Leeds Arts University is approved to administer US Federal Student Aid for eligible students studying on our Undergraduate and Postgraduate courses. 

The information below is intended to assist students (US citizens or eligible non-citizens of the US) to apply for Federal Aid to support the cost of their studies. We are committed to providing high-quality support as you navigate the process of determining the best way to pay for your education. 

Leeds Arts University’s School Code is G42623 or 042623. 


Please use the information below to guide you through the application process:


In order to be eligible for Federal Aid you:

  • Must be a student enrolled or accepted for enrollment in an eligible programme at Leeds Arts University
  • Must have a high school diploma or equivalent 
  • Must be enrolled at least half-time and physically present at Leeds Arts University for the duration of your studies
  • Must comply with Leeds Arts University's Satisfactory Academic Progress (SAP) policy
  • Must not be convicted of possessing or selling illegal drugs while receiving financial aid
  • Must be a US citizen or eligible non-citizen with a valid Social Security Number (SSN)
  • Must complete the Free Application for Federal Student Aid (FAFSA) each year
  • If male and aged 18-25, you must be registered for Selective Service
  • Must not be in default on an educational loan and must not owe a repayment on an adjusted federal grant

Periods of study or work placements outside the UK may adversely affect your loan eligibility. You must contact the International Office if you think this might apply to you.

Periods of study in the U.S. during your course will adversely affect your loan eligibility.

Loan Types

There are four types of Federal loan options available. It is your responsibility to carefully research the terms and conditions (including repayment obligations, interest rates, deferral options, etc) and consider the implications on your specific circumstances before proceeding.

1. A Federal Direct Subsidized loan is based on financial need. The US Government does not charge interest on these loans while students are enrolled at least half time at the university and for a six-month grace period after graduation. Direct subsidized loans are subject to annual and lifetime caps. The amount of subsidized loan depends on the information reported in your FAFSA:

  • Your Estimated Family Contribution (EFC). This is calculated by US Federal Loans and provided on your SAR. Please note that your family does not have to provide you with the EFC amount but it is used to determine how much subsidized loan you are entitled to receive
  • Any existing loan amounts

Please note that graduates are not entitled to a Direct Subsidized Loan but may apply for up to $20,500 from the Direct Unsubsidized Loan.

2. A Federal Direct Unsubsidized loan is awarded regardless of financial need. The U.S. Department of Education updates interest rates annually. Unsubsidized Loans are subject to annual and lifetime caps. The amount available depends on:

Fees - A fee of 1.062% is deducted from the gross amount of the loan so you may wish to consider this when determining the amount you need to borrow.  Any Subsidized or Unsubsidized loans originated with a first disbursement date on or after 1st October 2019 will have a revised fee (TBC).

3. A Federal Direct Parent PLUS Loan can be used to cover the remainder of your Cost of Attendance. This loan is available to parents or others to borrow on behalf of a dependent undergraduate student and is subject to a limited credit check.

Parents can borrow up to the total Estimated Cost of Attendance minus all other sources of financial aid their student receives. PLUS loans are the financial responsibility of the parents and not the student. A parent PLUS loan borrower must meet the same citizenship and residency requirements as the student. The parent must not owe a refund on a federal student financial aid grant or be in default on a federal student loan.

A credit check is conducted when your parents begin the loan application process. Undergraduates whose parents do not qualify for a PLUS loan can borrow additional Federal Direct Unsubsidized loan funds.

The interest rate is fixed at 7.595% (from 1st July 2018).  Repayment begins within 60 days after your loan is fully disbursed and lasts ten years. Origination fees for Direct Parent PLUS loans are set at 4.248%.  Loans originated with a first disbursement date on or after 1st October 2019 will have a revised fee (TBC).

4. The Federal Direct Graduate PLUS Loan is a federal loan that graduate students with good credit histories may borrow to help pay their educational expenses.

A graduate student may borrow up to the total Cost of Attendance less all other financial aid received by the student.

