Tuition Refund Policy

Tuition Refund Policy

Western University of Health Sciences has adopted the Department of Education refund policy for all students who find it necessary to withdraw from the University or take a leave of absence during the academic year. It is a universal policy that applies to all students, those receiving and not receiving financial aid. Students who elect to withdraw or take a Leave of Absence during the academic year must submit prior written notification to the appropriate Academic Dean according to the procedures specified in the Catalogue for their program. Western University may amend its institution refund policy at any time. Amendments will become effective for the academic year that follows official notification of the amendment. Any questions concerning Western University’s refund policy should be directed to the Bursar’s office.

General Requirements

Federal Student Aid funds are awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of Title IV funds that the student was originally scheduled to receive. If a recipient of Federal Student Aid loan funds withdraws from school after beginning attendance, the amount of Federal Student Aid loan assistance earned by the student must be determined. If the amount disbursed to the student is less than the amount the student earned, and for which the student is otherwise eligible, he or she is eligible to receive a post-withdrawal disbursement for the earned aid that was not received.

For the purpose of Return to Title IV (R2T4) students that are considered to be enrolled in module based enrollment periods (Third and Forth Year Pharmacy Students) are able to take up to a 45 daybreak in enrollment without having to complete an R2T4 or considered to be on a leave of absence (LOA).  However, the student must have been enrolled in one module prior to the 45 day break and have completed a module prior to the end of the academic term.  

If the student does not meet the above criteria, the student will be considered on a LOA and a R2T4 will be calculated.  Also, the Registrar’s Office will be required to report a LOA to the National Clearinghouse.


Definition of a Title IV Recipient

A recipient of loan assistance is a student who has actually received Title IV funds or has met the conditions that entitle the student a late disbursement. If the student never actually began attendance for the payment period or period of enrollment, the refund policy does not apply. Similarly, if a student began attendance, but was not and could not have been disbursed Title IV funds prior to withdrawal, the student is not considered to have been a Title IV recipient and the requirements of this refund policy do not apply.

Funds to Include in the Calculation

The calculation of earned Title IV program assistance loan funds that were disbursed or could have been disbursed to a student. This includes Subsidized and Unsubsidized loan funds, and funds from the Federal Perkins Loan Program.

Title IV Aid Disbursement

A student’s Title IV funds are disbursed when the school credits a student’s account with the funds or pays a student directly with Title IV funds received from the Department and/or Federal Family Education Loan (FFEL) funds received from a lender. A student’s aid is counted as disbursed for the calculation if it is disbursed as of the date of the institution’s determination that the student withdrew.

Percentage of Title IV Aid Earned

The withdrawal date is used to determine the point in time that the student is considered to have withdrawn so the percentage of the enrollment period completed by the student can be determined. The percentage of Title IV Aid earned is equal to the percentage of the enrollment period completed. If the day the student withdrew occurs on or before the student completed 60 percent of the enrollment period for which the assistance was awarded, the percentage earned is equal to the percentage of the enrollment period that was completed. If the day the student withdrew occurs after the student has completed more than 60 percent of the enrollment period, the percentage earned is 100 percent.

Determining a Student’s Withdrawal Date at a School That is not Required to Take Attendance

The chart below lists the withdrawal date for the various types of withdrawals, as well as the date of the institution’s determination that the student withdrew for each type of withdrawal.

Withdrawal Type Circumstance Student’s Withdrawal Date* Date of the Institution’s Determination that
the Student has Withdrawn
Official Notification The student begins the school’s withdrawal process, or The student otherwise provides official notification to the school of intent to withdraw. The date the student begins the schools withdrawal process, or The date that the student otherwise provides the notification. (If both circumstances occur, use the earlier withdrawal date.) The student’s withdrawal date, or the date of notification, whichever is later.
Official Notification Not Provided Official notification not provided by the student because of circumstances beyond the student’s control. All other instances where student withdraws without providing official notification. The date that the school determines is related to the circumstance beyond the student’s control. The midpoint of the payment period or period of enrollment, as applicable. The date that the school becomes aware that the student has ceased attendance. **
Leave of Absence Related The students does not return from an approved leave of absence, or The student takes an unapproved leave of absence. The date that the student began the leave of absence. The earliest of the dates of the end of the leave of absence or the date the student notifies the school he or she will not be returning to that school. (In the case of an unapproved absence, the date that the student began the leave of absence.)
Withdrawal After Rescission of Official Notification The student withdraws after rescinding a previous official notification of withdrawal. The student’s original withdrawal date from the previous official notification. The date the school becomes aware that the student did not, or will not, complete the program period or period of enrollment.


* In place of the dates listed, a school may always use as a student’s withdrawal date the student’s last date of attendance at an academically related activity, if the school documents that the activity is academically related and that the student attended the activity.

** For a student who withdraws without providing notification to the school, the school must determine the withdrawal date no later than 30 days after the end of the earlier of the (1) payment period or period of enrollment (as appropriate), (2) academic year, or (3) education program.

Title IV Aid to be Returned

If a student receives more Federal Student Aid than the amount earned, the school, or the student, or both must return the unearned funds in a specific order. The amount of Federal Student Aid to be returned is determined by subtracting the amount of earned Title IV aid from the amount of the Title IV aid that was actually disbursed to the student (not including aid that could have been disbursed).

Amount of Unearned Title IV Aid Due from School

When a return of Title IV funds is due, the school and the student both have a responsibility for returning funds. Funds that are not the responsibility of the school to return must be returned by the student. Although this requirements talk in terms of returning funds, a school is not required to actually return its share before the student. Rather, it is the Return calculation of the amount of assistance the school is responsible for returning to the Title IV accounts that must be calculated first. The student’s repayment obligation is determined after the school’s share is calculated. The school must return the lesser of:


  • The amount of Title IV funds that the student does not earn; or


  • The amount of institutional charges that the student incurred for the payment period or period of enrollment multiplied by the percentage of funds that was not earned.

Return of Funds by the School

A school must return Title IV funds to the program 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 Federal Stafford Loans
  • Subsidized Federal Stafford Loans
  • Federal Perkins Loans
  • Federal Plus Loans

NOTE: A school has 45 days from the date the institution determines that the student withdrew to return all unearned funds for which it is responsible.

Return of Funds by the Student

The student returns funds to loan programs in accordance with the terms of the loan. In other words, the student will repay any unearned loan funds in the same manner that he or she will be repaying earned loan funds.


Department of Education, Student Financial Aid Handbook, 2006-2007 Award Year.