Withdrawal Process

Adult Students wishing to withdraw from SWTC prior to the end of a semester and/or financial aid disbursement period must provide notice to the school in writing. This is an official withdrawal. Adult students must obtain a termination form from the Administration Office. This must be signed by their instructor, the Chief Operating Officer or Student Services Director in order to provide the student with a record of clearance from SWTC. The termination form should be submitted to the SWTC Attendance Clerk in the Respective Administrative/Business Office or Nursing Office. Adult students on financial aid must visit with the Financial Aid Coordinator before withdrawal from school.

Students are given a letter grade at the time of withdrawal. Students making SAP at the time of their withdrawal who return to the same program/career option within 180 days are considered to be in the same payment period. The notice should contain the date the student will cease attendance and the reason for the withdrawal. Failure to complete the withdrawal process could prevent a student from reentering SWTC at a later date.

Adult students who do not meet minimum career program or certification attendance requirements may be withdrawn from a career program. Withdrawal does not relieve students of obligations related to returning any school-owned textbooks, materials, tools, equipment, and payment of outstanding fees, including funds received from financial aid. Adult students may withdraw from the course at any time by submitting a written request. Adult students will be automatically withdrawn after ten (5) consecutive days of absence if there has been no contact with the technology center.

The official withdrawal date is the date the student has the withdrawal form signed by the administration; however, for Title IV Return of Funds Calculations, the last date of attendance is always used for scheduled hours of attendance in a pay period. After this, the following process will be followed:

• The notice will be forwarded to the student's instructor to obtain the student's grade, progress rate, and attendance at the time of the withdrawal.

• The notice will also be immediately forwarded to the Financial Aid Office if the student is on financial aid.

• The Financial Aid Office will calculate any refunds due to the Title IV program and notify the student in writing within thirty days.

• The student will be billed for any refunds due to the Federal Financial Aid programs.

• If the student has not repaid the funds within 45 days after certified mail notification by SWTC, the repayment due will be posted to the National Student Loan Database showing the student is ineligible for further funding.

• If the student has not repaid the funds within 45 days, the Collection Department of the U.S.
  Department of Education will be notified.

Official/Unofficial Withdrawal Date

SWTC keeps an official record of student attendance. A student that has notified SWTC of his or her intent to withdraw and completed a withdrawal form is considered to have officially withdrawn and the last date of attendance will be used for calculations of hours scheduled to attend. If a student does not return from an approved leave of absence or if a student quits attending class without notification, on the 5th day of non-attendance the student will be unofficially withdrawn and the last date of attendance will be used for calculations of hours scheduled to attend. If a student has unofficially withdrawn and SWTC does not become aware of this until records are checked at the end of an academic period, the withdrawal date will be determined within 30 calendar days of the

• the end of the payment period

• the end of the academic year, or

• the end of the student's educational program.

Treatment of Funds Policy

Refunds to students who are paying their own tuition or agencies that are sponsoring a student who withdraws or is dropped, may receive a refund according to the Institutional Refund Policy and as noted in the Refund Policy section of this handbook, the Student Policies and Consumer Information Handbook, the Financial Aid Policies and Procedures Handbook, and online at www.swtech.edu.

As Related to Receipt of Title IV Financial Aid

For students receiving Federal Pell grant funding who withdraw, drop, or fail to complete a payment period for which they have been charged and have received a Pell grant, a Return to Title IV Funds calculation will be processed. Please refer to the Title IV Return of Funds section of this handbook for policies, procedures, and calculation details.

As Related to VA Educational Assistance for VA students, SWTC maintains a refund policy under the provisions of Title 38 that provides a refund for the unused pro-rated portion of tuition, fees, and other charges in the event that the VA student fails to enter the course, withdraws, or discontinues enrollment at any time prior to completion. Students may be in debt for early withdrawal or incompletion. This policy provides that the amount charged to the Title 38 VA student for tuition for a portion of the course shall not exceed the approximate pro-rata portion of the course’s total length. An established administrative fee in the amount of $20.00 need not be subject to proration Refunds must be completed within 40 days per the Code of Federal Regulation (CFR) 21.4255

Information regarding Veteran’s Educational Benefits is located at: www.gibill.va.gov or call 1-888-442-4551 to visit with a Veteran’s Benefit Counselor to determine eligibility.

Institutional Refund Policy

If a tuition paying student is dropped or withdraws prior to attending 60% of a semester/trimester, that student will be given a refund based on actual hours attended. Conversely, a student who withdraws after attending 60% of the semester/trimester will not be entitled to a refund. The unused portion of any tuition paid in excess of a $20.00 administrative fee will be refunded according to the following scale:

Number of hours attended X $2.50/hr (in-district) = Cost of Tuition
(Including absences) $5.00/hr (out-of-district) Tuition
paid - Cost of tuition = Amount of Refund

There is no refund on books, supplies, uniforms, or technology items that cannot be resold to another student due to health and sanitary reasons or change in curriculum.

Students Termination of Training form must be properly completed and signed by the student and returned to the business office prior to a tuition refund check being issued. Students must personally present ID and sign for the refund check at the time it is picked up.

Return of Title IV repayment formulas will be used for all students receiving Pell Grants in all long term programs. Please see the 'Title IV Return of Funds' section of this handbook for calculations and additional information. For VA Educational Beneficiaries, Title 38 refund policies will be followed. Please see the VA Educational Assistance Beneficiaries Policies' section of this handbook for detailed information.

The student can expect a refund to be mailed to him/her within (20) working days if he/she has provided the school with a forwarding address, completed and signed the termination of training form. Should a student believe the individual circumstances warrant exceptions from this published policy the student may appeal in writing to the Chief Financial Officer. The appeal must be addressed to Southwest Technology Center, Chief Financial Officer, 711 W. Tamarack Rd, Altus, OK 73521.