1. Withdrawals: Phase 1
Welcome to the withdrawal training!

2. Objectives Phase I Phase II Phase III Phase IIII
To learn and understand common withdrawal terminology
Understand the length of a student’s enrollment and how it may affect their withdrawal or drop
To maneuver in ProSAM for withdrawal and/or drop information
To be able to clarify a student’s account balance due to a withdrawal and/or drop
To distinguish the difference between a drop and a withdrawal
To understand how a student’s loan period can affect their disbursements and eligibility after a withdrawal or drop
To maneuver in Banner for withdrawal and/or drop information
To adjust enrollment accordingly based on balance and withdrawal/drop information
To calculate tuition costs after a withdrawal or drop
To use ProSAM to determine a student’s loan period
To develop the advising skills needed to support a student prior to a withdrawal or drop
To identify a withdrawal/drop scenario
To calculate the Course Resource Fee and eBook fee after a withdrawal or drop
To review the correlating job aid for assistance with the 2nd and subsequent disbursement rule
To develop the advising skills needed to support a student after a withdrawal or drop has already processed on an account
To identify a withdrawal/drop scenario and determine the disbursement status of their loan
This withdrawal training has 4 phases. The information will build on itself through all 4 phases of this training. Phase 1 will review the following:
To learn and understand common withdrawal terminology
To distinguish the difference between a drop and a withdrawal
To calculate tuition costs after a withdrawal or drop
To calculate the Course Resource Fee and eBook fee after a withdrawal or drop

3. Common Terminology
First lets review common terminology.

4. Effective Withdrawal Date Last Date of Attendance (LDA)
Common Terminology
Terminology
Description
Academic Event
Onsite Course : an academic event is defined as attending each scheduled class meeting of the course
Online Course: an academic event is defined as any of the following activities:
submitting a class assignment
participating in threaded discussions
completing quizzes and exams
*An academic event for a blended course could be any of the events listed above
Drop
If a student drops from their courses, all institutional charges are removed from the account and the course will not appear on the student’s transcript. Transactions that the student may have charged to their account will remain. This typically takes place when a student did not have attendance in a course and/or was backed out of a course. A drop may result in an R2T4 calculation.
Effective Date
This is the date a transaction has posted in Banner.  The effective date is used to help determine whether aid was disbursed before or after the written date
Effective Withdrawal Date
The Effective Withdrawal Date will determine how much of the tuition will be charged to the account and also will be used to determine the percentage of financial aid eligibility in the R2T4 process. This date is based on the below:
Graduate: This will vary. In Weeks 1 and 2, the student’s last academic event will be reviewed for this. In Weeks 3 – 8 the Registrar will use the student’s request date. If it is determined that the student did not log in to their eCollege course shell during weeks 7 or 8, the student may be administratively withdrawn from the course and will have an Effective Withdrawal Date of Sunday of Week 4. This will be discussed in detail later in the module
Undergraduate: based on the student’s last academic event.
Last Date of Attendance (LDA)
See “Effective Withdrawal Date”.
This training will provide you with a cheat sheet to common withdrawal terminology.
Throughout this training we will explore each term in depth. A copy of this chart will be provided for you in a separate job aid.
Let’s review:
Academic Event
Onsite Course: an academic event is defined as attending each scheduled class meeting of the course
Online Course: an academic event is defined as any of the following activities:
submitting a class assignment
participating in threaded discussions
completing quizzes and exams
Blended Course: an academic event is defined as any of the following activities:
as attending each scheduled class meeting of the course
Submitting a class assignment
Drop
If a student drops from their courses, all institutional charges are removed from the account and the course will not appear on the student’s transcript. Transactions that the student may have charged to their account will remain. This typically takes place when a student did not have attendance in a course and/or was backed out of a course. A drop may result in an R2T4 calculation.   
Effective Date
This is the date a transaction has posted in Banner.  The effective date is used to help determine whether aid was disbursed before or after the written date
Effective Withdrawal Date
The Effective Withdrawal Date has two purposes. The first is to determine how much of the tuition will be charged to the account. The second purpose is to determine the percentage of financial aid eligibility in the R2T4 process. This date is based on the below:
Graduate: This will vary. In Weeks 1 and 2, the student’s last academic event will be reviewed for this. In Weeks 3 – 8 the Registrar will use the student’s request date. If it is determined that the student did not log in to their eCollege course shell during weeks 7 or 8, the student may be administratively withdrawn from the course and will have an Effective Withdrawal Date of Sunday of Week 4. This will be discussed in detail later in the module
Undergraduate: based on the student’s last academic event.
Last Date of Attendance (LDA)
See “Effective Withdrawal Date”.

