Withdraw from IU East

What to know about withdrawing from IU East

Please note that failure to pay your bursar bill doesn’t withdraw you from IU East. If you don’t withdraw properly, you risk receiving grades of F in your courses. You’ll also be responsible for all course fees, plus any applicable late fees, through the time you officially withdraw.

If you decide not to attend, you must follow these procedures:

What happens when you cancel your registration depends on whether or not it’s after the first week of the term.

Through the first week of the term

You can withdraw from IU East without penalty during the first week of the semester. Cancel your registration by dropping all of your classes. After you drop all classes, print a copy of your class schedule to make sure all classes were dropped.

After the first week of the term

If you withdraw after the first week of classes, the classes in which you were enrolled will appear on your record with a grade of W or F as appropriate and a note with the date you withdrew.

While a grade of W doesn’t affect your GPA, keep in mind that a pattern of withdrawals may raise concerns about a lack of satisfactory progress toward your degree.

Check the academic calendar

If you owe a balance on your student account, pay it by the due date. Past due balances will keep you from obtaining a transcript or registering at any IU campus.

Continue to monitor your student account and your IU email account for a few months after you withdraw to make sure all account adjustments have been made.

It can take up to 30 days for your student account to be finalized and a refund issued (if you’re due one).

When you withdraw matters

What approvals you need and what your grade will be depend on when you withdraw.

This information applies to standard 16-week terms and 6-week summer session classes. For classes less than 16 weeks long or summer session classes greater or less than 6 weeks long, contact the Office of the Registrar for signature requirements and deadlines.

  • Signatures required: None
  • Grade assigned: None
  • Study list: Class will be deleted from your academic record
  • Official transcript: Class will not appear

Learn about drop/add

  • Signatures required: None
  • Grade assigned: None
  • Study list: Class will appear with Dropped status
  • Official transcript: Class will not appear

Learn about drop/add

  • Signatures required
    • First three days of class: None
    • Fourth day of class: Advisor
  • Grade assigned: None
  • Study list: Class will appear with Dropped status
  • Official transcript: Class will not appear

Learn about drop/add

You can use eDrop/eAdd or obtain a drop/add form from your advisor or school, get the required signatures, and submit the completed form to the Office of the Registrar.

  • Signatures required: Advisor only
  • Grade assigned: A grade of W will automatically be assigned
  • Study list: Class will appear with Enrolled status and a grade of W
  • Official transcript: Class will appear with a grade of W

You should drop classes at this point only under exceptional, extenuating circumstances.

  • Signatures/approvals required: Your advisor, instructor, and dean (via online drop request)
  • Grade assigned: Your instructor will assign a grade of W or F
  • Study list: Class will appear with a grade of W or F as assigned by the instructor
  • Official transcript: Class will appear with a grade of W or F as assigned by the instructor

Withdrawing due to an emergency

You may need to withdraw from IU East due to an unexpected event such as a major medical issue, death in the family, job loss, or divorce. In cases such as these, contact the IU East Student Advocate in the Office of Student Success for assistance and resources.

Military withdrawal or leave of absence

If you serve in the U.S. armed forces, we understand that you may be called to duty with little notice for:

  • Active duty deployment (not including basic training)
  • Specialized training
  • Disaster relief efforts

Contact the Office of the Registrar for assistance as soon as you’re notified of an upcoming deployment or extended military duty and learn about our policies.

While the following policy does not pertain to initial active duty training (i.e. basic training), this policy is provided in order to minimize disruptions or inconveniences for students fulfilling their unanticipated U.S. military responsibilities in the midst of an academic term/session.

  • Any student called to active duty, specialized training or as part of disaster relief efforts may withdraw from all courses and receive a 100% refund of tuition and fees.
  • With the permission of the instructor(s), a student may receive an incomplete or a final grade in some or all of the courses taken.

Either option may occur anytime during the semester through the end of final examinations. If the withdrawal is processed after the first week of classes, the grade of W will be assigned. Students receiving financial aid will be subject to the refund policies as provided for by the agencies sponsoring the aid.

The request to withdraw needs to be made within one week of official notification by the military service and may be made by either the student or other responsible party who has the student’s military information.

Students who wish to withdraw from courses as a result of being called to active duty, specialized training, or disaster relief efforts must provide a copy of their orders to the Office of the Registrar in person by email at earecord@iue.edu along with a signed note asking to be withdrawn.

The Office of the Registrar provides a one-point-of-contact process for withdrawals so students won’t need to visit various offices. Students or other responsible parties may wish to contact the Registrar’s Office first to begin the withdrawal process based on some official military documentation, with the understanding that a copy of the orders would need to be forthcoming.

Students who cannot enroll for a future term or who need to withdraw from a current term due to military commitments can also be placed on a military leave of absence that will extend access to their IU computer and email accounts while they are gone. A copy of orders provided to the Registrar’s Office will initiate this action.

