Any student who desires to withdraw from the University must report to the Office of Student Rights and Responsibilities (Clark Student Center, Room 108 or call 940-397-7500). Following an exit interview with the Office of Student Rights and Responsibilities, the student will be issued a copy of the Official Withdrawal Request form and a copy of the withdrawal form will be forwarded to the necessary University offices (Business Office, Financial Aid Office, and Registrar's Office). If possible, a student who has received a prior student loan(s) will be required to visit with the Financial Aid Office to complete an Exit Interview session.  A student who is not able to report to campus may have the withdrawal request processed via phone or email but still will be required to complete an Exit Counseling Session with the Financial Aid Office.  Upon receipt of the withdrawal form in the Financial Aid Office, the appropriate federal and/or state refund calculation will be performed to determine if the student must repay all or part of the aid awarded, as detailed below.  Refer to the information below regarding the REFUND / REPAYMENT POLICY to determine if you will be required to repay any financial aid monies as a result of your withdrawal from the University.


A student who withdraws or is administratively withdrawn from Midwestern State University (MSU) may be eligible to receive a refund for all or a portion of the tuition, fees, and room/board charges that were paid to MSU for the semester.  HOWEVER, if the student received financial aid (federal/state/institutional grants, loans, and/or scholarships), all or a portion of the refund may be returned to the financial aid programs. NOTE: should the student invalidate registration or never attend any class(es), ALL financial aid funds will be cancelled AND the student must contact the Office of Student Rights and Responsibilities (Clark Student Center, Room 108 or call 940-397-7500) to officially withdraw from the University. As described below, two formulas exist in determining the amount of the refund and may be modified at any time without prior notice in order to comply with federal and state guidelines.  Examples of each refund calculation will be made available upon request.



FEDERAL "RETURN OF TITLE IV AID" (R2T4) POLICY: The federal refund formula is applicable to any student receiving Title IV aid, which includes the Federal Pell Grant, Federal TEACH Grant, Federal Supplemental Educational Opportunity Grant, Federal Perkins Loan, Federal Stafford Loan (Subsidized and/or Unsubsidized) and Federal PLUS Loans (Graduate and Parent). This refund calculation excludes Federal Work-Study The federal refund formula provides a return of Title IV aid if the student withdraws, is administratively withdrawn or voluntarily ceases attendance in all classes before completing more than 60% of the enrollment period. Furthermore, a refund calculation must be performed for financial aid recipients who fail to earn a passing grade in all classes as identified by the Financial Aid Office at the end of the term/semester; these students are considered "unofficially withdrawn" and the R2T4 calculation must be performed to determine how much aid was 'earned' and how must must be 'repaid' by the student.  The amount is based on the student's last documented date of attendance as reported by the Registrar's Office and/or documentation from the professor.  If any refund remains after the required return of the Title IV aid, the refund will then be used to repay other state/institutional grants and/or scholarships, as detailed below in the State Refund Policy.  If any financial aid funds are released to the student prior to the student's withdrawal (via a refund check as a result of a credit balance on the student's account), the student may then be required to repay all or a portion of the financial aid funds that had been previously released to the student.  A student not receiving Title IV aid will have his/her refund calculated using only the State Refund Policy, as detailed below.

The following steps are used to calculate the amount of aid that must be returned to the appropriate program(s) under the auspices of the R2T4 policy:

  1. Determine the withdrawal date as documented by the Dean of Student's Office or documentation from the professor regarding the student's last date of attendance.
  2. Determine the amount of aid the student earned by multiplying the percentage of the completed period of enrollment (or 100% if the student completes more than 60% of the enrollment period) x the aid that was disbursed and/or could have been disbursed as of the date of withdrawal. If the student received less aid than the amount earned, a post-withdrawal disbursement will be offered to the student as long as the student meets the current required conditions for a late disbursement; the post-withdrawal disbursement will be made within 120 days of the student's withdrawal date.
  3. Determine the amount of aid the student did NOT earn by subtracting the "Earned Amount" from the aid disbursed as of the date of withdrawal.
  4. Determine the amount of aid the University must return which is the amount equal to the total institutional charges for the payment period x the percentage of unearned aid; the amount of Title IV funds for which the University is responsible to return must be done as soon as possible but no later than 45 days after the withdrawal date.
  5. Determine the amount of aid the student must return which is the amount equal to the aid received by the student for non-institutional expenses x the percentage of unearned aid.

Further rules apply to the return of unearned aid, which include:

  1. The University is required to return the amount of unearned aid that is equal to the total institutional charges for the payment period x the percentage of aid that was unearned.
  2. In order to satisfy the amount the University must return to the aid programs, a combination of the following resources may be used:
    1. Aid not yet disbursed to the student, and/or
    2. The student's refund as determined by the official refund schedule as posted in the Schedule of Classes (or, see State Refund Policy below), and/or
    3. An additional amount to be repaid by the student.
  3. The student must return the balance of the unearned aid less the amount returned by the University
  4. The student's loan amount(s) to be returned are to be repaid in accordance with the terms of the promissory note.
  5. The student's grant amount(s) to be returned are 50% of the initial grant amount to return.
  6. Excess funds will be returned in the order as indicated below in the "Distribution of Funds".

STATE REFUND POLICY: As stated in the current catalog, a student who withdraws from the University will receive a pro-rated refund of tuition, fees and room/board charges, in accordance with the following schedule:

Fall/Spring Semester(s)
Prior to the 1st class day 100%
During the first 5 class days 80%
During the second 5 class days 70%
During the third 5 class days 50%
During the fourth 5 class days 25%
After the fourth 5 class days 0%

Summer Term(s)
Prior to 1st class day 100%
During the 1st,2nd, or 3rd class day 80%
During the 4th, 5th, or 6th class day 50%
After the 6th class day 0%

DISTRIBUTION OF FUNDS: If a student is entitled to receive a refund in accordance with the Federal and/or State Refund Policy, as described above, the refund must be applied to the appropriate program in the following order:

  1. Federal Direct Unsubsidized Loan
  2. Federal Direct Subsidized Loan
  3. Federal Direct PLUS Loan (Graduate)
  4. Federal Direct PLUS Loan (Parent)
  5. Federal Pell Grant
  6. Iraq and Afghanistan Services Grants
  7. Federal Supplemental Educational Opportunity Grant
  8. TEACH Grant
  9. Other Title IV Aid
  10. Other State/Institutional Aid