Student policies and procedures

Policy 03:11:00

Withdrawal from the College

Purpose:

To outline the policy for a program withdrawal from Platt College

Revision Responsibility: Registrar

Responsible Executive Office: President

Created in Formalized Policies: June 6, 2014, Revised May 7, 2019 for an implementation date of September 16, 2019, November 17, 2021 to include new definitions and procedures of cancellation and withdrawals

definitions of terms regarding withdrawals at platt college

Cancellation:

  • a student signs an enrollment agreement and is admitted to the program, but never attends class either online or face-to-face and does not establish attendance during week one of the program.  A cancellation must be completed prior to the deadline of the student’s first class, either face-to-face or online.

Withdrawal from the College:

  • Voluntary Withdrawal: a student withdraws from the program in writing to the College Registrar
  • Involuntary Withdrawal:  a student’s enrollment is ended by the College due to a policy violation.
How to complete a cancellation or program withdrawal

Cancellation

To complete a cancellation, a student must notify the admissions department that they do not want to start the program. When a cancellation occurs, there are no charges to the student, less the application fee previously paid and any books/kits that have been purchased by the student. No course attempts are on the official College transcript.

Voluntary and Involuntary Withdrawal from the College

  • Voluntary Withdrawal

To complete a voluntary withdrawal from the College, the student completes a Request to Permanently Withdraw from the Degree Program Form. Forms are initiated by the College Registrar after written notification is received by the student. The effective date of withdrawal is when the College Registrar receives notification from the student that they are not returning to the degree program. Regardless of when a student withdraws from the program in the 11-week quarter, attendance is recorded, a $150.00 withdrawal fee is accessed, a transcript is on file with courses on the transcript at the time of withdrawal recorded as a “W” and will count as attempts (see Policy 02:24:00 Satisfactory Academic Progress (SAP) for additional information). A student who withdrawals after the first week of the quarter (which ends on Sunday at 11:59 pm) is charged in accordance with Chart One: Tuition and Fees Adjustments. The date of withdrawal is determined by the date the College Registrar ends the student’s enrollment, after official notification from the student.

  • Involuntary Withdrawal

An involuntary withdrawal is completed when the College Registrar completes a Termination from Platt College including Documentation for Refund Calculation Form, issued electronically to applicable college offices. The date of termination for the student is the date Platt College terminates the student’s enrollment in accordance with policy. Regardless of when a student is involuntarily withdrawn from the program during the 11-week quarter, attendance is recorded, a transcript is on file, a $150.00 withdraw fee is accessed, and courses on the transcript during the withdrawal are recorded as a “W.”  A student who is involuntarily withdrawn (terminated) after the first week of the quarter (which ends on Sunday at 11:59 pm) is charged in accordance with Chart One: Tuition and Fees Adjustments.

withdrawal from the college: tuition and fees adjustments

Platt College, for tuition and fees adjustment purposes, defines one quarter by 11 weeks. Depending on which week of the quarter a student withdraws or is terminated from the program, the following chart outlines the percentage of tuition and fees adjustments a student can expect, less the application fee, any tuition and fees from any previous quarters and books.

Chart One: Tuition and Fees Adjustment

Withdrawal-Week of QuarterTuition and Fees Adjustment
Within Week 1100%
Within Week 275%
Within Week 350%
Within Week 425%
Within Week 5 through Week 110
The calculation of weeks concludes each Sunday prior to 12 midnight MST.  In other words, if a student withdraws from the program on or before 11:59 pm MST during week 1 of the quarter, then s/her will be considered withdrawn during week 1.  
Financial Aid Information

Once a Request to Permanently Withdraw from the Degree Program including Documentation for Refund Calculation Form has been issued, the Registrar finalizes the needed documentation (i.e. last date of attendance, weeks completed, Date of Determination).  This information is securely provided electronically to each applicable College department. 

The Financial Aid Department completes a Federal Return of Title IV Funds calculation and determines amount of a student’s earned and unearned portions of Title IV aid as of the date the student ceased attendance based on the amount of time the student spent in attendance.

Though a student's aid is posted to their account at the start of each period, the student earns the funds as they completes the period. If a student withdraws during a payment period or period of enrollment, the amount of Title IV program assistance that is earned up to that point is determined by a specific formula. The amount of earned/unearned assistance is determined on a pro rata basis. For example, if a student completed 30% of the payment period or period of enrollment, they earns 30% of the assistance originally scheduled to be received. Once a student has completed more than 60% of the payment period or period of enrollment, they earns all the assistance that is scheduled to be received for that period. If a student received (or the College or a parent received on your behalf) less assistance than the amount that the student was awarded, they may be able to receive those additional funds as a Post Withdrawal Disbursement. If the student received more assistance than earned, the excess funds must be returned by the College and/or you. Refunds to the Department of Education for unearned Title IV funds are completed within 45 days from the date of determination, as confirmed by the College Registrar.

There are some Title IV funds that students are scheduled to receive that cannot be disbursed to them once they withdraw because of other eligibility requirements. For example, if a student is a first-time borrower: first-year undergraduate student and they has not completed the first 30 days of the program before withdrawing, they will not receive any Direct Loan funds that s/he would have received had the student remained enrolled past the 30th day.

Any loan funds that a student must return, the student (or his/her parent for a Direct PLUS Loan) must repay in accordance with the terms of the promissory note. The student makes scheduled payments to the holder of the loan over a period of time.

Any amount of unearned grant funds that a student must return is called an overpayment. A student does not have to repay a grant overpayment if the original amount of the overpayment is $50 or less. The student must make arrangements with Platt College or the Department of Education to return the unearned grant funds.

If a student does not receive all of the earned funds, they may be eligible for a post-withdrawal disbursement.  If the post-withdrawal disbursement includes loan funds, the College must get the student’s permission before it can disburse funds. Students may choose to decline some or all of the loan funds so that additional debt is not incurred.  The College may automatically use all or a portion of the post-withdrawal disbursement of grant funds for tuition and fees (as contracted with the College).