PURPOSE / SCOPE:
POLICY:
Withdrawal Process and Tuition Impact
Any ICOM student who has matriculated and subsequently cancels, withdraws (voluntarily or involuntarily), is suspended, or is dismissed is required to complete an official Withdrawal Form.
This Official Withdrawal Form is available from the Office of Student Services or Registrar. This Form must be completed with proper signatures obtained and returned to the Office of Student Services. For completeness a copy is given to the Registrar’s Office for placement in the student permanent file. If a student does not follow the withdrawal procedure, their charges will not be prorated based on the process and schedule below.
In the event of a student withdrawal, ICOM’s Department of Finance will determine the amount
(if any) of refunded tuition and fees. ICOM’s Office of Financial Aid will then determine the
amount of aid the student has earned for the semester from all sources and make adjustments as
required.
Withdrawal Tuition eligible to be refunded for the term is based on the following schedule:
*A week below is an instructional week, Monday thru Friday
Start of classes through first week- 100%
End of first week through end of second week- 50%
End of second week through end of third week- 25%
After end of third week- 0%
Credit for Rotations Completed During Clinical Training Years
There are no refunds for tuition and fees granted after the third week of instruction in the
clinical training years. If a student doctor withdraws prior to the third week, the above schedule
will apply. When a student is on a leave of absence with intent to return for a rotation, fees are
still due in full on the first day of each semester even if the leave is the 1st block of the semester.
Future Considerations
Once ICOM students become eligible to apply for Title IV Federal Funds ICOM will adhere to
federal regulations regarding the Return of Title IV Funding. Under these regulations when a
student does not attend for the entire period or does not successfully complete all of their
coursework, the U.S. Department of Education requires ICOM to determine the amount of earned
and unearned Title IV aid. ICOM determines these amounts by performing a calculation using the
date the student ceased attendance and the number of days in the enrollment period. This
calculation provides the amount of aid earned up through the date of withdrawal and the amount
of unearned aid that is required to be returned. Amounts required to be returned to the U.S.
Department of Education by ICOM become debts immediately due to ICOM. The debt resulting
from the return calculation will be billed directly to the student and must be paid to ICOM. The
student MUST make prompt payment or payment arrangements to satisfy the debt owed to
ICOM. ICOM reserves the right to refer the debt to a collection agency. Amounts returned by
ICOM to the U.S. Department of Education on the student’s behalf are not negotiable, they are
based on a federal regulated calculation of earned aid.
All of sources of aid will follow the guidelines as outlined by the funding provider. Please refer to
the individual guidelines for these awards.
Mobilization/Deployment Refunds:
Members of the military who receive orders which transfer them out of the area for a prolonged
period or members of the National Guard or Reserves who are called to active duty, when such
transfer interferes with class attendance, may request a full refund of tuition at any time during
the semester. Documentation of orders for transfer must be provided prior to refund being
granted. The College has a proration refund policy for students receiving VA benefits. Students
receiving VA benefits must request that the prorated refund policy be used for tuition
reimbursement.
POLICY OWNER:
Chief Financial Officer
Effective: 1/1/20
Last Reviewed: 2/15/24
Review Requirement: 5 Years