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Financial Aid Adjustments Due to Withdrawals

When students withdraw from one or more courses, the University applies its refund policy. This in turn, may cause the student’s original tuition billing to change. Changes in billing are dependent upon when the student withdraws from classes, and often result in a reduction of original charges. This reduction in tuition charged is guided by the University’s “tuition refund policy” which is outlined in the University’s Bulletin, and updated each year. Download the refund schedule here.

A “withdrawal” from classes occurs when a student, who has been attending classes, states his/her intention to leave the course(s). This is different than a “program change” which adds or drops a class from the student’s registration prior to the start of classes. Withdrawal implies that the student attended class at least once during the term and that he/she is subsequently requesting permission to withdraw from the class on a specific date in time. The Office of the Registrar is designated as the official business operation to which a student must indicate his/her intention to withdraw from a course.

Generally, reductions in charges due to withdrawal occur according to a schedule linked to the week that the student withdraws from class. A specific percentage of tuition charged is reduced, and this percentage decreases with each week spent in class. For courses held during the standard academic term, no reduction in charges is applicable after the fourth week of the term. This means that after the fourth week, the student is charged the full cost of his or her original bill, even if he/she withdraws.

Appeal Procedure

A student who wishes to appeal any withdrawal decision should be advised that the deadline for the completion of the appeal process for reduction and/or cancellation of tuition is the last day of finals (please see the Academic Calendar). For an appeal to be considered complete, the Office of the Registrar must be in possession of documentation, including but not limited to, an Attendance Verification Form (from all of the student’s instructors), any documentation regarding attendance at another institution, proof of hospitalization or a medical condition that precluded the student from attending classes, etc.

Financial Aid Funding and Withdrawing from Classes

Undergraduate students receive financial aid at LIU Brooklyn on the condition that they will remain in classes as full-time students and that they are registered for a minimum of 12 credits per semester. This ensures that students become eligible for maximum financial aid funding and that they make progress toward their degree objective. Graduate students may receive financial aid on the basis of a minimum registration of 6 credits each term.

When a student withdraws from a course, it triggers several reviews of the financial aid and billing accounts.The Office of the Registrar is the official business operation to which the student must indicate his/her intent to withdraw in writing via the Application for Withdrawal or the Program Change form. The Office of the Registrar notifies Integrated Student Financial Services of the date of the student’s withdrawal. This notification begins the review process.

When a financial aid recipient withdraws from one or more courses, but not all classes, the University’s own refund process is applied and this relates to the schedule noted above. However, when the student withdraws from all courses in a term, in addition to the University’s refund policy, a federal Title IV refund review must take place to determine if the student is eligible for any of the financial aid originally awarded. Specifics regarding the Title IV refund policy appear in the Title IV Refunds and Post Withdrawal Disbursements section of this Web site.

Refund Policy

If a student withdraws from some but not all courses, the following takes place:

  • The Office of the Registrar will indicate on the student’s record the date of the student’s withdrawal, and the courses involved.
  • This may trigger a change in the billing for tuition and fees as listed in the University's refund schedule.
  • Generally, the reduction in charges is based on the week that the student withdraws from class. A specific percentage of billed tuition is reduced according to how long the student remained in class. The longer the student spends in class, the less the tuition is reduced.

Financial aid recipients who withdraw from some but not all courses:

If the final registration of the student, after withdrawal, results in less than full-time status (12 credits), federal, state and institutional financial aid awards may be forfeited. The following chart demonstrates this:

Financial Aid Program Full-Time Registration Less Than Full-Time Registration
N.Y. State TAP Yes Yes*
Federal Pell Grants Yes Yes**
Federal SEOG Grant Yes No
Federal Work Study/America Reads Yes No
Federal Perkins Loans Yes No
Health Professions Student Loans Yes No
Federal Direct Student Loans Yes Yes***
LIU Brooklyn Scholarships & Grants Yes No
LIU Brooklyn Athletic Awards Yes No

*New York State TAP recipients - any withdrawal from classes may affect the TAP award eligibility the next term the student is in attendance. Please see the charts under Maintenance of Good Academic Standing or in the LIU-Brooklyn undergraduate bulletin in the Integrated Student Financial Services section.

***Part-time Federal Pell Grants are available for registration of 3 – 11 credits

****Federal Direct Student Loans require a minimum registration of 6 credits per term. Withdrawal from classes resulting in a registration of less than 6 credits requires a re-evaluation of the student’s eligibility for the loan. If the loan borrowed is for two semesters, the loss of eligibility in the first term most likely will result in the cancellation of the loan for the second term as well.

