West Virginia Northern Community College

Offices and Services

Federal Return of Title IV Aid (R2T4)

The following Federal financial aid programs at WVNCC are subject to a federal return of funds policy if a student withdraws, or meets one of the other return of funds criteria below*:

  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant (SEOG)
  • Perkins Loan
  • Direct Subsidized Loans
  • Direct Unsubsidized Loans

*The Financial Aid Office is required by federal regulations to recalculate federal financial aid eligibility for  students who withdraw, drop out, and are dismissed prior to completing 60% of a payment period or term.  Recalculation is based on the percentage of earned aid using the following Federal Return of Title 14 funds formula:

  • Percentage of payment period or term completed equals the number of days completed up to teh withdrawal date divided by the total days in the payment period or term.  (Any break of 5 days or more is not counted as part of the days in the term.)  This percentage is also the percentage of earned aid.

*New R2T4 rules define a course "offered in parts of term" and withdraw/non-completion ramifications. -  A course or courses that do not span the entire length of the semester may be subject to Return of Title IV calculation.  For students that are not enrolled in at least one course that spans the entire length of the semester, written confirmation must be obtained at the time of withdrawal that the student will attend a course beginning later in the semester.  Once confirmation is received, the student is not considered withdrawn from the semester.  If written confirmation of future attendance is obtained, the student may change the date of return in writing prior to the original return date.  If the student does not return as scheduled, the student is considered withdrawn and the withdrawal date and total number of days in calculation are those that  applied if written confirmation had not been provided.

Funds are returned to the appropriate federal program based on the percentage of unearned aid using the followng formula:

  • Aid to be returned equals aid that was disbursed and/or could be disbursed that was unearned according to the recalculation (100% less percent of aid earned equals percent of unearned aid).
  • If a student earned less aid than was disbursed, the institution would be required to return a portion of the funds.  The institution must return the amount of Title IV funds for which it is responsible no later than 45 days after the date of the determination of the date  of the student's withdrawal.  Keep in mind that when Title IV funds are returned, the student borrower may then owe a balance to the institution.  Funds owed back to the U.S. Department of Education will be turned over the U.S. Department of Education collections at the 45 day point if not paid in full.  Funds owed the institution will be sent through the College's collection process if repayment is not made according to the business office policy.  WVNCC requires students to make financial arrangements for any outstanding balance prior to registering for the next term or obtaining any services (such as an official transcipt, etc.).
  • The Return of Funds policy requires, by federal law, that students must satisfy the amount owed the federal programs before they may re-enroll in any college.
  • If a student earned more grant aid than was dsibursed to him/her, the institution will disburse the additional grant aid accordingly.

Return of funds are returned in the following order:

  1. Unsubsidized Direct Loans
  2. Subsidized Direct Loans
  3. Federal Perkins Loans
  4. Federal Direct Parent (PLUS) Loans
  5. Federal Pell Grants
  6. Federal Supplemental Educational Opportunity Grant (SEOG)
  7. Other assistance under this Title for which a Return of Funds is required (e.g. LEAP)

Recalculation and return of federal funds occurs prior to the application of the college's refund policy.   If the refund policy results in excess funds over the amount to be returned to the Department of Education and the amount owed the college for charges, the institution will offer the student a refund.  This refund must be accepted within 14 days of the date of notice to the student.  Any refunds not accepted within the 14 day time frame will be returned to the Department of Education.

*Students who receive all W, F, I, N, or Z grades or any combination of only these grades is subject to Return of Title IV calculation back to the 50% point in the term if proof is not available that the student attended an academic-related activity after the 60% point in at least one of these courses.  The final burden of proof of attendance is required of the student.

A student who withdraws from school may also owe funds back to STATE programs, and/or WVNCC for these programs such as:

  • WV Higher Education Grant Program,
  • Promise Scholarship,
  • HEAPS, or
  • HEAPS Workforce.

Students who must totally withdraw classes are strongly encouraged to meet or talk with a Campus Counselor to understand the possible financial consequences.


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