Expenses and Financial Aid

Academic Catalog: 2018–2019

2018–2019 Tuition, Room, and Meal Plan Fee

The 2018–2019 tuition, room, and meal plan fee for entering students and returning students in Fall 2018 semester is listed below:

2018–2019 Tuition, Room, and Meal Plan Fee
Tuition Room Meal Plan Total
$44,900.00 $6,300.00 $3,610.00 $54,810.00

This includes tuition for a regular program of courses, standard room, and standard meal plan. It does not include textbooks, transportation, long distance telephone, any residence hall damage, laundry, or pocket money. These expenses are estimated at $2,060. Other fees (both voluntary and mandatory) are described in the Payment of Fees section, which follows.

Because all full-time students are required to live in College-operated residences unless granted a specific exemption by the Director of Residential Life, or unless College housing is not available (see section on Residential Life), students who do not comply with the College residence requirement will be liable for the full tuition, room, and meal plan fee as if they were living in College housing. The additional costs will not be considered for financial assistance purposes.

Gustavus will waive the room and meal plan portion of the fee for students living with their parents or for upper-class students who have obtained permission from the Director of Residential Life to reside off-campus.

The Board of Trustees will announce 2019–2020 tuition and fees in March 2019.

Financial Assistance

The Gustavus financial assistance program reaches out to all first baccalaureate degree-seeking students in three ways:

  • Need-based financial aid
  • Academic/merit-based scholarships
  • Financing plans

Need-based financial aid is awarded to those students whose expected family contribution is less than the total estimated cost of attendance at Gustavus for one year.

In order to determine the family contribution, students and their parents must complete the Free Application for Federal Student Aid (FAFSA). The FAFSA is available after October 1 online at fafsa.gov.

Gustavus subtracts the expected family contribution from its estimated annual total costs. The resulting difference is the student’s financial aid eligibility for the academic year. We do not guarantee that demonstrated financial need will be met 100 percent.

Need-based grants, including the Gustavus Tuition Grant, are awarded by the federal or state government, foundations, organizations, or by the College. Grants, sometimes referred to as scholarships, do not have to be repaid. Because such grants are based on need as determined by FAFSA, these awards may change year to year.

Academic/Merit-Based Scholarships

The following scholarships are based on merit and do not require a student to demonstrate financial need. They may be awarded as part of a need-based financial aid package. All merit-based scholarships are subject to reclassification to a more prestigious Gustavus-funded scholarship. The student will retain honorary winner status of the original scholarship. The total grant/scholarship award will never decrease due to a reclassification.

The following information refers to the scholarship programs as revised for 2018– 2019. The terms and conditions listed apply only to students entering Gustavus in 2018–2019. Other students will continue under the terms and conditions of their original scholarships until they graduate from Gustavus.

Students may receive only one academic scholarship plus any other supplementary merit-based scholarships.

Academic Scholarships:

The Dean’s Scholarship is awarded to selected incoming students (including transfer students) who have shown academic achievement in high school as measured by the difficulty of courses taken as well as grade point average and standardized test scores.

The President’s Scholarship represents the College’s commitment to academic excellence and is renewable with a 3.25 cumulative grade point average at the start of the junior year. Past recipients of these awards ranked near the top of their graduating class, enrolled in the most academically challenging courses offered, and/or earned above a composite score of 30 on the ACT or 1320 on the SAT.

Supplementary Scholarships:

The Merit Scholarship is offered in cooperation with the National Merit Scholarship Program. Finalists in the National Merit Scholarship competition who designate Gustavus as their first-choice college will receive a renewable scholarship of $7,500 in addition to one other academic or supplementary merit-based scholarship. Any additional scholarships earned will be honorary.

The Phi Theta Kappa Scholarship of $2,500 may be offered to members of Phi Theta Kappa enrolling from a community college. A minimum of 42 quarter credits or 28 semester credits and an earned community college grade point average of 3.5 are required. A separate application is required and is available online.

