Withdrawals & Return of Funds

Students receiving financial aid who withdraw, stop attending, or receive all W, F's or I's may be required to return a portion of financial aid received. Federal financial aid funds are awarded with the expectation that students will complete the entire period of enrollment.

Students "earn" a percentage of the funds they are disbursed with each day of class attendance. If a student withdraws or stops attending classes, whether any credits have been awarded for the term or not, a portion of the aid received is considered to be unearned and must be returned to the Title IV programs from which it was received.

Students who wish to withdraw from all classes must submit the Total Drop / Withdrawal Form to the following designated offices.

  • Concordia Campus/Outreach and Online students – Advisement Center
  • Geary County Campus students - Student Services

The Advisement Center and Student Services will notify the Financial Aid Office by e-mail or will provide a copy of the Total Drop/Withdrawal Form.

Withdrawal Date

For Title IV purposes, the date of last attendance or withdrawal date is one of the following: 

  • The date the designated office receives the Total Drop / Withdrawal form. 
  • If the student requests the withdrawal process by phone and the withdrawal form is mailed to the student by the Advisement Center or Student Services, the date the form is mailed will be the date of official withdrawal.
  • If the student did not officially withdraw, the midpoint of the payment period for which financial aid was disbursed or a later date documented by the student’s instructor(s). 
  • The date of documented attendance in an academically related activity (i.e. documented attendance in a class or lab).

Post-Withdrawal Disbursements

If the student withdraws prior to federal financial aid being disbursed to the student account, CCCC will complete the Post-withdrawal calculation and will notify the student of the amount of aid that is available.

Title IV grant funds from a post-withdrawal disbursement will be credited to the student account to pay for tuition, fees, books & supplies, and room and board.

Written confirmation will be required from a student before making any disbursement of loans funds from a post-withdrawal disbursement.

Returning Unearned Funds

Return of Unearned Federal Financial Aid Funds - The school must return the lessor of the following:

  • The amount of program funds that the student does not earn; or
  • The amount of institutional costs that the student incurred for the payment period or period of enrollment multiplied by the percentage of funds that was earned.

The student (or parent, if a Federal PLUS Loan) must return the unearned funds for which they are responsible to loan programs in accordance with the terms of the loan, and to grant programs as an overpayment. Grant overpayments are subject to repayment arrangements satisfactory to the school, or overpayment collection procedures prescribed by the US Department of Education.

Order of Return of Federal Financial Aid Funds

The school will return unearned federal financial aid for which the school is responsible by repaying funds to the following sources, in order, up to the total received from each source until the total amount of the school’s responsibility has been satisfied:

  • Unsubsidized Stafford loans
  • Subsidized Stafford loans
  • PLUS loans
  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grants (FSEOG)
  • Other Title IV assistance (not including FWS)

If a student attends through 60 percent of the term, all Title IV financial aid is considered earned. However, withdrawing from classes may affect a student’s satisfactory academic progress and eligibility for additional financial aid.

NOTE: Examples of various Return of Title IV Funds calculations are available in the Financial Aid Office.

Get more information on the Cloud County Community College Refund Payment Policy.