Applicants for these loans are required to complete the Free Application for Federal Student Aid (FAFSA).

They also must have applied for their annual loan maximum eligibility under the Federal Unsubsidized Direct Loan Program before applying for a Graduate/Professional PLUS loan.

The interest rate is a fixed rate of 7.595% (from 1st July 2018) and is charged on the loan from the time the loan funds are disbursed until it is paid in full. There is a 4.248% loan origination fee deducted from the loan by the U.S. Department of Education, loans originated with a first disbursement date on or after 1st October 2019 will have a revised fee (TBC).

Repayment begins on the date of the last disbursement of the loan and the first payment is due within 60 days after the date the loan is fully disbursed. A Graduate PLUS borrower may receive a deferment while he or she is enrolled on at least a half-time basis at an eligible school. Upon dropping to less than half-time enrollment status, the borrower is not entitled to a grace period on his or her PLUS loans.

More information on U.S. federal student loans is available on the U.S. Department of Education website.

Private Alternative Loan

A private alternative loan is a non-federal education loan, through a private lender, typically in the student’s name and requiring a co-signer. Approval and interest rates are based on the creditworthiness of the borrower and co-signer. Each alternative lender has different eligibility requirements, loan rates, terms, and conditions.

Students who are eligible for federal student aid should complete the FAFSA and exhaust all federal loans and scholarship opportunities, before applying for a private alternative loan. Federal student loans generally have more favorable terms and conditions than private loans but this can vary depending on your individual circumstances. 

Leeds Arts University is willing to work with any lender who offers alternative educational loans to students enrolled at foreign schools. Currently, we are aware of only one such lender, Sallie Mae, but we advise students to explore all options available to them.

You should not apply for a Sallie Mae loan more than 180 days before the disbursement date. If your course starts in September, you should not apply until April, or your loan application will become invalid.

Sallie Mae also offers a "Parent Loan" which gives parents and other individuals a flexible way to take out an education loan in their name, while relieving the student of financial responsibility.  For more information, please refer directly to Sallie Mae.


Making Your Application

The steps for applying are as follows:

1. Submit your FAFSA (Free Application for Federal Student Aid)

Apply online at https://fafsa.ed.gov

You will need the Leeds Arts University school code for your application – it is G42623. As you progress through your studies you are required to complete a new FAFSA each year. 

2. Check your Student Aid Report

Once the US Department of Education has processed your FAFSA, you will receive a copy of your Student Aid Report (SAR) by email. Please review it to check it is accurate - you must ensure it includes an EFC (estimated family contribution) and details of any previous loans. If there are any issues highlighted in the ‘Comments about your information’ section at the end of the SAR, you must resolve these. When your SAR is finalized, please email us at international@leeds-art.ac.uk. The US Department of Education will tell you that your school has been notified of your FAFSA but this does not actually happen for institutions outside the US.

3. Selective Service

If you are male you need to have signed up to Selective Service before you turn 26. If you have not done this, you can do so at https://www.sss.gov/Home/Registration.

If you are over 26 you will need to provide us with details of your citizenship status or proof of exemption.

4. Complete your Cost of Attendance

We will send you an award letter confirming the Cost of Attendance and the amounts of loan available for you to borrow. Please review and amend this to show how much you wish to borrow, then email it back to us. 

5. Complete a Master Promissory Note (MPN)

You must complete a new Direct Loan Master Promissory Note, this is required every year. Please email this to us at international@leeds-art.ac.uk. You will need to complete an MPN for your Federal Aid loans and, if applicable, a separate MPN for your Plus Loan. This can be done at www.studentloans.gov

6. Complete Entrance Counselling

Complete the Entrance Counselling at www.studentloans.gov and email us the evidence it has been completed – such as a screen print or the certificate as an attachment.

When we have all the required documents from you, we will originate your Federal Student Aid disbursements using the US Department of Education’s online system. When this has been approved by the Department of Education, we will send you a letter with the loan amount to be available when you have enrolled, and the disbursement dates. You will be able to use this letter as part of your visa application.