The Gustavus Art Scholarship, ranging from $500 to $2,000, is awarded to incoming students with demonstrated talent in and commitment to the field of visual art. Although scholarships are open to students of any major, all winners will participate in departmental activities. Awards are renewable through departmental review. A special application is required and is available online.

The Evelyn Anderson Theatre and Dance Scholarship, ranging from $500 to $6,000, is awarded to candidates with demonstrated talent and commitment in at least one of the following areas: acting, directing, technical theatre, playwriting, and dance. Winners represent a wide range of academic majors and are also interested in pursuing theatre and/or dance within the context of a liberal arts education. Awards are renewable based on satisfactory participation in departmental activities as determined by the faculty. A separate application is required and is available online.

The Jussi Björling Scholarship, ranging from $2,000 to $8,000, is awarded to incoming students based on audition and commitment to music. The Gustavus Music Award ($1,200 for 2018–2019) is added to this award. Both awards are renewable subject to satisfactory participation each semester in an appropriate ensemble and private music lessons as determined by the Department of Music. Separate application and recommendation forms are available online.

The Gustavus Music Award is an annual scholarship that offsets the cost of enrolling in .50 course of private music lessons per semester ($1,200 for 2018–2019). The award is renewable based upon audition and satisfactory completion of private music instruction each semester as determined by the Department of Music.

The Gustavus Legacy Award is a $2,500 annual given to students whose siblings are current Gustavus students or graduates, or whose parents or grandparents are Gustavus alumni.

Paul L. Rucker Scholarships of up to $5,000 per year for four years are awarded to students who bring diversity to campus. Ethnicity is one of several factors to be considered, but it is not an exclusive condition of eligibility. Scholarship recipients are selected by the Financial Aid Office.

Congregational Scholarships awarded by a student’s home congregation, regardless of denomination, will be matched by Gustavus up to $1,000 per year. The congregation must have a formalized scholarship program as evidenced by a written document of which Gustavus may request a copy. The church must send written notification of eligibility and an estimated amount each year for each student to the Financial Aid Office by August 31. The scholarship funds must arrive by August 31 each year to qualify for the Gustavus match.

Army ROTC Scholarships are available for students wishing to become an officer in the U.S. Army: active duty, National Guard, or Army Reserves. These scholarships pay full tuition and fees plus $450 a semester for books and supplies, and a monthly stipend ranging from $300 for a first-year student to $500 for a senior. These scholarships are good for two, three, or four years and are available for incoming students as well as students already on campus. Additionally, ROTC students receive a Gustavus scholarship to pay room and meals at Gustavus each year. Gustavus is a partnership school of the Army ROTC program at Minnesota State University, Mankato. For specific information on the program, go to http://ed.mnsu.edu/armyrotc.

Student Employment

Student Employment provides a wage in exchange for services performed. Work schedules are arranged around class schedules. Most Gustavus students eligible for employment work six to eight hours per week. Students are required to have their monthly earnings paid via direct deposit to a checking or savings account.

Loans

Loans are repaid after students leave Gustavus. The two major federally sponsored student loan programs are called the Federal Perkins Loan and the Federal Direct Subsidized Loan. Principal repayments on both the Federal Perkins and the Federal Direct Subsidized Loan are deferred until after graduation, and the interest is subsidized by the federal government while the student is enrolled at least half time.

Financing Plans

  1. Payment Plans arranged through TMS is an option which many Gustavus families Information about the monthly payment plan from TMS is mailed to all students.
  2. Loan programs where need is not a qualifying factor enable students to finance a portion of their Several programs are available, including The Federal Direct Loan-Unsubsidized, Federal Parent Loan for Undergraduate Students, and many other Private Alternative Loans. Details on these and other loans are obtained from the Financial Aid Office.

Enrollment and Residency Requirements for Aid Recipients

  1. Financial assistance of all types and sources is reduced or eliminated for students enrolled less than full time (less than three courses per term). Minnesota State Grant awards will be reduced for students enrolled in less than 75 courses per term or for those who have exceeded eight semesters of enrollment.
  2. Financial assistance is available to students who are repeating, for the first time only, a previously passed course to improve their grade or earn a minimum required grade in a program.
  3. Students who choose to live off campus will be eligible for $500 less in College grant/scholarship assistance per year than the amount normally awarded when living on campus.

