Students at the Arkadelphia Campus
Students with credits on their Ouachita accounts may request a refund check at any time during the semester. Refund checks for student accounts with credit balances will begin being released the first week of the semester. Students may complete a “Check Request” through their INFO portal. (Refunds generate automatically.) Refund checks are printed on Tuesday and Friday each week; any checks requested by 3 p.m. the day before will be available for pick up in the Student Financial Services office after 1 p.m. I.D. cards will be required for check pickup.
Students must make a credit refund request directly from their INFO portal and identify the location for check to be mailed.
Course(s) Withdrawal Refund Policy Residential Catalog
Refunds upon withdrawal from the University or withdrawal from a class when special fees are charged are handled as follows (Online & Graduate Programs may vary – see catalog):
Tuition and Fees. If withdrawal occurs within the first two weeks of classes, 20% of tuition and fees will be charged; during the third week, 40% will be charged; during the fourth week, 60% will be charged; during the fifth week, 80% will be charged, and thereafter full charge will be made. During winter or summer mini-terms, one day is considered equal to one week of a regular semester. After 5 days, full tuition charges are applied and no refund is provided. It is the student’s responsibility to withdraw from courses following the start of the semester.
Room and Board will be refunded on a pro rata basis upon official withdrawal.
The Residence Hall or University Apartment Deposit may be returned to the student at the end of his or her stay in Ouachita housing provided the residence is in good condition and the student is not indebted to the University. If a student has reserved housing, the deposit will be refunded if that student gives written notice of cancellation before May 1 for the fall semester (December 1 for the spring semester). Housing deposits will not be refunded if a student withdraws from university housing during the semester.
If a student is absent from school for at least two weeks due to illness, Student Financial Services will refund the meal plan fee on a pro rata basis when notified in writing by the Vice President for Student Development.
In the event of a required transition to remote instruction during the semester, room and board credit adjustments applied to student accounts will be limited to the net savings the University achieves because of the transition.
Students who leave campus temporarily due to a physician’s directive to quarantine will be eligible for a credit adjustment equal to the daily food service charge for the period away from campus.
Students who fully withdraw for the semester may be eligible for a partial refund in accordance with the University’s standard withdrawal policy.
Return of Title IV Funds (R2T4) Policy
The return of Title IV funds is administered by Student Financial Services Ouachita
Baptist University. This policy applies to students who withdraw (official, unofficially)
or are dismissed from enrollment at SFS Ouachita Baptist University. It is separate
and distinct from the SFS Ouachita Baptist University. Refund Policy (see Refunds
section under Student Expenses in the University General Catalog). Therefore, the
student may still owe funds to the school to cover unpaid institutional charges. The
school may also attempt to collect from the student any Title IV program funds that
the school was required to return. The calculated amount of the "Return of Title IV
Funds" that is required for students affected by this policy are determined according
to the following definitions and procedures, as prescribed by regulation.
The Institution has 45 days from the date the institution determines that the student withdrew to return all unearned funds for which it is responsible. The school is required to notify the student if they owe a repayment via written notice. The school must advise the student or parent that they have 14 calendar days from the date the school sent the notification to accept a post-withdrawal disbursement. If a response is not received from the student or parent within the permitted time frame or the student declines the funds, the school will return any earned funds that the school is holding to the Title IV programs. Post-withdrawal disbursement must occur within 120 days of the date the student withdrew.
The Return of Title IV Funds (R2T4) regulation does not dictate the institutional refund policy, however. The calculation of Title IV funds earned by the student has no relationship to the student’s incurred institutional charges.
Title IV funds are awarded to a student under the assumption that he/she will attend school for the entire period for which the assistance is awarded. When a student withdraws from all his/her courses, for any reason including medical withdrawals, he/she may no longer be eligible for the full amount of Title IV funds that he/she was originally scheduled to receive.
A school is required to determine the earned and unearned Title IV aid a student has earned as of the date the student ceased attendance based on the amount of time the student was scheduled to be in attendance.
If the student withdraws from all his courses prior to completing over 60% of a semester, he/she may be required to repay a portion of the federal financial aid that he/she received for that term. A pro rata schedule is used to determine the amount of federal student aid funds he/she will have earned at the time of the withdrawal. Federal aid includes Federal Stafford Loan (subsidized and unsubsidized), Perkins Loans, Parent Plus Loan, Pell Grants, SEOG Grants, ACG, SMART, TEACH and any other Title IV funds.
The return of funds is based upon the concept that students earn their financial aid in
proportion to the amount of time in which they are enrolled. Under this reasoning, a student who withdraws in the second week of classes has earned less of his/her financial aid than a student who withdraws in the seventh week. Once 60% of the semester is completed, a student is considered to have earned all of his financial aid and will not be required to return any funds.
Withdrawal before 60%:
Withdrawal after 60%:
For a student who withdraws after the 60% point-in-time, there are no unearned funds.
However, SFS Ouachita Baptist University will still determine whether the student
is eligible for a post- withdrawal disbursement.
Note: SFS Ouachita Baptist University has provided an example of the calculation used to determine the amount of unearned aid a student would be expected to repay based on the reported last day of attendance of the term from which a student withdraws.
A student's official withdrawal date is determined by using one of the following:
- The date he/she officially withdrew with the Office of the Registrar during the Registrar’s withdrawal period.