We will contact you in advance of your first disbursement to check whether you wish to change or refuse it. When the money has been received we will deduct the relevant tuition fee payment before transferring the remaining amount to your bank account. Once you have enrolled in your course, you must inform us if you have any plans to withdraw or interrupt your studies. We will be able to advise you on how this will affect your Federal Aid payments, and what you need to do. 

Loan Origination

Once all the requirements have been met, Leeds Arts University will originate (process) your loan with the U.S. Department of Education. Please be aware that it may not be possible to process loan applications received less than one month before the start of the academic year in time for the start of classes.

You should also be aware that the U.S. Government deducts an Origination Fee from each loan disbursement. Fees for funds disbursed on or after 1 July 2018 the fees are as follows:

  • 1.062% from Subsidised and Unsubsidized Direct Loans
  • 4.248% from Parent and Graduate PLUS Loans

Rates for the 2019-20 cycle will be confirmed as soon as they have been released. When they are updated both prospective and committed borrowers will be notified.

Proof of funding for Visa purposes

If you are required to apply for a Tier 4 Visa to study in the UK, you will need to demonstrate that you have sufficient funds to cover the costs of the first year of study. This is the total cost of your tuition fees plus a set amount of maintenance funds as determined by the UKVI. Your letter confirming your Direct Loan funds can be used to support your visa application. 

UK Visas and Immigration will accept your U.S. Loan Confirmation Letter as proof of funding for visa applications. 

Please note, we will only issue your CAS (required to apply for your visa) once your loans have been originated.

If you have secured a certified Sallie Mae loan, they will send you a letter of confirmation as evidence that you are in receipt of a private loan for the purposes of education and the loan amount. This will be required as supporting evidence for your visa application.

Email international@leeds-art.ac.uk for assistance with applying for your student visa.

Throughout Your Course

Accessing your loan

In line with US Government regulations, Direct Loans are disbursed to Leeds Arts University in installments each academic year. Leeds Arts University will deduct the amount due for tuition fees and any other relevant costs. You must have completed Leeds Arts University’s enrollment procedures and submitted UK bank details for the funds to be deposited before you can receive the installments.

Disbursement dates are as follows:

  • Undergraduate students: October and February
  • Postgraduate students: September, January, and April

You will be advised of the precise dates at the beginning of each academic year and prior to each disbursement being transferred. There is a compulsory 30 day delay to the first disbursement for fraud prevention reasons so we advise that you come with enough funds to support yourself for at least a month while you await the first disbursement.

All disbursements are subject to the following conditions:

  • You are making satisfactory academic progress
  • You are enrolled at least half time
  • You are not in the U.S.
  • You have not violated any federal compliance regulations (such as repayment default, fraud, drug offenses)
  • You have the right to cancel further installments of the loan at any point

You will need to open a UK bank account when you arrive in the UK for the first time. Although Leeds Arts University cannot recommend a particular bank, the International Welcome Pack includes helpful advice about how to set up an account.

Satisfactory Academic Progress (SAP)

Leeds Arts University must ensure that students in receipt of Direct Loan funds are fulfilling the requirements of U.S. Government Satisfactory Academic Progress (SAP) regulations. SAP procedures are separate from the normal University assessment and progression regulations, and to receive Federal Aid students must comply with federal SAP regulations.

SAP will be checked and verified at the end of each loan disbursement payment period and prior to the subsequent disbursement. If you fail to meet the SAP requirements, you may lose your entitlement to US Federal Aid. The University’s SAP Policy is supplied to all loan applicants and is available to download from the Leeds Arts University website.

Exit Counselling

Upon ceasing enrollment and prior to beginning repayment, borrowers are required to complete an Exit Counselling session.

You are also required to also carry out loan Exit Counselling if you drop to less than half-time, or you withdraw from the University.

The Exit Counselling session provides invaluable information about borrower rights and responsibilities regarding repayment of your Federal student loans.

