The Catholic University of America

Refund of Student Charges

Archived 11/26/12

I. Introduction
Refunds of charges will be calculated based on charges billed only and are not affected by payments made on the student’s account. Application fees and registration deposits are non-refundable. Other fees, except room and board as described below, are refunded only if a student withdraws completely from the university prior to the end of the drop/add period. Please refer to the Academic Calendar for the specific date. Registered students who cancel their registration after the end of the drop/add period or who have their registration cancelled because of nonpayment are subject to a registration cancellation fee.

II. Definitions

A. Dynamically dated classes are those whose beginning and ending dates are within, but different from the regular semester.

B. A week of classes is defined as Monday through Saturday.

III. Tuition Adjustment for Complete Withdrawal
Tuition refunds for full-time and part-time students who withdraw completely from the university shall be as follows:

  • 100% of tuition and mandatory fees will be refunded prior to the first day of classes as published in the Academic Calendar;
  • 100% of tuition only will be refunded up to the last day of the drop/add period as published in the Academic Calendar. Fees will not be refunded and the student will be charged a registration cancellation fee;
  • 80% of tuition only will be refunded after the last day of drop/add but prior to the end of the third week of classes or corresponding percentage of class meetings in a dynamically dated class;
  • 50% of tuition only will be refunded after the end of the third week of classes but prior to the end of the fourth week of classes or corresponding percentage of class meetings in a dynamically dated class; and
  • No refund will be granted after the end of the fourth week of classes.

IV. Tuition Adjustment for Reduced Hours
Tuition refunds for students changing from full- to part-time status and part-time students reducing their hours will be as follows:

  • 100% of tuition only will be refunded up to the last day of the drop/add period as published in the Academic Calendar or corresponding percentage of class meetings in a dynamically dated class.  Fees will not be refunded.
  • 80% of tuition only will be refunded after the last day of drop/add but prior to the end of the third week of classes or corresponding percentage of class meetings in a dynamically dated class.
  • No refund will be granted after the end of the third week of classes or corresponding percentage of class meetings in a dynamically dated class. 

V. Refunding of Room and Board Charges

  • Room and board refunds for full-time and part-time students shall be as follows: Fees are refunded on a per diem basis prior to the end of the drop/add period, and thereafter are reduced at the tuition rates shown in Section III.
  • Students who have signed a Residence Hall and Dining Services Agreement for the upcoming academic year, and whose housing cancellation is approved will be charged the housing cancellation fee.
  • If the dining plan is cancelled separate from a housing assignment, the dining cancellation fee will be assessed.

VI. Adjustment of University Grants and Scholarships
University undergraduate grants and scholarships will be prorated to be proportional to the percentage of tuition charges incurred. For example, if a student's tuition charges are reduced by forty percent, that student's university grants and scholarships will also be reduced by forty percent. Adjustments to university graduate grants and scholarships are at the purview of the individual department/school awarding the grant or scholarship and the Office of the Provost.

VII. Exceptions
Exceptions to the policy regarding tuition refunds may be made based on extraordinary circumstances.  A student seeking an exception to the published tuition refund should immediately submit a written letter of appeal detailing the reason for the request.  The letter and appropriate supporting documentation should be submitted to the Office of Enrollment Services for review by the Appeals Committee.  No request will be considered after mid-semester of the succeeding term.

VIII. Return of Federal Financial Aid (Title IV) Funds

Federal requirements for returning financial aid are independent of university policy. A refund according to the university policy may be due to the student, but for students who are recipients of federal Title IV funds, the money may, based upon date of withdrawal, be returned to the aid program from which the funds were disbursed. Additional information is available in the Office of Financial Aid webpage under Withdrawals.

IX. Refund to Virginia Students

Per § 23-276.3 B of the Code of Virginia, as well as Section 8 VAC 40-31-160 N of the Virginia Regulations, if a student taking courses in Virginia withdraws from courses and is due a refund then the student is to be granted whichever refund is more favorable, the refund under this policy, or the refund under the Virginia Code.