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:
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. At the discretion of the Dean, a student doctor may receive a tuition credit for rotations completed and passed during the clinical training years. This credit may only be applied to future tuition and fees at ICOM if the student doctor is approved to return to instruction at ICOM. The credit is not refundable or payable to the student doctor and can only be utilized to offset future ICOM tuition and fees.
Credit of Tuition and Fees during the Clinical Training Years is based on the following schedule:
| Period | Percentage Credited |
| Withdrawal before completion of two four-week clinical courses or rotations (including Clinical Preparation and any virtual rotations) | 75% |
| Completion of 2 rotations | 50% |
| Completion of 3 rotations | 25% |
| Completion of 4 or more rotations | 0% |
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