All students due to complete their studies at Leeds Arts University in the 2019-20 academic session are asked to complete an Exit Counselling session on the StudentLoans.gov website. This applies even if you intend to pursue a new programme of study in the 2020-21 academic session.


Please "Log In" using your FSA ID and complete your Exit Counselling session. You will complete a series of short quizzes before continuing through the session. Please note that you must complete the entire session once you begin. The entire session takes approximately 30 minutes to complete.

Once you have completed your session we will retrieve the results of your Exit Counselling in order to record that you have fulfilled the requirements.

For further information please consult the US Department of Education's Exit Counselling Guide for Borrowers of Direct Loans and Federal Family Education Program Loans

Contact Us

We are here to help and support you through the whole process! Please do not hesitate to get in touch on international@leeds-art.ac.uk

Further Information

Cost of Attendance - Undergraduate

The costs below are the typical Costs of Attendance for an undergraduate student entering their first year of study in September 2019.  

Tuition fees

Course fees for a first-year undergraduate student in 2019-20 (including a 2 % discount) 



Based on single en-suite in Liberty Park / Liberty Dock for the 39-week academic year


Course materials

This is an aggregated estimate and will vary considerably depending on the individual students’ course and creative practice


Local travel

Based on an annual discounted bus pass


Personal costs

Including food, clothes, toiletries, socializing, etc.


Computer supplies

Including the capital cost of a laptop


Educational visits

This is based on a student participating in one European and one international trip year. Please note these trips are not compulsory.  


Two return flights

Based on two return flights UK-USA per year with transfers



Payable in the first year of study only to cover the full course of study 


NHS charge

Payable in the first year of study only to cover the full course of study 


Visa costs

Payable in the first year of study only to cover the full course of study 


Loan Origination fee

Charged by Federal Aid, deducted before loans are received by Leeds Arts University


Total (GBP)



Total (USD)

USD using an exchange rate of $1.45


Cost of Attendance - Postgraduate

The costs below are a sample Cost of Attendance for a postgraduate student starting their course in September 2019. 

Tuition fees

Course fees for a postgraduate student in 2019-20 (including 2% discount)



Based on single en-suite in Liberty Park / Liberty Dock for a 52-week academic year


Course materials

This is an aggregated estimate and will vary considerably depending on the individual students’ course and creative practice


Local travel

Based on an annual discounted bus pass


Personal costs

Including food, clothes, toiletries, socializing, etc.


Computer supplies

Including the capital cost of a laptop


Educational visits

 This is based on a student participating in one European and one international trip year. Please note these trips are not compulsory.  


Two return flights

 Based on two return flights UK-USA per year with transfers



 Payable in the first year of study only to cover the full course of study 


NHS charge

 Covers the full course of study 


Visa costs

 Covers the full course of study 


Loan Origination fee

 Charged by Federal Aid, deducted before loans are received by Leeds Arts University


Total (GBP)



Total (USD)

 USD using an exchange rate of $1.45


Consumer Disclosures

Consumer Information for Leeds Arts University as required by US Federal Regulations can be found below.

Student Financial Aid Information

Leeds Arts University as an institution provides early payment discounts for international students and alumni tuition fee discounts (the International Progression Award) where appropriate. For further information please see here:


For information regarding US Loans and Federal Aid please refer to the following website:


Which contains the following information:

  • Process for applying for funding
  • Award amounts and type of loan
  • Disbursement frequency
  • SAP requirements (SAP Policy)
  • Alternative Private Loans (Sallie Mae)
  • Exit Counselling
  • Loan repayment information 

Cost of Attendance:

For information on the Cost of Attendance at Leeds Arts University, including tuition fees, books, accommodation, food, and local transportation costs please click on the following links:

COA: https://www.leeds-art.ac.uk/international/fees-scholarships/us-federal-aid/

Financing your studies: http://www.leeds-art.ac.uk/international/tuition-fees-scholarships/