Satisfactory Progress Standards for Financial Aid Recipients

Satisfactory Academic Progress (SAP) standards ensure that you are successfully completing your coursework and can continue to receive financial aid. All students receiving financial aid are required to meet SAP standards as measured after each semester of attendance.

Federal regulations require the College to establish, publish, and apply standards to monitor your progress toward completing your degree program. If you fail to meet the SAP standards, you will be placed on financial aid warning, probation or suspension. Your academic performance must meet the SAP standards below.

  1. Attain a A. degree within a maximum of 10 semesters of full-time attendance or its equivalent.
  2. Pace: A measurement of progress toward program completion
    • credits Transfer and PSEO credits count in this percent.
  3. Maintain the required minimum
    • 75 GPA first year in residence
    • 0 GPA after first semester of second year in residence

Students failing to meet financial aid SAP are eligible to be considered for financial aid as follows:

  1. You will be placed on financial aid SAP warning for one term if you fail to meet the required GPA and/or overall cumulative completed credits percentage While on warning you may still receive financial aid.
    1. To be removed from financial aid warning status, you must attain the required cumulative GPA and/or cumulative completed credits percentage standards by the end of your warning period. You will be placed on SAP probation at the end of your warning period if you fail to attain the required standards.
  2. You will be placed on financial aid SAP probation if after one semester of SAP warning you again fail to meet the required GPA and/or overall cumulative completed credits percentage standards. While on probation you are unable to receive financial
    1. You may appeal your financial aid SAP probation status by completing the SAP appeal Your appeal will include an academic plan that is approved by your academic advisor, CARE, and/or financial aid office.
    2. You will be placed on financial aid SAP academic plan if a SAP appeal is You are eligible for financial aid while on probation with an approved academic plan.
    3. If you do not attain required GPA and/or cumulative completed credits percentage after the next semester, but you do successfully follow the academic plan submitted with your SAP appeal and are making progress on that plan is considered eligible for financial aid.
  3. Financial aid SAP suspension. If you do not attain the required cumulative GPA and/or cumulative completed credits percentage during your SAP probation period and are not on or/maintaining an approved SAP academic plan, or if exceed your maximum timeframe of 150 percent of the published degree credits required to complete your program, you will be placed on financial aid suspension.
    1. While on suspension you are not eligible for most financial aid programs. Exceptions include some private loan programs. You must check with private lenders to determine if they offer loans to students not meeting SAP requirements.
    2. You may attend the College at your own expense until you attain the cumulative GPA and cumulative completed credits percentage requirement. To regain financial aid eligibility, your record must reflect that you have met these requirements. If you failed to meet these standards due to unusual circumstances, you have the right to appeal your SAP suspension status.

Academic Suspension

If you have been suspended from the College, you are no longer eligible for any financial aid. Once you have been readmitted, your financial aid status and eligibility will be determined based on financial aid SAP standards through a review of your academic record.

Grade and Credit Definitions

  1. Attempted credits include all grades earned at the College and transfer credits accepted by the College.
  2. Earned (completed) credits will not include grades of W or I.
  3. If you repeat a course, credits will be added to your attempted/earned credit totals each time you However, only the most recent grade received in the course will be used in the calculation of your cumulative GPA.
  4. Transfer and consortium credits accepted by Gustavus Adolphus College will be included when calculating your cumulative completed credits percentage and maximum attempted credits but not your This includes credits earned from institutions including non-Gustavus Adolphus College study away programs. Credits are included in both attempted and earned credits.
  5. Federal regulations require the College to include the original grade and number of credits for any class you retroactively withdrew from when calculating your SAP If you have retroactively withdrawn from one or more courses, the GPA used to determine if you are meeting SAP standards may differ from your official University GPA.
  6. Credits earned while a Post-Secondary Enrollment Options (PSEO) student at the College will be included in your cumulative completed credits percentage, GPA, and the maximum attempted credits PSEO credits earned at another postsecondary institution will be treated as transfer credits.