When the University’s refund policy is applied to a financial aid recipient’s award package (according to the above chart), and it is determined that financial aid must be returned to the federal or state governments, it is returned in the following order:

  • Outstanding balances of Federal Direct Student Loans (unsubsidized and subsidized)
  • Outstanding balances on Federal Perkins/Health Professions Student Loans
  • Outstanding balances on Federal PLUS Loans
  • Federal Pell Grants
  • Federal SEOG Grants
  • Federal SDS Awards
  • Other Title IV Programs
  • Other state private or institutional aid
  • The student

Program Changes from all Courses PRIOR to the Start of the Semester

Prior to the start of each term, a student is allowed to drop or to add courses to his/her program during the in‐person registration period. When these program changes result in the student dropping all courses prior to the start of the term, all financial aid funding is cancelled. Since the student did not attend any classes, he/she becomes ineligible for financial aid through the state or federal government or financial aid from LIU Brooklyn. The federal financial aid programs involved include:

  • Federal Pell Grants
  • Federal SEOG
  • Federal SDS Awards
  • Federal Work Study/America Reads
  • Federal Perkins Loans
  • Federal HPL Loans
  • Federal Direct Student Loans

Title IV Refunds and Post Withdrawal Disbursements

When a student totally withdraws from LIU Brooklyn (from all courses), but attended at least one day of class prior to doing so, that student’s record must be reviewed for both the University’s refund policy and, if he/she was a Title IV financial aid recipient, for the federal government’s Title IV Refund policy. The student is required to complete the Application for Official Withdrawal available from the Office of the Registrar.

The federal government requires all colleges and universities to monitor the attendance of the students who are recipients of Title IV financial aid. Title IV financial aid includes the following and if refunds are required they are made to the financial aid accounts in the following order:

  • Federal Direct Student Loan (unsubsidized)
  • Federal Direct Student Loan (subsidized)
  • Federal Perkins Loans
  • Federal PLUS Loans
  • Federal Pell Grants
  • Federal SEOG Grants

The federal government requires this review, which is performed by two offices at LIU Brooklyn: the Office of the Registrar and Integrated Student Financial Services. The review is called a Title IV Refund and Post Withdrawal Disbursement Procedure (to be called Title IV refund process) and it requires that the student’s registration, billing and financial aid profile be examined with the following in mind:

  • The total number of remaining credits after the withdrawal or drop
  • The number of days that the student actually attended classes
  • The amount of financial aid disbursed to the student’s account
  • The amount of financial aid that was pending disbursement to the student’s account before the withdrawal from classes took place

Integrated Student Financial Services will correspond with all categories of students described in the Title IV refund process, and will make final determination on the student’s eligibility for Title IV financial aid.

Point in Time of the Withdrawal from LIU Brooklyn

If the student attended classes during the first 60% of the semester – generally ending just after the midterm, the Title IV refund process allows that student to keep any Title IV financial aid disbursed. If the student’s withdrawal from classes took place prior to the 60% point in time, a review is completed that includes a mathematical calculation of the percentage of financial aid that this student may use toward tuition and fees. To assist with this calculation, the following takes place:

  • The Office of the Registrar determines, based on the student’s notification of withdrawal, the last day of attendance for that student.
  • This date is recorded on the student’s record, which immediately triggers any appropriate change to his/her billing.
  • Integrated Student Financial Services receives the above information in an electronic format, and uses the U.S. Department of Education’s specialized software program to make the calculation on remaining Title IV financial aid eligibility.

Here’s a Sample of a Title IV Refund Calculation on a Student Who Withdrew from all Courses

Profile: Student withdraws on February 27 of a spring term that includes 107 days. Having attended 39 days, the student’s point in time of withdrawal is 36.4% into the term (39/107). Since this is less than 60%, a Title IV Refund calculation is necessary.

The student’s Federal Pell Grant was $1,013 for the spring term
The $1,013 x 36.4% = $369 (rounded to nearest dollar)

The student earned $369 of his/her original $1,013 Federal Pell Grant because he/she remained in class for those 39 days.

Original Federal Pell Grant = $1,013
Student’s Revised Eligibility = $369
Difference = $644

The University is required to return to the federal government the balance of the $644 in Federal Pell Grant funds for that student.

Title IV Refund Decisions

Once the student’s continued eligibility is determined, the University will take action to adjust the student’s financial aid profile within 45 days. 

If a student becomes eligible for a Post Withdrawal Disbursement (funds being applied to the student’s account after the withdrawal date), this also will be acted upon within 45 days of the withdrawal date.

If the student does not have a current balance with the University, but is eligible for a Post Withdrawal Disbursement, and this includes loans, the University will contact the student to reaffirm their request for loan funding. This also applies to the PLUS loans, and the student and/or parent is given 14 days to express their approval or their rejection of this offer.

If a financial aid disbursement did not take place for a student prior to withdrawal because of a missing document or a correction to federal data, that student will be given 14 days after his/her withdrawal date to provide the University with the information needed to complete or to correct his/her record. If not, no aid will be disbursed.

Integrated Student Financial Services will work with students and parents to find options for helping to pay any resulting unpaid balances on accounts due to the loss of financial aid funding in the Title IV refund process. Alternative loans may be available within one year after the semester of withdrawal or students can apply for an LIU monthly payment plan to help defray these unpaid balances.

Students who Unofficially Withdraw from LIU Brooklyn

Students, who leave LIU Brooklyn without processing the required withdrawal form with the Office of the Registrar, receive an administrative withdrawal. This category also includes students who received “UW” grades in all their courses, therefore earning no credit for the term. Because federal regulations require that the University consider a withdrawal date for these students, their record will reflect their withdrawal at the 50% point in time of the semester. This 50% point in time of withdrawal is considered in any calculation made to determine the student’s eligibility for any financial aid funding, and this review must be completed within 30 days of the end of the semester involved.