Accommodation costs: http://www.leeds-art.ac.uk/international/accommodation-support/  

Choice and location of accommodation: http://www.leeds-art.ac.uk/life-in-leeds/accommodation/ 

Health and wellbeing: http://www.leeds-art.ac.uk/student-support/

Books and other resources can be accessed through the library: http://www.leeds-art.ac.uk/about-us/facilities/library-blenheim-walk/

Students can access their reading lists and module information through the virtual learning environment e-Studio: https://estudio.leeds-art.ac.uk/login/index.php  

Unfair practice including plagiarism, self-plagiarism, collusion, cheating, ghostwriting (i.e. soliciting a third party to do some or all of a piece of work) and falsification of data will be deemed serious academic misconduct. Further information can be found here: 


To view the university’s travel and transport information please visit:


Students with Disabilities:

Information about the services Leeds Arts University offers to students with disabilities is available here:


Refund policy:

The Leeds Arts University Tuition Fee and Bursary policy fees can be accessed here. Please note the policy for 2019-20 will be available shortly:


A US student’s leave of absence (LOA) must not exceed 180 days in any 12-month period as per the guidelines set out by the US Department of Education. Any student granted LOA by the University that exceeds 180 days in the 12-month period will be reported to the US Department of Education as withdrawn for Title IV purposes. 

Return of Title IV Financial Aid:

Where a student has been in receipt of Title IV funding then withdraws prior to the end of a payment period, the University is required by the US Department of Education to complete the Return of Title IV funds process (R2T4). Please see here for our Return of Title IV (r2t4) Policy.

Accrediting Agencies and Governing Bodies:

Please refer to the following website for key information about Leeds Arts University: http://www.leeds-art.ac.uk/about-us/governance/

Academic Programmes at Leeds Arts University:

For information on Academic Programmes offered please see:  http://www.leeds-art.ac.uk/study/

Safeguarding Customer information:

For general information about student records and data protection please refer to the following http://www.leeds-art.ac.uk/privacy/data-protection/

This covers the following:

  • Safeguarding, Health, and Wellbeing
  • Data protection
  • Personal details required for administration and registration.

Careers and Employability:

For information regarding the services offered by Leeds Arts University Careers, Enterprise and Employability team and the destinations of our graduates please see:




For more information about student health and wellbeing: http://www.leeds-art.ac.uk/student-support/

Fire safety policy:


Attendance Monitoring:

For a general overview of information regarding how Leeds Arts University monitors attendance:


And Tier 4 attendance monitoring:


Study Abroad and International Opportunities:

There are opportunities to participate in educational visits both in Europe and internationally throughout your course.

To study abroad during your degree course through a formal arrangement with another institution, the following conditions must be satisfied in order to remain eligible for Federal Aid:

  • Your study abroad institution must also be a participating and approved Federal Aid (Title IV) School
  • Your study abroad institution must not be in the USA

Please refer to the Federal Aid website to find out which international schools participate in the federal student aid programs.


Satisfactory Academic Progress

The U.S. Department of Education requires institutions of higher education to establish minimum standards of satisfactory academic progress for students receiving Federal Aid. Satisfactory Academic Progress (SAP) means the student is proceeding in a positive manner toward fulfilling degree requirements. SAP includes two standards; qualitative and quantitative. Students must meet both standards to continue receiving financial aid.

Both the qualitative and quantitative SAP standards are reviewed at each evaluation point.


In order to maintain eligibility for financial aid with the qualitative standard, a student must maintain the academic standing necessary to remain at Leeds Arts University. The Academic Registry will conduct a review at the end of each evaluation point to determine the student’s successful progress toward obtaining a degree by comparing the modules passed and credits accumulated to the required pass mark and total credits for the level of study.


Students must achieve at least an overall pass mark per module of 40% or above and accumulate 120 credits per level. Further details are available in the University Academic Regulations governing your course. Students will be evaluated after two years of enrolment to ensure they have maintained the required pass mark to that point. 