5. Common Terminology Continued…
Description
Interrupt
Any time a student breaks from enrollment.
Withdrawal
A withdrawal will take place if a student attends a course and wishes to interrupt the process of their enrollment. Depending on the week of the session the student last attended, a partial or full charge will remain on the account for tuition. Withdrawn courses will appear on the student’s transcript. A withdrawal may result in an R2T4 calculation.
End of Term (EOT)
In withdrawal terms, when a student completes one session, but does not have enrollment scheduled for a future session, even though the student did not drop or withdraw, the account will be reviewed by the Withdrawal team to determine any additional Title IV eligibility. Processing for this can take up to 30 days.
Post Withdrawal Letter
After a R2T4 is calculated, the Withdrawals team may determine the student is eligible for aid not yet disbursed or aid disbursed after the Enrollment Status Date. In these circumstances, the student will be offered the funds that they can receive through the Post Withdrawal Letter.
Return to Title IV (R2T4)
R2T4 stands for Return to Title IV. An R2T4 calculation includes the number of days the student has completed in the session, divided by the number of days in the student's enrollment period. This calculation will determine the amount of Title IV aid the student earned based on the date of their withdrawal/drop.
Enrollment Status Date
This date signifies when the University was made aware of the student’s withdrawal from the session. It is from this date that the university has 30 days to process the student’s R2T4 calculation. This will help the SSA to advise a student on how long processing their withdrawal may take.
Written Date
See “Enrollment Status Date”.
Discovery Date
Determination Date
Let’s continue:
Interrupt
Any time a student breaks from enrollment.
Withdrawal
A withdrawal will take place if a student attends a course and wishes to interrupt the process of their enrollment. Depending on the week of the session the student last attended, a partial or full charge will remain on the account for tuition. Withdrawn courses will appear on the student’s transcript. A withdrawal may result in an R2T4 calculation.
End of Term (EOT)
In withdrawal terms, when a student completes one session, but does not have enrollment scheduled for a future session, even though the student did not drop or withdraw, the account will be reviewed by the Withdrawal team to determine any additional Title IV eligibility. Processing for this can take up to 30 days.
Post Withdrawal Letter
After a R2T4 is calculated, the Withdrawals team may determine the student is eligible for aid not yet disbursed or aid disbursed after the Enrollment Status Date. In these circumstances, the student will be offered the funds that they can receive through the Post Withdrawal Letter.
Return to Title IV (R2T4)
R2T4 stands for Return to Title IV. An R2T4 calculation includes the number of days the student has completed in the session, divided by the number of days in the student's enrollment period. This calculation will determine the amount of Title IV aid the student earned based on the date of their withdrawal/drop.   
Enrollment Status Date
This date signifies when the University was made aware of the student’s withdrawal from the session. It is from this date that the university has 30 days to process the student’s R2T4 calculation. This will help the SSA to advise a student on how long processing their withdrawal may take.
Written Date/Discovery Date/Determination Date: See “Enrollment Status Date”.

