This policy will assist students who feel the need to completely withdraw from the university after a semester has begun but before its conclusion. For a student who officially withdraws, the withdrawal date will be the earlier of the following (unless a later date can be documented):
- The date the student begins the official process mentioned below, or
- The date the student officially notifies the institution of intent to withdraw
If a student triggers both definitions above of official withdrawal on different dates, the university will use the earlier date, unless a later academically related activity can be documented. An academically related activity is defined as one that has been confirmed by an employee of BVU, such as taking an exam, actively logging into the coursework, turning in a class assignment, attending a study group, etc. Occupying a room in the residence halls or eating in the cafeteria are NOT considered academically related activities and can have no bearing in withdrawal date determination.
Official notification can come in written form, via telephone, in person, or through e-mail and should be made with the Office of Student Affairs. Once initial contact is made, the Office of Student Affairs will ask the student to complete a withdrawal form. The student will also be asked to visit certain offices on campus to complete processes with each. This process must also be followed for withdrawal from on line courses. If a graduate student finds the need to completely withdraw within a semester, the withdrawal process should be initiated with the Office of Graduate Studies or the Registrar’s Office.
The Office of Student Affairs/Office of Graduate Studies/Registrar’s Office will then contact each affected office to provide the official withdrawal date. This date will then be used in the refund calculation. (See Return of Title IV Funds/State Aid Policy.) No calculation will be required for a withdrawal that occurs on or after sixty percent of the enrollment period. (The Interim enrollment period will be added to the spring semester when appropriate).
If a student begins but does not complete semester coursework, but does not officially withdraw as described above, they will be considered to have unofficially withdrawn. A student is considered to be withdrawn from a credit-hour program if the student does not complete all of the days in the payment period that the student was scheduled to complete. One example of a student who unofficially withdraws would be one who receives only failing grades for a semester. The withdrawal date for a federal or state aid recipient, who unofficially withdraws, will be the midpoint of the payment period or the last documented day of academically related activity, whichever is later. No refund of federal or state aid will be calculated for a withdrawal that occurs after sixty percent of the payment period has passed.
If a student unofficially withdraws, he/she will be fully charged for tuition. In addition, any resident student who unofficially withdraws will receive no refund of that semester’s room and board charges. If a student left without notification because of circumstances beyond the student’s control, such as those mentioned below, BVU might determine a withdrawal date related to those circumstances. In addition, a withdrawal date determination can be appealed for extenuating circumstances such as:
- Grievous personal loss.
- Or other circumstances beyond the student’s control.
The appeal request should be made through, and will be approved by, the Office of Student Affairs or the Office of Graduate Studies. The student or an interested party can initiate this process.
A student can rescind a withdrawal by providing a written request to the Office of Student Affairs or Office of Graduate Studies.
Students who cease to be academically engaged may also be administratively withdrawn. Administrative withdrawals will be treated as an unofficial withdrawal. The full administrative withdrawal policy can be found under the academic program policies & particulars section. If disciplinary action results in the loss of any college or college-contracted service for the student, there will be no refund of charges. Federal or state aid will be returned based on the Return of Title IV/State Funds Policy.
If a student wishes to request a leave of absence instead of withdrawing, he/she should contact the Office of Student Affairs to begin that process. Under this policy, a leave of absence will be treated as an official withdrawal.
The Office of Student Affairs or the Office of Financial Assistance can be contacted with questions concerning the withdrawal process. The withdrawal process for Graduate & Professional Studies students can be found under the BVU Graduate & Professional Studies general information section. The Office of Financial Assistance and/or the Business Office can be contacted concerning the Return of Title IV/
State Funds Policy.
Institutional Charges & Aid Policy for Withdrawals-Storm Lake Campus
Students who withdraw completely from Buena Vista University will have their tuition, and applicable room and board reduced on a percentage basis up to four (4) weeks into the semester. Correspondingly, a student’s institutional aid will be returned based on their official date of withdrawal and the same percentage. The Business Office will notify the student of their final billing information after all of the appropriate adjustments have been made. Any additional fees a student accrues, will not be adjusted and the student will be fully charged for the fee.
The Institutional Charges & Aid reduction percentage schedule will be:
- 1st week of classes: 95% return of charges & institutional aid
- 2nd week of classes: 75% return of charges & institutional aid
- 3rd week of classes: 50% return of charges & institutional aid
- 4th week of classes: 25% return of charges & institutional aid
All students taking Summer-Term courses related to Summer Trips will be fully charged on the first day of classes.
All students taking courses that do not fall into one of the above course categories will be fully charged on the first day of class and charges will not be reduced in the event of a withdrawal.