Students must pass each module and accumulate 180 credits (for the full-time mode) or 90 credits (for the part-time mode). Further details are available in the Academic Regulations governing your course.


All students must maintain a level of academic progression as specified in the University’s Academic Regulations.  Students who fail to maintain sufficient academic progress will be withdrawn from the University in line with policies and procedures outlined in the Academic Regulations.  A student may appeal against the decision of the Final Examination and Progression Board with reference to the Academic Appeals Policy and Procedure.  If an academic appeal is upheld, the University will re-evaluate their financial aid status.

Tier 4 visa students should be aware that visa policies may not be the same as SAP and/or University policies.


Maximum Completion Timeframes and Pace of progression

Eligible undergraduate students are entitled to receive financial aid for up to 150% of the published course length as measured in credits. The maximum registration period for postgraduate students is defined in the Academic Regulations.  

Example:  Undergraduate degree program = 120 credits

Maximum Timeframe = 150% x 120 credits = 180 credits

Required Pace of progression = 120 credits divided by 180 credits = 0.666 rounded to= .67 = 67%.

Therefore if a student completes 67% of the courses attempted, the degree will be completed prior to reaching the maximum timeframe allowed to receive Federal Aid. 

In General 

Students attending full-time courses are not eligible for student aid if their enrolment is below 50% (less than half time).

SAP Evaluation Points

Evaluation points fall at the end of each payment period. For students on courses of study lasting one year or less, that is typically in September, January and April of the year of study. For students on programmes lasting more than one year, payment periods typically fall in October, January, and April of the year of study. For students who are required to re-sit a failed unit, there will be a further evaluation point at the end of the resubmission period and prior to the first disbursement for the new academic year.

Students will only be notified of the outcome if they have not met SAP requirements and are to be placed on Financial Aid Warning. In this instance, students will be notified in writing by the Academic Registry/ Internationalisation.

Financial Aid Warnings, Appeals and Financial Aid Probation

Financial Aid Warning

Students that fail SAP requirements at one of the evaluation points in an academic year will be issued with a Financial Aid Warning. This warning will last for one payment period, during which time a student can still receive Financial Aid. Students that fail to regain SAP by the end of the Financial Aid Warning period will lose eligibility for Financial Aid unless they successfully appeal or they enter into an acceptable academic plan with the University.   

Students may appeal their failure to meet SAP requirements by submitting a written letter of appeal in accordance with the Academic Appeals Policy and Procedure found in the Academic Regulations. If the appeal is successful, the student will then enter Student Loan Probation status.

Student Loan Probation Status

Students who successfully appeal a failure to make SAP are placed on Student Loan Probation for the subsequent payment period at the end of which SAP will be evaluated.   If the student has not made SAP, the student will lose eligibility unless they have entered into an acceptable academic plan with the University.

For students who are repeating a unit, student loans can be received during the period of probation for one payment period. Further student loan disbursements will be held until the marks or grades and module completions have been reviewed for the period of the Student Loan Probation. If the student passes the required module(s) they will resume normal financial aid status and will no longer be on Student Loan Probation.

The student and the University may develop an academic plan that will allow the student to meet the SAP standards by a specific point in time.  If the student needs more than a single payment period to return to a good SAP standing, the student can continue to receive FSA as long as he/she follows the academic plan.

A student on an academic plan will have modified SAP requirements for the duration of the plan. If the student fails to meet the terms of the academic plan, the student is not eligible for federal financial aid.

SAP will continue to be checked at the end of each payment period while the student is on an academic plan until the student is again making SAP, after which time SAP will be checked at the end of each academic year. 

Student Loan Denied Status

Students failing to satisfy the minimum requirement of passing all failed modules and successfully progressing after a repeat period of study will be considered as academic failure leading to withdrawal from the course will be required to withdraw and will not be eligible for Direct Loans.

Withdrawals, Transfers, Interruptions, Repeats or Fails within SAP Standards

Normally, all periods of a student’s enrolment count when assessing progress, even when the student did not receive federal student loans. Some examples of changes to enrolment and how these impact the measurement of SAP are outlined below.