Changing Majors

If you change majors, the credits you earn under all majors will be included in your GPA calculation as well as your maximum attempted credits and the calculation of credits you have attempted and earned.

Gustavus only offers a Bachelor of Arts degree, so there is no pursuit of a second degree. Gustavus also does not offer summer terms.

Financial Aid SAP Suspension Appeal Conditions

  1. Your record shows that you earned the required GPA or cumulative completed credits percentage to meet SAP standards during a term.
  2. You were readmitted after suspension from your college.
  3. Unusual circumstances interfered with your ability to meet SAP standards, including but not limited to:
    1. Illness, accident, or injury experienced by you or a significant person in your life
      Documentation required: physician's statement, police report, or other documentation from a third-party professional; hospital billing statement
    2. Death of a family member or significant person in your life
      Documentation required: a copy of the obituary or death certificate
    3. Divorce experienced by you or parent
      Documentation required: attorney's letter on law firm's letterhead or copy of divorce decree
    4. Reinstatement after an academic dismissal or extended break in your enrollment
      Documentation required: advisor's written statement
    5. Personal problems or issues with your spouse, family, roommate, or other significant person
      Documentation required: written statement from medical doctor, counselor, attorney, or another professional advisor
    6. Successfully following an academic plan during the probationary term, yet remaining below the overall completion ratio of 67%
      Documentation required: appeal with advisor's statement section completed
    7. If you are required to withdraw for military reasons, your cumulative completed credits percentage and maximum attempted credits requirements will be waived for the semester of your official withdrawal

Payment of Fees

Education Fees
Type Amount Description
Enrollment Deposit $300 This non-refundable deposit is due when a student accepts an offer of admission and is fully credited to the fall semester payment.
Fall Registration Deposit $500 This deposit, due in March, permits returning students to register for the following fall semester classes and is credited to the student’s Fall Semester Fee Statement. The deposit is refundable if the Registrar’s Office is notified in writing prior to June 30 of the student’s intention not to enroll. Refunds are processed in July, after all other accounts—including telecommunications, library fines, and residence hall damages—are transferred to the Student Accounts Office.
Registration Deposit for Fall 2018 $200 This deposit is due June 30 and confirms new students’ intentions to enroll. It is fully credited toward the Fall Semester Fee Statement. If a student does not enroll, this deposit and the Enrollment Deposit are forfeited. Failure to submit this deposit may result in the cancellation of class registration, housing assignment, and financial assistance. A statement is mailed to the student’s home address on or about June 5.
New Student Fee $280 This one-time fee is due with the Fall Semester Fees for students enrolling for the first time. It is used to partially cover the costs of testing, advising materials, and special programming for new students. The fee is non-refundable after orientation is completed.
Student Government Fee $193 This annual fee is due with the Fall Semester Fees and is used to partially fund student government and student clubs and organizations. This fee is charged to students enrolled full-time for at least one semester, except for international exchange students. The fee is non-refundable after the first day of class attendance.
One-Time Transcript Fee $220 This fee is assessed once when a student enrolls, and it provides for lifetime transcript service. A student’s account must be paid in full before a transcript will be released.
Fall Semester Payment One-half of tuition, room, meal plan fee and full cost of fees, less advance deposits of $500 This payment is due August 31. The fee statement, sent by the College on or about July 31, will credit financial aid provided by the College (except the student employment allotment, which is paid directly to the student as earned) and the advance deposits described above.
Spring Semester Payment One-half of tuition, room, and meal plan fee The second payment is due January 31 and represents the remaining half of the annual fee. The statement is mailed on or about December 28.
Other Fees – Certain other fees may be assessed that are not covered by the tuition and fee structure.
Type Amount Description
Music Lesson Fee $600 per half course This fee is charged each semester to all students enrolled in lessons, MUS-245– MUS-367. The fee is waived for music majors, upon completion of MUS-112 and successful completion of the Audition for Music Major. Music lesson scholarships are available by audition.
Music Instrument Maintenance Fee $120 per semester Students requesting the use of a College-owned instrument for enrollment in music activities will be charged this fee. There is no charge for the use of pianos, organs, harpsichords, harps, or percussion instruments.
Course Overload Fee $2,235 per course Students taking more than 4.8 courses per semester are charged this pro-rated academic fee.
Special Student Audit Fee $790 This per-course academic fee is charged to students carrying fewer than three full courses for academic credit.
Regular Student Audit Fee $500 This per-course academic fee is charged to students whose total load of both credit and audited courses exceeds 4.8 courses. There is no audit fee charged for regular students taking more than three but less than 4.8 courses.
Part-time Student Fee $7,725 per course Students taking fewer than three courses will be charged at this rate.
Late Course Change Fees $130, $180 This is a non-refundable processing charge for each change in registration approved by petition after the second week of the fall or spring semester and after the third day of the January Interim. The change fee in the fall and spring semester is $130 from the third through the seventh week and $180 thereafter. For January Interim, it is $130 through the second week and $180 thereafter.
Housing Fees
Type Amount
Special Housing Fee: All Houses/Apartments $2,080
Special Housing Fee: Carlson International Center $950
Special Housing Fee: Gibbs Hall Single Occupancy $1,140
Special Housing Fee: Guaranteed Single $2,280
Special Housing Fee: Southwest Hall Suites $1,080
Special Housing Fee: Uhler Hall Quad Occupancy  $800
Special Housing Fee: Uhler Hall Triple Occupancy  $500
These annual fees are itemized and split between fall and spring semester billings. Information on special housing availability is mailed to upper-class students each year from the Residential Life Office.