6. Drop Vs. Withdrawal Drop Withdrawal Does not show on transcript
Does not impact academic progress calculations
No tuition or fees charged
No academic event took place or dismissal in progress
Students can be administratively dropped:
If the student misses the first two weeks of class
Withdrawal
Does show on transcript
Negative academic impact
Some/all tuition or fees charged
Academic event necessary
So following the process of a withdrawal, lets start with what is the difference between a drop and withdrawal?
A student can remove a course from their course schedule by completing one of two scenarios:
If a student drops from their courses, all institutional charges are removed from the account and the course(s) will not appear on the student’s transcript. Transactions that the student may have charged to their account will remain. Students may request to be removed from a course and have it be considered a drop, so long as they had no attendance in the course or it is the add/drop period (*more information later in the module). The student may also be administratively dropped for missing a specific amount of time in the course (see slide).
If a student withdraws, depending on the week of the session the student last attended, a partial or full charge will remain on the account for tuition. Withdrawn courses will appear on the student’s transcript. In order for a course to be considered withdrawn, there must be an academic event that took place.

7. Effective Withdrawal Date (Last Date of Attendance)
Undergraduate Effective Withdrawal Date
Graduate Effective Withdrawal Date
based on the student’s last academic event.
Weeks 1 and 2: Based on when the student last participated in the course and/or the date of the student’s request
Weeks 3 – 8: Based on date of student’s request
Graduate students who receive a grade of an “F” or “U”, are evaluated at the end of each session. If it is determined that the student did not log in to their eCollege course shell during weeks 7 or 8, the student may be administratively withdrawn from the course and will have an Effective Withdrawal Date of Sunday of Week 4.
Let’s take a look at the difference in an Effective Withdrawal Date for an undergraduate student versus a graduate student.
Undergraduate
For an undergraduate student, the Effective Withdrawal Date is based on when the student last participated in the course(s). In order for the withdrawal to be processed, the student must notify their SSA according to the policy in the student handbook by Friday of week seven at 11:59 pm MST.
If the student has no activity for two consecutive weeks, it will result in an automatic withdrawal due to non-attendance. The Effective Withdrawal Date will be based off of the last academic event.
Graduate
A student can communicate a withdrawal request to their professor or SSA.
If a student communicates a withdrawal request to their professor, the professor will create a faculty alert in DSAMS that can be seen by the SSA. The professor is held to a standard of a 24 hour SLA to create this alert. Please note, this process is for onsite courses only. If the course is an online course the professor will work with the assistant dean within the same 24 hour timeframe.
For a graduate student, during Weeks 1 and 2, their attendance is tracked and the Effective Withdrawal Date is based on the date they last participated in the course and/or the date they request to be withdrawn. In weeks 3 through 8, the Effective Withdrawal Date will be processed based on the date the student requested to be withdrawn. Please note, graduate students who receive a grade of an “F” or “U”, are evaluated at the end of each session. If it is determined that the student did not log in to their eCollege course shell during weeks 7 or 8, the student may be administratively withdrawn from the course and will have an Effective Withdrawal Date of Sunday of Week 4. If the student passed other courses in the same session, the grade will stand, and the course will not be administratively withdrawn. This rule is for graduate student’s who are taking one course in a session only.
Please note: if a student withdraws from more than one course, therefore, allowing multiple Effective Withdrawal Dates to be applied, the latest withdrawal’s Effective Withdrawal Date is what will be used for R2T4 purposes.

8. Graduate Students: Effective Withdrawal Dates
Let’s review how a graduate student might be administratively withdrawn. The below is a table that will outline when a graduate student might have an Effective Withdrawal Date of Sunday, Week 4:
If a student receives
AND
THEN
A passing grade
This is the student’s only course and/or the student is taking other courses
The grade stands (Not eligible for a “W”)
An F
This is the student’s only course and the student ceased participation in the course
A “W” is processed and the student will receive an Effective Withdrawal Date of Sunday, Week 4
The student is taking other courses in which a passing grade was received
The grade of an “F” will stand.
An F for all or both courses
The student ceased participation in all courses
The student ceased participation in one course, but not another
The grade of an “F” will stand for both or all courses
Let’s review this chart to review when a graduate student may receive an administrative withdrawal that will result in an Effective Withdrawal Date of Sunday, Week 4.
If the student receives a passing grade in their courses, they will not be administratively withdrawn. A passing grade is considered any grade between an A and an D.
If the student receives an F, and this is the only course the student is in for the session, then the student will be administratively withdrawn and receive an Effective Withdrawal Date of Sunday, Week 4.
If the student receives an F, but is taking other courses in where they have received a passing grade, the student will not be administratively withdrawn and the grade of an “F” will stand.
If the student receives an F in all courses for the session, and did not attend weeks 7 or 8 for these courses, then a W will be processed for all of the courses in that session and an Effective Withdrawal Date of Sunday, Week 4 will be given.
Lastly, if the student receives an F in all courses for the session, and participated in one course in full, but ceased participation in another, then the grade of an “F” will stand for each affected course.
Please note, if the student receives a failing grade due to an academic integrity violation, the grade of an F will stand.