Some students elect to take courses while deployed. Please check with your academic advisor in advance to determine whether your degree program will accept independent study or online courses.

Your options for completing any remaining coursework vary greatly depending on your individual situation, timing, and remaining requirements. Your first step should always be to discuss your situation with your course instructor. Some students are able to negotiate the completion of all course requirements with their instructors, despite their absence. Others may be offered incompletes that must be finished within one calendar year of the end of the term of enrollment. In other cases, it may be in your best interest to withdraw from the course.

When you return from active duty and are ready to resume your studies at Indiana University East, please contact the Office of the Registrar. Please explain to the staff person you need to be “reinstated after absence due to military duty.” This information will be helpful in getting your reinstatement to IU East expedited. Once reinstated, you will be able to register for classes via One.IU.

Once you are registered for classes, contact the Office of Financial Aid to request that your enrollment be reported to Veterans Affairs for benefits. You will need to forward a copy of any new DD 214 discharge documents to the VA for evaluation. This may change which program you are eligible for, or your tier of benefits. The Office of Financial Aid can also assist you with this process.

What happens to your aid if you withdraw?

If you withdraw from IU East after your aid has been applied, the federal government requires us to calculate whether your aid must be repaid. We may return all or some of the money already applied to your student account. The amount that will be repaid will depend on when you withdraw and what charges are on your student account.

Return of Title IV Funds - Regulatory Summary of 668.21 and 668.2

Summary of Sec. 668.21

Treatment of Title IV funds when a student withdraws, drops out, or is expelled before the first day of class.

If a student officially withdraws, drops out, or is expelled before the first day of class of a payment period, all funds paid to the student for that payment period for institutional or non-institutional cost under the Federal Pell Grant, FSEOG (Federal Supplemental Educational Opportunity Grant), and Federal Perkins programs are an overpayment. If an institution is unable to document the student's attendance during the payment period, the student meets the drop out definition.

The institution is required to return the overpayment to the respective Title IV or Higher Education Act (HEA) programs in the amount that the student received in each program.

Summary of Sec. 668.22 Treatment of Title IV funds when a student withdraws

General Information

When a student who is a recipient of Title IV loan or grant assistance withdraws during a payment period or period of enrollment in which the student began attendance, the institution must determine the amount of Title IV grant or loan assistance earned as of the student's withdrawal date.

If the total amount of Title IV grants or loans, or both, that the student earned is less than the amount of Title IV grants that was disbursed to the student or on behalf of the student in the case of a parent PLUS loan as of the date of the institution's determination when the student withdrew, the difference must be returned to the Title IV program. No additional disbursements may be made to the student for the payment period or period of enrollment.

If the total amount of Title IV grants or loans, or both, that the student earned is greater than the total amount of the Title IV grants or loans disburse to the student or on behalf of the student in the case of a parent PLUS loan as of the date of the institution's determination when the student withdrew, the difference between these amounts must be treated as a post-withdrawal disbursement.

A post-withdrawal disbursement must be made from available grant funds before available loan funds. If outstanding charges exist, the institution may credit the student's account up to the amount of outstanding charges with all or a portion of any post-disbursement grant funds. Post-disbursement loan funds to pay outstanding charges require the confirmation of the student or parent for a parent PLUS loan.

The institution must notify the student and parent in the case of the parent PLUS loan within 30 days of the institution's determination that the student withdrew to offer to disburse any grant or loan funds directly to the student or parent in the case of a parent PLUS loan that is not credited to the student's account. The funds may be accepted or declined. The parent or student has 14 days from the date of notification being sent to respond. With a timely notification from the student or parent in the case of a PLUS loan to confirm a post-withdrawal disbursement, the institution must disburse the funds within 120 days of the institution's determination that the student withdrew. For a late response from the student or parent in the case of a PLUS loan, the institution may make or decline to make the post-withdrawal disbursement.

Title IV Grant or Loan Assistance Definition

The following programs are defined as Title IV grant or loan assistance:

  • Direct Loan – Federal Direct Loans and Direct PLUS loans
  • Federal Pell Grant

Federal SEOG (Federal Supplemental Educational Opportunity Grant) programs, not including the non-Federal share of FSEOG awards if an institution meets its FSEOG matching share.

Withdrawal Date

The withdrawal date for a student who withdraws from an institution that is not required to take attendance (e.g. IUE) is earlier date of:

  • the date the student began the institution’s prescribed withdrawal process; or
  • the date the student otherwise provided the school with official notification of the intent to withdraw; or
  • the date the institution becomes aware the student ceased attendance; or
  • the midpoint of the payment period or period of enrollment for which Title IV assistance was disbursed if the student ceases to attend without official notification and withdrawal.

Percentage of Payment Period Completed

Calculate by dividing the total number of calendar days in the payment period into the number of calendar days completed as of the student's withdrawal date.