For information concerning any additional special fees for the following programs, contact the respective campus representative:

  • Internships (Center for Career Development): 507-933-7586
  • Study Away (Center for International and Cultural Education): 507-933-7545

Statement of Financial Responsibility (SFR)

A signed and notarized SFR is required of each student before the first day of attendance. The use of the SFR provides assurances to the College in regard to collection of fees and makes it possible to offer a variety of payment options to students and parents. This form indicates who, in addition to the student, is responsible for the payment of fees. The SFR also explains the Gustavus policies relating to past due accounts, including the one percent per month (12 percent nominal annual percentage rate) finance charge. The student, and at least one parent or legal guardian, must sign the SFR, unless the student is married or at least 24 years old. The SFR covers all fees incurred through the student’s final date of attendance, which is usually graduation. A new form may be filed prior to the start of any semester if the responsible party changes due to a change in family status.

Overdue Payments

Students whose accounts are past due, either through special arrangement with the finance office or other reasons, may be assessed a finance charge of one percent per month (nominal annual percentage rate of 12 percent) on the outstanding balance owed for each month or part of a month for which the account is past due. Students who are unable to make the payments on the dates specified should contact the Student Accounts Office before the payment is due. In the absence of special arrangements, the College may cancel the student’s registration and housing.

Registration and Transcript Hold Policy

The Student Accounts Office will place a hold on a student’s ability to register for a subsequent term if the student account is not current. Additionally, the College reserves the right to withhold transcripts and the diploma until a student’s account has been paid in full.

Special Circumstances and Appeals

The College recognizes that individual circumstances may require special consideration. Students and/or their parents are encouraged to contact the College’s Student Accounts Office, Financial Aid Office, Dean of Students’ Office, or Admission Office should they have any questions. An appeals process exists for students or parents who feel that circumstances warrant exceptions from these published policies. Appeals should be directed to the Dean of Financial Aid.

Changes in Fees and Schedules

The College attempts to maintain all published charges throughout the academic year, but reserves the right to make adjustments and change procedures should unforeseen conditions make it necessary.

Refund Policy, Withdrawal, and Return of Title IV Funds (R2T4)

The Gustavus Refund Policy

For either semester and regardless of whether a student is a recipient of federal financial aid, the following credits will be applied to the student’s account upon withdrawal for any reason:

Tuition: If the date of withdrawal is before the first day of classes, 100 percent credit less $500.