Withdrawal or non-completion of a course does not count towards SAP measurement in another course.

Transfer Students

Transfer students’ transcripts will be evaluated by the Program Director. Any modules that are applicable to the degree requirement will be accepted and will be used to measure the quantitative SAP requirement (150% timeframe). Only those grades earned at Leeds Arts University will be used to compute the qualitative requirement (grading) for progression or final degree classification.

Change of Program or Degree

Students who decide to change their degree course will be evaluated similarly to transfer students with the exception that the credits previously earned at Leeds Arts University will be used to measure the qualitative requirements.

Reassessment or partial repeat due to academic failure

Students must complete all required modules by the end of each level. Students who achieve a passing grade may not repeat a module. Students who fail a module must submit work for reassessment and obtain a passing grade to complete the level.  Details of reassessment and opportunity for a partial repeat are found in the Academic Regulations.  There are no non-credit remedial courses.

Additional Degrees

Students who have completed a degree and wish to pursue another degree must apply for admission to that course as would any other applicant and meet the admission requirements for the new course. Federal loan eligibility will be limited to the aggregate program maximums under Federal Regulations.


If you have any questions regarding this SAP Policy, please contact the Academic Registrar at Leeds Arts University.

Return of Title IV Funds Policy

Policy for Return of Title IV Funds When Suspending, Withdrawing, Transferring course or changing the status of Studies

It is essential that you email the University if you change the status of your studies as follows:

  • Suspend
  • Withdraw
  • Transfer course
  • Transfer route
  • Change from full-time to half-time or less than half-time

Under US federal law, the University is required to report any changes to your enrolment within tight timescales. For students who withdraw from their studies, interrupt for more than 180 days, or complete their studies earlier than expected, it may be necessary to complete a Return to Title IV (R2T4) calculation and arrange for the return of any ‘unearned’ Direct Loan funds to the US Department of Education.

R2T4 Calculation

The Finance Office will complete a Return to Title IV (R2T4) calculation to calculate the amount of Title IV program assistance that has been earned, using a formula provided by the US Department of Education.

When a student withdraws during a payment period, the amount of Title IV programme assistance that has been earned up to that point is calculated by dividing the number of days attended by the total number of days in the payment period. For example, if the student completes 30% of the payment period or period of enrolment, the student has earned 30% of the assistance they were originally scheduled to receive.

If it is calculated that the student has completed 60% or more of the payment period, all the assistance they were due to receive for the payment period is considered to have been earned and no funds need to be returned.

If it is calculated that a student has completed less than 60% of the payment period, the unearned funds that were already received must be returned to the US Department of Education. The University will return funds and the student may also need to return funds.  University-scheduled breaks of five or more consecutive days will be excluded from the completion calculation.

If a student withdraws during a payment period for which he/she has not received a disbursement of Federal Aid funds, the amount of funds that a student has earned will be calculated, the appropriate amount will be disbursed, and a refund submitted to the student if applicable following any university fee subtraction. The remaining funds will be returned to the US Department of Education.

If the student did not receive all of the funds that were earned, the student may be due a post-withdrawal disbursement. The University will notify the student within 30 days of the date that it has been determined the student has withdrawn of the amount of a post-withdrawal disbursement for which the student is eligible. The student may choose to accept any loan funds or to decline some or all of them. Any post-withdrawal loan funds that are disbursed, like loan funds disbursed previously, will have to be repaid by the student.  The University will use the R2T4 worksheets as provided by the US Department of Education to determine how much of the loan may be retained and how much must be returned.

The University may use all or a portion of the post-withdrawal disbursement (including loan funds, if the student accepts them) for tuition and other costs.  The University would need the student’s permission to use the post-withdrawal disbursement for other charges.

