Student Account Balance & Refund Options

The tuition refund policy is based upon the Last Day of Attendance (see official attendance and participation policy). Absenteeism or failure to begin a class does not reduce a student’s financial obligation.

TITLE IV FUNDS

Credit Balance

Federal regulations prohibit the use of Title IV funds to be applied toward a past due balance greater than $200.

Withdrawal Impact/Return of Funds

Students are encouraged to contact the Financial Aid Office before withdrawing from classes to understand the complete financial impact of withdrawal. Many times a withdrawal can result in a student owing the University and/or federal government for financial aid that has already been refunded to the student. Withdrawing from classes may also impact the Satisfactory Academic Progress completion ratio.

Federal laws set forth regulations that govern the treatment and calculation of refunds for recipients of Federal Financial Aid (Title IV aid) when a student withdraws from a class.

The Financial Aid Office is required by the Dept of Education to recalculate federal financial aid eligibility for students who withdraw, drop out, or are dismissed prior to completing at least 60% of a semester. Recalculation is based on the percent of earned aid. The Financial Aid Office must return Title IV funds to the programs from which the student received aid during the payment period or period of enrollment as applicable, in the following order, up to the net amount disbursed from each source:

  • Unsubsidized Stafford Loan
  • Subsidized Stafford Loan
  • Federal PLUS Loan
  • Federal Pell Grant
  • Federal SEOG Program
  • Other Title IV grant programs

The University reserves the right to amend this procedure to comply with federal regulations.

FINANCIAL AID HANDLING OF EXCESS FUNDS

A student who receives financial aid will be asked to complete an Authorization to Retain Funds form. This form must be returned to the Financial Aid Office. The form will ask the student to choose one of the following options:

  1. Keep the credit balance at the school;
  2. Keep $200 at the school to cover additional of future fees, and mail the remaining excess funds to the student;
  3. Mail the entire credit balance to the student.

Student’s federal aid will arrive at the school according to the following table:

Campus:On-Campus UndergraduateOnline UndergraduateOnline Graduate
Requirements:Students must be in attendance beyond the add/drop refund period.Students must participate in class before funds arrive at the school. Participation is verified by the FA Office.

A schedule change may impact the disbursement date.

Students must participate in class before funds arrive at the school. Participation is verified by the FA Office.

A schedule change may impact the disbursement date.

Funds’ Arrival:30 days after the semester begins3rd week of the 2nd course of the semester2nd week of the 2nd course of the semester
Disbursement Date: within 14 days of the funds’ arrival4th week of the 2nd course of the semester3rd week of the 2nd course

After the student’s financial aid has arrived at the school, the Financial Aid Office will send a “Loan Notification” email to loan recipients. If the student has a credit balance remaining after the Financial Aid is posted for the semester, and if the student chose to have their credit balance mailed to them, then Financial Aid Office will enter a request to the Business Office to mail a check to the student. It is Grace’s policy to mail the excess funds check one week after the financial aid has arrived at the school.

TUITION REFUND + CHARGES

Undergraduate On-Campus Refund Guidelines:

Tuition and Private Music Lessons:

If courses are dropped, the following schedule of tuition refunds applies:

  • During the first week of semester-100% refund on basis of preregistered hours.
  • Within 1 week after registration – 75% refund.
  • Within 2 weeks after registration – 50% refund.
  • After the third week of school – no refund.
  • If for disciplinary reasons – no refund.

Room & Food:

If a student leaves the dorm and/or drops the meal plan, the following schedule of refunds apply:

  • During the first week of the semester – 100 % refund less $100
  • During the second week of the semester – 75% refund.
  • During the third week of the semester – 50% refund.
  • During the fourth week of the semester – 25% refund.
  • During the fifth week of the semester – 15% refund.
  • During the sixth week of the semester – 10% refund.
  • After the sixth week of the semester – no refund.
  • If for disciplinary reasons – no refund.

Fees: No other fees are refundable.

Undergraduate Online Refund Guidelines:

  • Attendance is defined by completing any assignment in Blackboard, such as submitting a paper or answering a discussion question.
  • A refund for a dropped course will be determined by your Last Date of Attendance (LDA) (See the Last Date of Attendance Policy).
  • The following schedule applies to dropped or withdrawn courses:
    • If the student contacts a member of the Academic Advising Team after the class starts and posts nothing, the student will be charged 50% of the Book and Technology Fee and a processing fee of $100.
    • Attendance prior to the first day of class: 100% refund, no grade issued
    • Attendance during the calendar week 1: 80% tuition refund, 50% Resource Fee refund, $100 processing fee with a withdrawal (W) grade issued
    • Attendance during the calendar week 2: 50% tuition refund, 50% Resource Fee refund,  $100 processing fee with a withdrawal (W) grade issued
    • Week 3-5: No refund and the grade earned will be issued at the conclusion of the course
    • Students withdrawn for disciplinary issues will not receive a refund

Graduate Online Refund Guidelines:

  • Attendance is defined by completing any assignment in Blackboard, such as submitting a paper or answering a discussion question.
  • A refund for a dropped course will be determined by your Last Date of Attendance (LDA) (See the Last Date of Attendance Policy).
  • The following schedule applies to dropped or withdrawn courses:
    • Week 1 or prior: 100% refund, no grade issued
    • Week 2: 75% refund with a withdrawal (W) grade issued
    • Week 3: 50% refund with a withdrawal (W) grade issued
    • Week 4-6: No refund and the grade earned will be issued at the conclusion of the course
    • Students withdrawn for disciplinary issues will not receive a refund

TUITION & FEES APPEAL

Click here for a link to the Application for Tuition + Fees Refund or contact the Registrar’s Office (onlineregistrar@gracechristian.edu).

Guidelines

Grace recognizes that on rare occasions students may need to request a refund of tuition of fees based on the occurrence of a special circumstance. The following verifiable reasons are acceptable for the refund request process:

  • military deployment
  • death of an immediate family member
  • medical emergency
  • university error
  • other

The following reasons are NOT acceptable reasons to request a refund:

  • incarceration or parole violation
  • job change
  • acceptance into another institution
  • relocation
  • unaware of policy
  • issues between the student and instructor
  • personal/family concerns
  • unaware of Education Plan

Student Responsibility

  • The Application for Tuition and Fees Refund Form must be completed by the student and physically signed.
  • If the student receives financial aid (grants, loans, scholarships) to cover the cost of tuition, the student should discuss the implications of a tuition refund with a financial aid advisor.
  • The student is responsible for any current financial obligation to Grace Christian University while the Application for Tuition and Fees Refund is being reviewed.

Process

  • After the form is completed and signed, the student must attach any appropriate supporting documentation.
  • The completed application may be submitted via mail, email, fax, or in person.
  • The appropriate administrator(s) will review the application and either approve, deny, or request additional information within 10 business days.
  • The Registrar will notify the student and appropriate Grace staff of the final decision via the student’s Grace email address.
  • If approved, a refund will be made to the student’s account within 10 business days.