered. In regards to a financial aid recipient, the consequence of a complete withdrawal to the student’s aid will depend on when the complete withdrawal was initiated and the type of financial aid received. However, in all cases, the student’s financial aid must be recalculated. The withdrawal process starts when a student drops their last class on their STAR advising/registration portal, through their advisor or through the Registrar’s Office. Because the University of Hawai’i-West O’ahu is a school that does not take attendance, and after the verification of attendance process (last date to drop with 50% refund) is completed, the point that the last registered class is dropped is the date of withdrawal. Prior to the verification of attendance process, the last date of attendance is determined by instructors of the dropped classes.
Students considering withdrawal from classes should consult with the Financial Aid Office prior to initiating the withdrawal process. A withdrawal can have a significant impact on the student’s institutional charges, financial aid award, as well as continued eligibility for financial aid. (Refer to the Satisfactory Academic Progress Policy).
If the semester has not yet begun, and the student cancels their UH West Oʻahu registration by completely withdrawing from all courses; their financial aid for the semester will also be cancelled.
If the student processes a complete withdrawal from the University after classes have begun, the Financial Aid Office is required to perform a Return of Title IV Funds calculation on any federal aid received. The calculation is to determine the amount of aid earned and unearned for that term. Any unearned aid will be returned to its respective Federal Aid program and the student will be held responsible for any amount that may result in a balance on the student’s account. If the student had received any federal student loans, the student must complete exit counseling as well. (Federal student loan borrowers are required to complete Loan Exit Counseling when the student graduates, completely withdraws or drops below half-time status).
A post-withdrawal disbursement occurs when the amount of aid disbursed is less than the amount the student earned (or is eligible for). The student can be eligible for the amount earned but not received. When this occurs, any grant funds will be disbursed and applied to an outstanding balance on the student’s account. A notification offer of earned but not received funds is sent to the student/parent with a response time of 14 days from the date it was sent. If a student requests to receive their aid earned, it is immediately disbursed to the student’s account (no later than 45 days after the date of notice for grants & 180 days for loans). No action is taken if a student declines their earned aid or does not respond to the offer.
Unofficial Complete Withdrawal
At the conclusion of each semester, the Financial Aid Office will ascertain if the student had met the satisfactory academic progress requirements for financial aid. If any financial aid recipient did not complete the academic term for which federal financial aid has been awarded (e.g. the student receives all “F” grades), the student will be determined to have unofficially withdrawn from the institution. This will require the Financial Aid Office to perform a Return of Title IV Funds calculation. The office will utilize the last date of attendance the instructor provides with which to determine the calculation. If no date is provided or available, the Financial Aid Office will use the mid-point of the semester to determine the Return of Title IV calculation. Any unearned aid will be returned to its respective Federal Aid program and the student will be held responsible for the entire amount. If the student had received any federal student loans, the student will also be exited. Unofficial complete withdrawals will also result in the student becoming ineligible for continued financial aid. (Refer to the Satisfactory Academic Progress Policy).
Return of Title IV Funds Calculation
The return of federal Title IV aid is recalculated based on the number of days attended. The percentage of unearned aid to be returned is equal to the number of days remaining in the semester, divided by the number of calendar days in the semester. When performing a Return of Title IV calculation, the date of withdrawal is counted as a completed day and scheduled breaks of more than 4 consecutive days within a semester are excluded. If the student initiates an official complete withdrawal after the 60% point in the semester, the student will be considered to have earned 100% of the federal aid received for that term. Although the student retains the aid disbursed, they will have jeopardized their financial aid eligibility and will have to be exited if they had received any federal student loans.
If the student is one of the few who are eligible for a post-withdrawal disbursement, the student will be notified by letter of their eligibility. The letter must be returned within 14 days from the date of the notice, or the offer will be rescinded.