The student will be required to inform the University whether he/she wishes to accept some or all of the available post-withdrawal loan funds within a specified period of time of not less than 14 days after the student is contacted by the University.  The University may honour a late response but will not honour a response that is more than 180 days late.  The University will only disburse post-withdrawal funds upon documented confirmation by the borrower.   

There are some Title IV funds that students are scheduled to receive but which cannot be earned once a student withdraws because of other eligibility requirements. For example, in certain circumstances, if a first-time, first-year undergraduate student has failed to arrive or otherwise has not completed the first 30 days of their course before withdrawal, the student will not earn any Title IV funds that he or she would have received had the student remained enrolled past the 30th day.

In the event a student receives all failing grades for a semester, the Course Leader will contact Academic Registry to determine if the failed grades were earned (and thus are a representation of academic performance) or represent a lack of attendance. In the event it is determined that failure grades are the result of a lack of attendance, the student will be withdrawn from the US Direct Loan Programme.

If it is determined that the student never attended the University, the student will be withdrawn, all Title IV loans will be cancelled and any loan funds received for the student will be refunded to the US Department of Education.

If the student receives (or the University receives on behalf of the student) excess Title IV programme funds that must be returned, the University will return a portion of the excess equal to the lesser of:

  1. The institutional charges multiplied by the unearned percentage of the funds, or
  2. The entire amount of excess funds.

The requirements for return of Title IV program funds when a student withdraws are separate from the University’s Higher Education Tuition Fee and Bursary Policy.  A student may, therefore, still owe funds to the University to cover unpaid institutional charges.

Withdrawal dates for students that officially withdraw will be determined by the completion of a withdrawal form and an agreement between the University and the student of a last date of attendance. Withdrawal dates for students who unofficially withdraw will be the last date upon which the student’s attendance was recorded.

Unearned Federal Aid funds will be returned to the US Department of Education no later than 45 days after determining the withdrawal date.

If it is determined that refund money must be returned to the US Department of Education, the distribution of funds will be allocated in the following order:

  • Federal Direct Unsubsidised
  • Federal Direct Subsidised
  • Federal PLUS

The Finance Office will inform withdrawn students by email of the amount that the University is obliged to return to the US Department of Education, the amount (if any) that needs to be paid to the University by the student, and the amount (if any) that is due to be refunded to the student by the University.

Agreed Leave of Absence/Suspension or Interruption of Studies

A request for a leave of absence must be in writing, signed and dated, and it must state the reasons for the request. The student must apply in advance for a leave of absence unless unforeseen circumstances prevent the student from doing so.  A leave of absence or a suspension of studies for less than 180 days in a 12 month period may qualify as an ‘approved’ Leave of Absence if it meets the requirements of the University. If a student is granted an ‘approved’ Leave of Absence, the student is not considered to have withdrawn, and no R2T4 calculation is required. During the Leave of Absence, the student will not be eligible for any disbursements of federal aid. If the student is granted an ‘approved’ Leave of Absence, the student will maintain in-school status for Title IV loan repayment purposes.  A student returning from a leave of absence will resume at the same point in the academic program as before the leave of absence.

Students who fail to return from a Leave of Absence/Suspension of Studies

If a student does not return to the school at the expiration of an approved leave of absence or suspension of studies, (or if a student takes an unapproved leave/suspension), the student’s withdrawal date is determined as the date that the student began the leave or suspension.

Explanation of consequences of withdrawal to loan recipients

A student who is granted an approved leave of absence or suspension of studies is considered to be an enrolled student for Title IV loan repayment purposes. If a student on an approved leave of absence or suspension of studies fails to return, then the University will report that student to the US Department of Education, providing the student’s change in enrolment status as the withdrawal date. One possible consequence of not returning from a leave of absence or suspension of studies is that a student’s grace period for a Title IV programme loan might be exhausted and they may be required to begin loan repayment immediately.  Before approving a leave of absence or suspension of studies, the University will inform a student who is a Title IV loan recipient of the possible consequences that withdrawal may have on the student’s loan repayment terms, including the exhaustion of the student’s grace period.