The Catholic University of America

Refund of Student Charges Policy

Approved by: President
  Issued   --
  Revised -- May 18, 2015
  Additional History
Related Policies: Student Accounts Refund Policy; Home State Policy on Refunds
Additional References: Enrollment Services - MissionEnrollment Services - Costs
Responsible Official: Vice President for Enrollment Managment  tel. (202) 319-6366

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I.          Introduction 

Refunds of student charges will be calculated based on the amount billed to the student’s account regardless of any payments made to the account. In the event a reduction in charges or fees results in a credit on the student’s account, the student may be entitled to a refund.  Application fees and registration deposits are non-refundable. Other fees are refunded as per the following policy. See Enrollment Services - Costs for a list of fees.  

II.       Definitions 

A.     Academic Calendar: The official University calendars setting forth the specific dates and deadlines for semesters and terms, enrollment periods, examination periods, holidays, periods that classes are not in session, and commencement.  Academic Calendar means the Standard University Academic Calendar, the Columbus School of Law Academic Calendar and the Online Programs Academic Calendar. Add/drop periods are listed in each respective calendar. 

B.     Dynamically-Dated Classes: Classes that do not span the entire semester and which have beginning and ending dates within, but different from, the regular semester.  

C.     Week of Classes: Monday through Saturday. 

D.     Tuition: Charge for instruction listed on the student account. 

E.     Mandatory Fees: Fees required of all students, including but not limited to student record, activity, and technology fees. 

F.     Service/Miscellaneous Fees: Fees charged for specific services, including but not limited to language placement, health center, locker rental fees.  

III.      Provisions Applicable to All Programs  

A.         Adjustment of University Grants and Scholarships 

Generally, 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 fifty (50) percent, that student's University grants and scholarships will also be reduced by fifty (50) percent.  Note that specific grant or scholarship terms may supersede this general rule. Adjustments to University graduate grants and scholarships are at the discretion of the individual department/school awarding the grant or scholarship and the Office of the Provost. 

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

Federal requirements for returning Federal Title IV financial aid are independent of University policy and, when required by law, supersede University policy. For example, a student receiving Federal Title IV aid may be due a tuition refund according to University policy. However, based on federal regulation, the University may be required to return all or a portion of the disbursed funds to the aid program from which the funds were disbursed based upon the date of withdrawal. Additional information is available in the Office of Student Financial Assistance website under Withdrawals.

C.         Deferral to Home State Policy on Refunds 

A student who is registered in a fully online program or who is taking a course (or courses) in a state outside the District of Columbia will receive a refund as required by the law of that state if there is a conflict with University policy.  States with specific refund policies can be found at: http://enrollmentservices.cua.edu/Student-Financial-Information/HomeStateRefundPolicies.cfm. 

IV.        General Refund Provisions 

The following provisions apply during the fall and spring semesters and not to summer sessions. Students taking classes in the summer sessions are eligible for a 100% refund if they withdraw by the add/drop deadline specified for their classes. Students withdrawing after the specified add/drop deadlines are not eligible for a refund.  Refund provisions for fully online programs are addressed in section V, below. 

A.         Tuition and Fee Refund Schedule for Complete Withdrawal from the University 

Note: Refunds for dynamically-dated classes are based on the corresponding percentage of class meetings. 

Drop Deadline

Amount Tuition Refunded

Amount Mandatory Fees Refunded

Amount Service/ Misc. Fees Refunded

End of Add Drop Period

100%

100%

0%

After last day of add/drop but by the end of the third week of classes

80%

0%

0%

After the end of the third week of classes but by the end of the fourth week of classes

50%

0%

0%

After the end of the fourth week of classes

0%

0%

0%

B.         Tuition and Fee Refund Schedule for change of status from full-time to part-time or  reduction in part-time status  

Note: students will be charged the standard part-time rate for all classes in which they remain registered. Refund amounts below are for dropped courses. Refunds for dynamically-dated classes are based on the corresponding percentage of class meetings. 

Drop Deadline

Amount Tuition Refunded

Amount Mandatory Fees Refunded

Amount Service/ Misc. Fees Refunded

End of Add Drop Period

100%

0%

0%

After last day of add/drop but by the end of the third week of classes

80%

0%

0%

After the end of the third week of classes

0%

0%

0%

C.         Refunding of Room and Board Charges 

Room and board refunds for all students shall be as follows: 

  • Fees are refunded on a per diem basis up to the end of the drop/add period. After the drop/add period, fees are reduced at the tuition rates shown in Section III.  

V.         Refund Provisions for Fully Online Programs 

For students in the University’s fully online programs, refunds of student account charges are issued at the rates listed in section III above if the program of study follows the Standard University Academic Calendar (such as the School of Theology and Religious Studies’ online program).  Students in fully online programs that follow the Online Programs Academic Calendar are refunded on the following basis:    

  Drop Deadline

Amount Tuition Refunded

Amount Mandatory Fees Refunded

Amount Service/Misc. Fees Refunded

End of Add/Drop Period

100%

100%

0%

After the last day of add/drop but by the end of the 10th day of classes

50%

0%

0%

Please note that the add/drop deadline for courses in the University’s fully online programs can be found in the Online Programs Academic Calendar. Add/drop deadlines also can be found at http://online.cua.edu/.  

VI.        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 policy should immediately submit a written letter of appeal to the Office of Enrollment Services for review by the University Tuition Refund Appeals Committee detailing the reason for the request.  No request will be considered after midterm of the succeeding semester as published in the Academic Calendar.  Decisions are made solely in the discretion of the University Tuition Refund Appeals Committee and may not be appealed further.