WEST TEXAS A&M UNIVERSITY
FINANCIAL AID RETURN OF FEDERAL FUNDS POLICY
The last date of attendance is the date that the student officially notifies the Registrar’s Office
of his/her intention to withdraw from the University. The FAO is notified of the withdrawal and
if the student is a financial aid recipient, a Return of Title IV Funds (R2TIV) is performed. Since
the University is not required to take attendance, a student who unofficially withdraws may not
come to the attention of the FAO until the end of the semester. Students with all F’s, drops, or
incompletes are assumed to have unofficially withdrawn. The student is contacted in writing,
by the FAO and is directed to have the last day they attended/participated in class documented
in writing/e-mail to the FAO by at least one of their instructors. Such documentation must be
received by the FAO within twenty days of the notification. “Participated” means to have
submitted work, taken a quiz/test, or been directly involved in a required class activity. For
students taking on-line classes, logging into the class is not considered as a participatory
activity. If the latest date that can be confirmed in writing by a faculty member is after the 50
percent point of the semester, that will be the date used for calculation. If the student cannot
secure an e-mail confirmation from at least one faculty member, the student is considered to
have withdrawn from the University at the 50 percent point of the semester and the calculation
will be performed as such. When the student is initially notified that they must secure faculty
confirmation, they are also notified that if they cannot produce one supporting confirmation
past the 50 percent point that they will owe the University the proscribed amount (the 50
percent calculation). The amount is specific to the student and is listed in the letter.
West Texas A&M University does not have a formal leave of absence policy. Students leaving
the University are considered to have withdrawn.
If the student is entitled to a post-withdrawal disbursement, the FAO notifies the student of
his/her eligibility for the funds and inquires as to whether or not, in the case of loan funds, the
student wishes to accept or reject the disbursement. Any grant funds not subject to return are
applied to any outstanding balance and the remainder is issued as a refund to the student.
The R2TIV calculation is performed by either the Associate Director or the Assistant Director of
Financial Aid using the ED approved software provided by Ellucian (formerly Datatel) within 30
days of being notified of the student’s withdrawal and the funds are returned to COD. The FAO
then notifies the student in writing of the amount and type(s) of funds that were returned to
ED. The University then undertakes the responsibility of collecting any funds due the
University as an outstanding debt.