Calculation of Title IV Assistance Earned by the Student

The percentage of Title IV assistance earned is equal to the percentage of the payment period completed as of the withdrawal date. If the withdrawal date occurs after the 60 percent point, then the percentage of Title IV assistance earned is 100 percent. This percentage is then applied to the total amount of Title IV grant and loan assistance that was disbursed (and that could have been disbursed) to the student, or on the student's behalf in the case of a parent PLUS loan, for the payment period for which it was awarded.

Calculating Aid Earned - Example

The percentage of the semester completed is the percentage of aid earned. This is calculated by the number of days the student attended divided by the number of days in the payment period (i.e., semester). For example, if a student withdrew on the 20th day of a semester 114 days in length, the student would have earned only 17.5% of the aid he received. (20/114=0.175).

Students who remain enrolled through more than 60% of the payment period (semester) are considered to have earned 100% of the aid received and will not owe a repayment of Federal Title IV grant funds.

Students who receive all FN's, all FNN's or a combination of FN's, FNN's and W's during one academic period, and receive federal aid for the same academic period, may be required to repay all or part of any aid received.

Calculation of Title IV Assistance Unearned to be Returned

The unearned amount of Title IV assistance to be returned is calculated by subtracting the amount of Title IV assistance earned by the student from the amount of Title IV aid that was disbursed to the student or on behalf of the student in the case of a parent PLUS loan.

Responsibility of the Institution for Return of Unearned Aid

The institution must return the lesser of the calculated total amount of unearned Title IV assistance or an amount equal to the total institutional charges the student incurs for the payment period multiplied by the percentage of awarded Title IV grant and loan assistance that has not been earned by the student.

Institutional Charges

Institutional charges are tuition, fees, room and board (if the students contracts with the institution for room and board), and other educationally-related expenses assessed by the institution.

Responsibility of the Student for Return of Unearned Aid

The student returns unearned Title IV assistance minus the amount the institution returns. Any Title IV loan program is returned in accordance with the terms of the loan and any Title IV grant program as an overpayment of the grant. However, a student is not required to return the portion of a grant overpayment amount that is equal to or less than 50 percent of the total grant assistance that was disbursed for a payment period or a grant overpayment amount of 50 dollars or less that is not a remaining balance.

Repayment of the Overpayment by the Student and Title IV Eligibility

A student who owes an overpayment remains eligible for Title IV and HEA program funds through the earliest of 45 days from the institutional notification of the overpayment or 45 days from the date the institution was required to notify the student of the overpayment if, during the 45 days, the student repays the overpayment in full to the institution or enters into a repayment agreement that is satisfactory with the institution with a maximum payment in full within two years.

Student Notification for Repayment

The institution must notify a student within 30 days of the institution's determination that the student withdrew and owes a Title IV or HEA overpayment in order to recover the overpayment. The notification provides the student with terms to permit the student to repay the overpayment while maintaining Title IV and HEA program funds with repayment of the full amount of the overpayment within two years of the date of the institution's determination the student withdrew.

Loss of Title IV Eligibility

In the context of Return of Title IV funds, a student is no longer eligible if they do not enter into a repayment agreement with the 45 day period or fails to meet the terms of the repayment agreement.

Order of return of Title IV funds:

Unearned funds returned by the institution or student are credited to outstanding Title IV loan balances made to the student or on behalf of the student for the payment period. Excess funds must be credited to outstanding balances in the following order:

  • Federal Direct Unsubsidized loans
  • Federal Direct Subsidized loans
  • Federal Direct PLUS loan received on the behalf of the student

If unearned funds remain to be returned after repayment of all outstanding loan amounts, the remaining excess must be credited to any amount awarded in the payment period to grant programs in the following order:

  • Federal Pell Grants
  • Federal SEOG

Timeframe for the Return of Title IV Funds by the Institution

An institution must return the funds for which it is responsible as soon as possible but no later than 45 days after the date of its determination that the student withdrew. An institution must determine the withdrawal date for a student that does not provide notification to the institution no later than 30 days after the end of the earlier of the payment period or period of enrollment.

Your Frank O’Bannon and 21st Century Scholars awards will be affected

If you officially withdraw from a semester or drop below full-time enrollment before the state census date (end of the 25% refund period or 28th day of the term), the state requires that your O’Bannon and 21st Century Scholars awards be cancelled. If your state aid is cancelled, you will receive a notification at your university email address. You can also view your financial aid online.

You may have to repay some money

Within 45 days after you withdraw, we’ll send you a letter that lists the aid we’ve returned to federal Title IV programs on your behalf.

If you received federal aid funds directly (for example, as a refund to be used for other educational expenses), you might have to return some of that money.

We’ll bill you for any IU charges that remain unpaid.

You may not be eligible for future aid

If you withdraw from IU, your eligibility to receive aid in the future may be affected. Make sure you understand what it means to make satisfactory academic progress.

Learn how to keep your aid