Withdrawal Policy and Institutional Charges Policy

BVU Storm Lake Campus

SPECIAL COVID-19 Message:  If you are a student that withdrew at any point during the 2020-21 academic year and your withdrawal was due to issues related to COVID-19, please notify us within 30 days of your withdrawal.  When you notify us, please provide specifics of the reason for your withdrawal and we will follow up.  (we are assuming this will be extended to also cover the summer semester of 2021.)

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 Success.  Once initial contact is made, the Office of Student Success 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.

The Office of Student Success 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 Policy.) No calculation will be required for a withdrawal that occurs after sixty percent of the enrollment period.

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semester coursework, but does not officially withdraw as described above, they will be considered to have unofficially withdrawn. A student is considered to be withdrawn from a credit-hour program if the student does not complete all of the days in the payment period that the student was scheduled to complete.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 could be one who receives only failing grades for a semester. The withdrawal date for a federal aid recipient, who unofficially withdraws, will be the midpoint (50%) of the payment period or a later last day of academically related activity, if documented. No refund of federal 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:

  • Illness.
  • Accident.
  • 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 Success.  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 Success.

Students who cease to be academically engaged may also be administratively withdrawn. The withdrawal date assigned to the student through Student Success will be the withdrawal date used in the R2T4 calculation, unless a later date of academic related activity can be documented.  If a student who is administratively withdraws also ends up with all failing grades, the unofficial withdrawal policy will be used.  The full administrative withdrawal policy can be found under the academic program policies & particulars section of the catalog. 

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 aid will be returned based on the Return of Title IV Funds Policy.

If a student wishes to request a medical leave of absence instead of withdrawing, he/she should contact the Office of Student Success to begin that process.  Under this policy, a medical leave of absence will be treated as an official withdrawal. 

The withdrawal date (official or unofficial) will be communicated to the National Student Loan Data System (NSLDS).  This date will be used to determine loan repayment when necessary.

The Office of Student Success or the Office of Financial Assistance can be contacted with questions concerning the withdrawal process. The Office of Financial Assistance and/or the Business Office can be contacted concerning the Return of Title IV Funds Policy.

Institutional Charges And The Return of Institutional and State 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, adjustments to a student’s institutional and state aid will be  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 & Institutional and State Aid reduction percentage schedule will be:

  • 1st week of classes: 95% return of charges and institutional aid
  • 2nd week of classes: 75% return of charges and institutional aid
  • 3rd week of classes: 50% return of charges and institutional aid
  • 4th week of classes: 25% return of charges and institutional aid

For the fall semester of the 20-21 school year, the 50% return period was extended into the fourth week and the 25% is then relevant for the 5th week of the fall semester.

For the spring semester of the 20-21 school year, the 25% return period was extended for two additional weeks.

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.