9. Withdrawal Policy
Let’s move forward to review the policies associated with the withdrawal process.

10. Drop/Withdrawal Timeline
Add/Drop Period
Takes place during Week 1 only
Student can add or drop a course with no withdrawal consequences regardless of attendance:
If: student stays enrolled in at least one course in the session
For example: if a student is enrolled in MATH062 and COLL148, attends them both and wants to drop MATH062, in order to drop MATH 062, the student must stay enrolled in COLL148
If: student withdraws/drops from all classes in the session, the student will then have the standard withdrawal policies applied
The student is granted a period of time where they can participate in a course and without penalty, drop the course with no record of it being on their transcript and without charge.
This is called the “Add/Drop” period.
The student may drop a course within the first week of each session.
However, this is only applicable if the student chooses to drop one or more courses but NOT ALL of their courses in that session. For example: if a student is enrolled in MATH062 and COLL148, attends them both and wants to drop MATH062, in order to drop MATH 062, the student must stay enrolled in COLL148
For timeline purposes, the student may be considered dropped from their courses, so long as they do so within the add/drop period or they drop their classes prior to the start of class.
A student can withdraw from their courses until 11:59 pm MST on Friday of week seven.
Drop
Student changes schedule before classes start
Withdrawal
Students can withdraw during weeks 1-7
Friday week 7, 11:59pm MT is the deadline to withdrawal
No withdrawals during Week 8

11. DeVry and Keller Tuition Refund Policy
Student Enrollment Status
Before Session starts or Day 1 of the session with no activity
Day 1 of the session with Activity
Week 1, after Day 1 of the session with activity
Week 2 with activity
Weeks 3 & 4 with activity
Weeks 5 – 8 with activity
Student withdraws from all courses in a session
Drop
Tuition: No
Fees: No
Withdraw
Fees: Yes
Tuition charge: 10%
Tuition Charge: 25%
Tuition Charge: 75%
Tuition Charge: 100%
Student remains in at least one course
Here is the DeVry and Keller Graduate School of Management tuition refund policy:
Tuition refunds are calculated on a course by course basis.
However, due to the add/drop period, if the student withdraws from all courses in a session, the tuition charges during Week 1 will vary. Please note, that after Week 1, each course is individually reviewed.
The deadline to withdraw is Friday of Week 7 by 11:59pm MT.
Please review.
Please remember, the only time the Effective Withdrawal Date is used on a course by course basis is to adjust tuition refunds after a withdrawal. It should be noted, that when calculating an R2T4, if the student has multiples withdrawals, the most recent Effective Withdrawal Date is what will be used in the calculation.
Fees = Administration Fee ($50 per course) AND Course Resource and Student Services Fee
If a student does not attend class during the first two weeks, they are dropped from the class, with no tuition charge.

12. Course Resource and Student Services Fee
Fees and Withdrawals
Course Resource and Student Services Fee
Student withdraws
Student will owe in full
eBook Fee
Student will owe full eBook fee unless student manually opted out of fee via the Online Bookstore
Now that we’ve discussed what happens to the tuition when a student withdraws, let’s get into more depth about how the Course Resource, Student Services and eBook fee will be processed during a withdrawal.
Let’s start with the Course Resource and Student Service Fee. Once the student withdraws, there will be no refund to either of these fees. The student will owe this amount in full to the university.
Now let’s take a look at the eBook fee. This fee works a little differently as the student can choose to opt out of the charge. With that being said, if the student has not opted out of the fee prior to the withdrawal, the fee will be charged in full.
A student can opt out of the eBook fee prior to the start of classes and during the first week of the session.
Please note: If a drop is processed, rather than a withdrawal, then these charges will be removed.
Please also note that this policy may vary by state.
* A student (in most cases) can opt out of the eBook fee prior to the start of classes and during the first week of the session.
* Please note that this policy may vary by state.