For students in their first semester of attendance at Gustavus, after attending at least one class, but before the end of the 60 percent point in the term (see dates below), 35 percent credit.

For all other students, after attending at least one class, but before the end of the twentieth day of classes, 35 percent credit.

Room: The entire room fee is non-refundable after classes have begun. The College’s expenses related to the operation of the residence halls do not decline substantially when a student withdraws.

Meal Plan: The meal fee will be divided by the number of weeks in the term (usually 15) to determine a per-week Then the per-week amount will be multiplied by the number of weeks remaining in the term as of the date of withdrawal. This result will then be multiplied by a food cost factor of 35 percent to determine the actual credit. The fixed costs involved with operating the dining service do not decline substantially when a student is no longer enrolled.

New Student Fee, Student Government Fee, and One-Time Transcript Fee: These fees are non-refundable after classes have begun.

No refund or credit of any charges will be made to a student who is suspended or dismissed from the College for any reason on or after the first day of class in a semester.

Important Dates for Fall and Spring Semesters 2018–2019:
  • First Day of Classes: September 4 and February 11
  • Twentieth Class Day: October 1 and March 8
  • 60 Percent Point of Term: November 4 and April 19

Determining the Withdrawal Date

For an official withdrawal, the effective withdrawal date is the first date of notification by the student to Dean of Student, Registrar, or Financial Aid Offices or designated official as noted by a signature on the College withdrawal form. We may use a last date of attendance for the effective withdrawal date if the last date a student attended class or submitted coursework is verified by an employee at Gustavus who has knowledge of a student's class attendance, or if there is an emergency situation and there is third party documentation that verifies a student has not attended class. Gustavus does not accept a student's self-reported last date of attendance. For an unofficial withdrawal, it is the date the institution becomes aware that the student is no longer attending the institution.

For an unofficial withdrawal, due to the student failing all classes, the effective withdrawal date is the midpoint of the term if there is no late date of attendance reported by instructors. The withdrawal date for students who are academically dismissed is the date of the notification of their dismissal. We may use a last date of attendance for the effective withdrawal date if the last date a student attended class or submitted coursework is verified by an employee at Gustavus who has knowledge of a student's class attendance, or if there is an emergency situation and there is third-party documentation that verifies a student has not attended class. Gustavus does not accept a student's self-reported last date of attendance.

How a Withdrawal Affects Financial Aid

Federal regulations require Title IV financial aid funds to be awarded under the assumption that a student will attend the institution for the entire period in which federal assistance was awarded. When a student withdraws from all courses for any reason, including medical withdrawals, he/she may no longer be eligible for the full amount of Title IV funds that he/she was originally scheduled to receive. The return of funds is based upon the premise that students earn their financial aid in proportion to the amount of time in which they are enrolled. A pro-rated schedule is used to determine the amount of federal student aid funds he/she will have earned at the time of the withdrawal. Thus, a student who withdraws in the second week of classes has earned less of his/her financial aid than a student who withdraws in the sixth week. Once 60 percent of the semester is completed, a student is considered to have earned all his/her financial aid and will not be required to return any funds.

Federal law requires schools to calculate how much federal financial aid a student has earned if that student:

  • Completely withdraws, or
  • Stops attending before completing the semester, or
  • Does not complete all modules (courses which are not scheduled for the entire semester or payment period for which he/she has registered at the time those modules began.)

Based on this calculation, Gustavus Adolphus College students who receive federal financial aid and do not complete their classes during a semester or term could be responsible for repaying a portion of the aid they received. Students who do not begin attendance must repay all financial aid disbursed for the term.

How the Earned Financial Aid is Calculated

Students who receive federal financial aid must “earn” the aid they receive by staying enrolled in classes. The amount of federal financial aid assistance the student earns is on a pro-rated basis. Students who withdraw or do not complete all registered classes during the semester may be required to return some of the financial aid they were awarded.

Institutions are required to determine the percentage of Title IV aid “earned” by the student and to return the unearned portion to the appropriate aid programs. Regulations require schools to perform calculations within 30 days from the date the school determines a student’s complete withdrawal. The school must return the funds within 45 days of the calculation. The R2T4 calculation process and return of funds is completed by the Financial Aid Office.

