Refund and Repayment

Title IV aid recipients who withdraw from Cal Poly will be subject to repayment of a portion of awarded funds. Responsibility for repayment will be shared by Cal Poly and the student. Any student portion returned by Cal Poly will need to be repaid by the student to Cal Poly.

The portion of unearned Title IV funds will be calculated by the Student Accounts Office (SAO). The amount is based on the number of calendar days completed, divided by the number of calendar days in the term. Breaks in enrollment of five or more consecutive calendar days are excluded from the number in the term. No repayment of Title IV funds will be required for withdrawals occurring after the 60% point of the term. If you want to determine repayment requirements prior to actual withdrawal, you may request a simulated calculation from SAO.

For detailed information on the University’s refund policy, please refer to the Student Accounts website.

Date of Withdrawal

The date of withdrawal is the date you begin the withdrawal process, or the date you notified the Office of the Registrar of your intent to withdraw. After the eighth day of the term, you must process term withdrawal petitions through the Office of the Registrar. If you drop all classes prior to the eighth day of the term, you are not required to file a withdrawal petition. The Student Accounts Office (SAO) will identify you as totally withdrawn, as of the date you drop your last class for the term.

Leave of Absence

If you are on an approved leave of absence, you retain in-school residency status for Title IV loan repayment purposes. If you fail to return, your in-school status will be reported as ending with the last term of attendance prior to the start of your approved leave of absence. For purposes of Title IV loan repayment, you will be granted only one leave of absence within a twelve-month period. Additional approved leaves of absence may be granted for a total not to exceed 180 days within a twelve-month period for unforeseen circumstances.

Return of Funds

Post-withdrawal disbursement determination will be made by the Financial Aid Office and coordinated for credit or repayment with SAO. Unearned Title IV Aid will be returned to their source in the following order:

  1. Unsubsidized Federal Stafford Loan
  2. Subsidized Federal Stafford Loan
  3. Federal Perkins Loan
  4. Federal PLUS Loan
  5. Federal Pell Grant
  6. Federal SEOG Grant
  7. Other Title IV Programs

Federal Work-Study funds will not be included in the computation of earned Title IV aid, nor will these funds be refunded to the federal account from which they were paid.

Unearned Title IV grant and loan funds due from Cal Poly will be repaid to the federal accounts or the holders of the loan notes. All repayments made by Cal Poly pursuant to this policy will be charged to the student account for recovery.

Treatment of Non-Title IV Aid

Recipients of non-Title IV federal aid who withdraw from all classes prior to the completion of 60% of the term will have a prorated portion applied back to the accounts from which they were awarded. Refunds will be made in the following order:

  1. Cal Grants
  2. State University Grant (SUG)
  3. State Educational Opportunity Grant (SEOP)
  4. Cal Poly Grant

Cal Poly Scholarships are not required to be repaid due to withdrawal.  However, neither scholarships will be allowed to create a refund due to withdrawal.  If after withdrawal there is a credit balance, the quarterly portion of the Cal Poly scholarship will be canceled or reduced by no more than the credit balance on the account.

Outside Scholarships are subject to the instructions of the individual donors.

Aid received from private sources external to the institution or credit balances of less than $25 will not be subject to this policy.

Post-Withdrawal Disbursements

If a student withdraws before federal aid has disbursed, the University is required to determine if the student was eligible for the funds and if eligible, what portion the student is allowed to retain based on the period of enrollment and to disburse that portion to the student. 


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