- The date the student submitted his petition to withdraw to the Office of the Registrar if the Office of the Registrar’s withdrawal period has ended and the student successfully petitioned to withdraw.
- The date the student was expelled/dismissed from the university.
In the event that a student does not go through the proper withdrawal procedures as defined in then Academic Information section of the University General Catalog the student's unofficial withdrawal date is determined by using one of the following:
- The date the student died, if the student passed away during the semester.
- The last date that the student attended class or checked out of their dorm room, whichever is later.
The student must inform in a timely fashion, in person or by email if personal appearance
is not possible, the Student Financial Services Office at firstname.lastname@example.org of any withdrawal occurring during a semester.
Ouachita Baptist University does no allow students to take a Leave of Absence during a semester.
Student Financial Services (SFS) determines the return of Title IV funds percentage. Institutions are required to determine the percentage of Title IV aid “earned” by the student and to return the unearned portion to the appropriate aid program.
The return of Title IV funds policy follows these steps:
Step 1: Student's Title IV information
Return of Title IV Funds (R2T4) Policy SFS Ouachita Baptist University
A) The total amount of Title IV aid disbursed (Not aid that could have been disbursed) for the semester in which the student withdrew. A student’s Title IV aid is counted as aid disbursed in the calculation if it has been applied to the student’s account on or before the date the student withdrew.
B) The total amount of Title IV aid disbursed plus the Title IV aid that could have been disbursed for the semester in which the student withdrew.
Step 2: Percentage of Title IV Aid Earned:
The number of calendar days completed by the student divided by the total number of
calendar days in the semester in which the student withdrew.
The total number of calendar day in a semester shall exclude any scheduled breaks of more than five days.
Days Attended ÷ Days in Enrollment Period = Percentage Completed
If the calculated percentage exceeds 60%, then the student has “earned” all the Title IV aid for the enrollment period.
Step 3: Amount of Title IV Aid Earned by the Student
The percentage of title IV aid earned (Step 2) multiplied by the total amount of Title IV aid disbursed or that could have been disbursed for the term in which the student withdrew (Step 1-B).
Total Aid Disbursed x Percentage Completed = Earned Aid
Step 4: Amount of Title IV Aid to be Disbursed or Returned:
If the aid already disbursed equals the earned aid, no further action is required.
If the aid already disbursed is greater than the earned aid, the difference must be
returned to the appropriate Title IV aid program.
Total Disbursed Aid – Earned Aid = Unearned Aid to be Returned
If the aid already disbursed is less than the earned aid, the SFS will calculate a Post- Withdrawal Disbursement.
In accordance with federal regulations, when Title IV financial aid is involved, the calculated amount of the R2T4 Funds" is allocated in the following order:
Return of the Title IV Aid, based on the type of aid disbursed, in the following order:
- Unsubsidized Federal Stafford Loan
- Subsidized Federal Stafford Loan
- Unsubsidized Federal Direct Stafford Loan
- Subsidized Federal Direct Stafford Loan
- Federal Perkins Loans
- Federal Plus Loan received on behalf of the student
- Federal Direct PLUS received on behalf of the student
- Pell Grant
- ACG Grant
- SMART Grant
- SEOG Program Aid
- Teach Grants
- Other Title IV Aid
Loans must be repaid by the loan borrower (student/parent) as outlined in the terms
of the borrower’s promissory note.
The student’s grace period for loan repayments for Federal Unsubsidized and Subsidized Stafford Loans will begin on the day of the withdrawal from the University. The student should contact the lender if he/she has question regarding their grace period or repayment status.
Institutional and student responsibility in regard to the Federal Return of Title
IV Funds policy
SFS’s responsibilities in regard to the Return of Title IV funds policy include:
- Providing each student with the information given in this policy;
- Identifying students affected by this policy and completing the Return of Title IV Fundscalculation;
- Informing the student of the result of the Return of title IV Funds calculation and anybalance owed to the University as a result of a required return of funds;
- Returning any unearned Title IV aid that is due to the Title IV programs and, ifapplicable, notifying the borrower’s holder of federal loan funds of the student’swithdrawal date;
- Notifying student and /or Plus borrower of eligibility for a Post-Withdraw Disbursement,if applicable;
The student’s responsibilities in regard to the Return of Title IV Funds policy include:
- Becoming familiar with the Return of Title IV Funds policy and how withdrawing from all his courses effects eligibility for Title IV aid;
- Resolving any outstanding balance owed to Ouachita Baptist University resulting from
a required return of unearned Title IV aid.
- Student and parents were in most cases verbally notified of the availability of post- withdrawal disbursements by Student Financial Services within one week from the date of R2T4 calculation was performed.
- Student and parents in most cases verbally notified Student Financial Services within a reasonable time indicating their acceptance of available post-withdrawal disbursement amounts. The reasonable time refers to allowing sufficient time to school to process a post-withdrawal disbursement within the deadlines set by the Department of Education.
- Student has outstanding institutional charges that are due and wants to pay off those charges by applying his/her post-withdrawal disbursement.
- Student/Parents completed all necessary paperwork related to such post-withdrawal disbursement within a reasonable time.
- Student Financial Services must track the notification and authorization to make the disbursement and meet deadlines as prescribed by ED. A school must process Title IV aid within 120 days from the last day of the enrollment period.