For example, if a student completes 20 percent of the payment period, they earn 20 percent of the aid they were originally scheduled to receive. This means that 80 percent of the scheduled awards remain “unearned” and must be returned to the federal government. After 60 percent of the semester is completed, a student is considered to have earned all his/her financial aid and will not be required to return any federal funds.

The following formula is used to determine the percentage of unearned aid that must be returned to the federal government:

  • The percent earned is equal to the number of calendar days completed up to the withdrawal date, divided by the total calendar days in the payment period (less any scheduled breaks that are at least 5 days long).
  • The payment period for most students is the entire semester. However, for students enrolled in modules (courses which are not scheduled for the entire semester or term including January Interim), the payment period only includes those days for the module(s) in which the student is registered.
  • The percent unearned is equal to 100 percent minus the percent earned.

For Students Enrolled in Modules:

A student is considered withdrawn if he/she does not complete all the days in the payment period that the student was scheduled to complete. Gustavus Adolphus College will track enrollment in each module (a group of courses in a program that do not span the entire length of the payment period combined to form a term, for example, January Interim) to determine if a student began enrollment in all scheduled courses. If a student officially drops courses in a later module while still attending a current module, he/she is not considered as withdrawn based on not attending the later module. However, a recalculation of aid based on a change in enrollment status may still be required.

Students who provide written confirmation to the Financial Aid Office at the time of ceasing attendance that they plan to attend another course later in the same payment period are not considered to have withdrawn from the term. If the student does not provide written confirmation of plans to return to school later in the same payment period or term, Gustavus considers the student to have withdrawn and begins the R2T4 process immediately. However, if the student does return to Gustavus in the same term, even if he/she did not provide written confirmation of plans to do so, the student is not considered to have withdrawn and is eligible to receive the Title IV funds for which the student was eligible before ceasing attendance. Financial Aid will then reverse the R2T4 process and provide additional funds that the student is eligible to receive at the time of return.

Institutional funds are not subject to the R2T4 policy. Return of MN State funding is governed by the MN Office of Higher Education.

The Return of Title IV Funds

The federal formula requires a return of Title IV aid if you received federal assistance in the form of a Pell Grant, Supplemental Educational Opportunity Grant (SEOG), Federal Perkins Loan, Federal Direct Subsidized/Unsubsidized Loan or Federal Direct PLUS Loan and withdrew on or before completing 60 percent of the semester.

The federal government mandates that if you withdraw from all classes, you may only keep the financial aid you have "earned" up to the time of withdrawal. The Title IV funds that were disbursed more than the earned amount must be returned to the federal government by the College and/or you.

Step 1: Student's Title IV Information

Financial Aid Office will determine:

  • The total amount of all Title IV aid disbursed (if any) for the term the student withdrew. (Title IV aid is counted as aid disbursed in the calculation if it has been applied to the student account on or before the date the student withdrew.)
  • The total amount of all Title IV aid disbursed, plus the aid that could have disbursed (if any) for the term in which the student
    • Pell Grant and SEOG will be automatically credited to your account for open charges.
    • Federal Direct Loans and Perkins Loan funds can only be credited to your account with your permission after you

Step 2: Percentage of Aid Earned

Financial Aid Office will calculate the percentage of aid earned as follows:

  • The number of calendar days completed by the student divided by the total number of calendar days in the term (weekends included) in which the student withdrew. (Days Attended / Days in Enrollment Period = Percentage Completed)
  • If the calculated percentage exceeds 60 percent, then you have "earned" all aid for the period and we will not have to return any federal funds.

**Important note: The date the student earns more than 60 percent of aid does not coincide with the tuition refund schedule for dropped classes, and is only used to determine the amount of financial aid we must return (if any).