13. Post Withdrawal Letter
After a R2T4 is calculated, the Withdrawals team may determine the student is eligible for aid not yet disbursed or aid disbursed after the Enrollment Status Date. In these circumstances, the student will be sent a Post Withdrawal Letter.
What is most important to notice is the requirement to respond within 14 days from the date on the letter. If the student calls in after the 14 days, please have them respond to the as well as submit a case to the Withdrawal team to see if funds can still be obtained.

14. Calculating a tuition refund
Tuition charge – Administration fee ___________________________________________ = Tuition charge to be adjusted
Tuition charge – Admin fee X’s
the % of tuition credit (based on the week of the withdrawal)
______________________________________________________
= Tuition refund to be applied in Banner
At times, a student will ask what their tuition credit may be or how much they will end up being charged for the course(s). This is a calculation we can provide for the student:
First, we need to determine the administrative fee. A student will be charged $50 a course.
To begin the calculation, we take the current tuition charge and subtract the administration fee. This new total is the amount we will then use to determine the students tuition charge based on their week of withdrawal (10%, 25%, 75%). We then multiply the new total by the percent of credit the student is eligible for to determine the tuition credit to be applied in Banner.
Week 1 = 90% credit
Week 2 = 75% credit
Weeks 3 & 4 = 25% credit
Weeks 5-8 = no credit
*Please remember to review your state policy as that will trump this policy

15. Calculating a Tuition Refund: Example
A DeVry student is enrolled in 3 credit hours and decides to withdraw from both courses in week 2, with an LDA of Week 2:
$1,827 - $50 = $1777
$1,777 x 75% = $1,332.75
Let’s take a look at an example:
Let’s review an example of a DeVry Undergraduate student in 6 credit hours, choosing to withdrawal from both courses in week 2.
First we will remove the administrative fee of $50.00.
$1,827 - $50 = $1777 (our new total to help determine the tuition credit based on the withdrawal)
What is the percentage credit that will be used in this scenario?
$1,777 x 75% (% of credit based on a week 2 withdrawal) = $1,332.75

16. Tuition Refunds in Banner: Example 1
Tuition refunds are posted in Banner  TSAAREV
In this case, the student withdrew in Week 1 (The student’s Effective Withdrawal Date is 10/27 – found in SFAWDRL).  The tuition was originally charged $750.  Since the withdrawal took place in week 1, they will only be charged 10%.  Therefore, they will get back 90% of the tuition back to the account.  Below you can see highlighted in red, the $630 (90% credit) that was issued to the account. This tuition refund, did result in a credit being issued to the student hence, the “Credit Issued” of $146.

17. Tuition Refunds in Banner: Example 2
Let’s look at an example in where a credit was not issued:
This student withdrew in Week 4 (student’s Effective Withdrawal Date was 11/17 – found in SFAWDRL).  Due to this, the student was charged 75% of tuition.  Therefore, the tuition refund that was posted to the account was only 25% (totaling $445 per class – highlighted in red). Since the tuition refund that posted to the account was much lower than the first example, and  a large amount of aid was sent back (the dash next to the payment entry indicates that the amount was sent back – highlighted in green), no credit resulted from this tuition refund and the student ended up with a balance (highlighted in blue). To Summarize, even though the student received a tuition refund, the amount of aid that was sent back due to the R2T4, surpassed the amount of the tuition refund which resulted in the student having a balance.

18. Questions? For any questions, please contact the Training team.
Thank you!

19. Thank you!
You have concluded Phase 1 of the withdrawal modules. Thank you for your participation! Please feel free to continue forward to Phase 2 of the withdrawal training!