Maine College of Health Professions
70 Middle Street, Lewiston, Maine 04240
phone: (207) 795-2840 email: admissions@mchp.edu

Withdrawal and Refunds

Official Withdrawal from College

Withdrawal is defined as a student who gives official notification of their withdrawal to the Registrar after a semester begins.  (The student is withdrawing from all courses and leaving the College).

Students wishing to withdraw from the College:

  1. Must contact the Registrar

2. Should contact their Director and/or Coordinator

  1. Should submit the Student Status Change Form to the Registrar
  2. Withdrawal is not considered official until the student has notified the Registrar. Until such notification, the student remains enrolled in the College and/or course and is responsible for fulfilling its academic and financial requirements.

Unofficial withdrawal from College/course

  1. Students must notify the Registrar when withdrawing from a course.  If a student stops attending College or a course without notification, this will result in an unofficial withdrawal and a grade of “F” for the course.
  2. If a student receives a grade of “F” in a course, the College will determine if the student should be treated as an unofficial withdrawal or not and follow the procedure below.

3. If Federal financial aid is affected, the Financial Aid Office may need to make adjustments to the student’s financial aid.  Without official notification the student will be considered unofficially withdrawn and a R2T4 calculation will be completed using a 50% mark in the semester to determine how much aid the student has earned and if any is to be returned to the Government.

Adding & dropping or withdrawing from a course

The “add/drop” period is the timeframe a student may adjust their schedule without any academic or financial penalties.  The following schedule represents the timeline for the academic year.

Semester

Registration Period

Billing Period

Add/Drop Period – Full Semester

Add/Drop period –Non Standard Term

Summer

Begins:  At least 3 weeks prior to the bill date

Ends: 1 week prior to the bill date

April 1st or first Monday in April

Begins:  One week prior to the start of course

Ends:  Midnight on Saturday of the first week of the semester

Begins:  One week prior to the start of course

Ends: Midnight of the 1st day of course 

Fall

July 1st or the first Monday in July

Spring

December 1st or the first Monday in December

  1. Adding a course:  Student may add courses during the add/drop period, provided that there is space available in the course and the student has satisfied all requirements.  Student charges will be adjusted and a revised bill will be generated.  Payment in full is expected as of the date of enrollment, unless prior arrangements have been confirmed with the Bursar.

2. Dropping a course:  Dropping a course is defined as a reduction in course load while remaining enrolled at the College within the add/drop period.  (The student drops one or more courses but not all courses). All requests to drop a course within the add/drop period, must be coordinated through the Registrar. 

3. Withdrawal from a course:  Withdrawing from courses is a reduction in a student’s course load after the add/drop period while remaining enrolled at the College.

Academic impact of withdrawing from a course or the college

  1. A student may withdraw from a course at any time.  If the student withdraws after 60% of the semester, the student will receive a grade of “F” in the course which is calculated into the GPA.  Before the 60% mark, the student will receive a grade of “WP” withdraw pass or “WF” withdraw fail.  These grades will not be calculated into the GPA; however they will be reflected on the official transcript.
  2. At the end of every semester, the Registrar will notify the Financial Aid Office of any students who have received a grade of “F” in a course.  A determination will be made within 30 days of the end of the payment period (semester) on whether or not the grade was earned or if the student dropped without notification.

3. The Registrar will notify all appropriate staff of any student status change.

Financial aid impact of adding/dropping/withdrawing from a course or College

In accordance with Federal regulations, financial assistance may be adjusted for any aid recipient whose status changes during the semester.  A portion of her/his financial aid may be returned to the Title IV programs as required by using the U.S. Department of Education’s methodology.

Pell recalculation policy:

Federal Pell grant award amounts will be based upon enrollment status at the end of the add/drop period.  At that time, if the number of credits enrolled is different from the student’s initial enrollment, the Federal Pell grant will be adjusted from the original Pell grant award.   No further adjustments to the Federal Pell grant will be made after that point.

Federal Pell grants awarded initially after the add/drop period will be based upon enrollment at the time the award is determined.  No further adjustments to the Federal Pell grant will be made after that point.

Enrollment status

Academic Year:   Enrollment status for fall/spring/summer semesters is determined according to the following table.

CREDITS

STATUS

12 or more

Full-Time

9-11

¾ Time

6-8

Half-time

1-5

Less than half-time

Tuition balances & refunds

Tuition and fees are reduced in accordance with the following schedule when courses are dropped.  Withdrawal in first three weeks may result in a refund to the student.  MCHP Scholarships will follow the same percentage chart for funds earned and eligible to keep by the student.  Direct Subsidized and Unsubsidized loans and other Title IV funds may be returned as required by the Return of Title IV Funds calculation.

The Bursar’s Office will send the student a detailed statement indicating any amounts due the College or amounts due the student as a refund.  The statement will include the expected due date for any amount due back to the College for return to the Federal Programs (if applicable).

WITHDRAWAL FROM COURSE/COLLEGE –STANDARD

15 Weeks/On Campus or On-line/Hybrid

WITHDRAWAL FROM COURSE/COLLEGE –

NON-STANDARD

On Campus courses (Less than 15 weeks)

On or before the first week of courses

100%

On or before the first day of courses

100%

On or before the second week of courses

65%

On or before the second day of courses

65%

On or before the third week of courses

35%

On or before the third day of courses

35%

Thereafter

0%

Thereafter

0%

For purposes of calculating standard tuition adjustments, the attendance period begins on the opening day of scheduled campus courses per the official academic calendar, includes weekends, holidays, and snow days, and ends on the date the student notifies the Registrar that she/he is withdrawing.

For purposes of calculating non-standard tuition adjustments, the attendance period begins on the start date of the course as specified on the course schedule, includes weekends, holidays, and snow days, and ends on the date the student notifies the Registrar that she/he is withdrawing.