Step 3: Amount of Aid Earned by Student

The Financial Aid Office will calculate the amount of aid earned as follows:

  • The percentage of Title IV aid earned (step 2) multiplied by the total amount of Title IV aid disbursed or that could have disbursed for the term in which the student withdrew (Step 1). (Total Aid Disbursed x Percentage Completed = Earned Aid)

Step 4: Amount of Title IV Aid to be Disbursed or Returned

If the aid already disbursed equals the earned aid, no further action is required.

If the aid already disbursed is greater than the earned aid, the difference must be returned to the appropriate Title IV aid program. This means that a balance may be created on the Gustavus student account, and he/she will then be billed and responsible for paying all charges. (Total Disbursed Aid Earned Aid = Unearned Aid to be Returned)

If the aid already disbursed is less than the earned aid, Financial Aid will calculate a post-withdrawal disbursement. If this postwithdrawal disbursement contains loan funds, the student may elect to decline these funds as to not incur additional debt. Loan funds must be accepted or decline by the student within 14 days of notification of eligibility. If the student does not respond, the loan funds will not be disbursed to the account. Federal grant funds (Pell Grant and SEOG) for open student account charges will be applied to the student account. The College is required to obtain a student’s permission to credit their account with federal grant funds more than open charges. The student will be notified of any additional disbursements via email to his/her Gustavus account.

When students fail to attend their classes, they could leave the College owing money because their charges for tuition, fees, housing and their meal plan exceed the amount of financial aid that they have earned. For these reasons, students are strongly advised to meet with a member of the Financial Aid Office to discuss the financial consequences of dropping out of or withdrawing from the College before doing so.

Determination of Aid for Students who Fail to Earn a Passing Grade in any Class

Financial aid is awarded under the assumption that the student will attend Gustavus Adolphus College for the entire term for which federal assistance was disbursed. When the student has failed to earn a passing grade in at least one class for the term, federal regulations require the school to determine whether the student established eligibility for funds disbursed by attending at least one class or participating in any Gustavus academic-related activity. If the school cannot verify that the student attended Gustavus, all financial aid must be repaid to the federal programs. The student’s account will be charged and the student will be responsible for any balance due.

If the student can prove to have participated in a Gustavus class or academic-related activity past the 60 percent date, the student will not be required to return any disbursed financial aid. The student's account will be updated and the student will be responsible for any other charges that may have been applied to their account.

Students who can verify attendance beyond the College’s records may submit supporting documentation to the Financial Aid Office.

Order of Funds Returned

The order of return of funds is prescribed by the Department of Education regulations as follows:

  1. Unsubsidized Federal Direct Loan
  2. Subsidized Federal Direct Loan
  3. Federal Perkins Loan
  4. Federal Direct Parent PLUS Loan
  5. Federal Pell Grant
  6. Federal Supplemental Educational Opportunity Grant (SEOG)

Loans must be repaid by the loan borrower as outlined in the terms of the borrower's promissory note.

The grace period for loan repayments for Federal Unsubsidized and Subsidized Direct Loans and Federal Perkins Loans will begin on the day of the withdrawal from GAC. The student should contact the servicer if he/she has questions regarding the grace period or repayment status.

Due to the complexity of these policies, the College strongly encourages students and parents to consult with the Financial Aid Office and the Student Accounts Office to determine the financial impact of withdrawing before making a final decision.

Related Topics

Eligibility and Appeals: The Dean of Financial Aid is the institutional officer responsible for determining a student’s eligibility for a credit or refund. This officer is also the person to whom appeals concerning special individual circumstances should be made.

Interim Experience Credits/Refunds: Students who enroll for the academic year but elect to omit Interim are not eligible for a credit or refund for the term. Students who attend Gustavus for fall semester only, fall semester and January only, January and spring semester only, or spring semester only will be charged one half of the annual tuition, room, and meal fee.

Release of Transcripts: Official academic transcripts will be released after all outstanding College account balances have been paid in full. This includes all amounts owed on the general student account in the Student Account Office as well as outstanding amounts in the Dean of Students’ Office, Dining Services, the Book Mark, Office of Campus Safety, etc. Students who have established individual payment plans with the College may continue to pay under the established agreements, but transcripts will be released only after payment in full is received.