University Policies

Student Refund Policy

Students are admitted to Willamette University with the understanding that they will remain until the end of the semester unless unforeseen circumstances necessitate their withdrawal. Students who are suspended or expelled from the University forfeit all refunds of tuition and fees.

In compliance with the Higher Education Amendments of 1998 (Section 668.22), Willamette University‟s refund policy is as follows:

  1. A student‟s withdrawal date is the date the student began the institution‟s withdrawal process or officially notified the institution of intent to withdraw; or the midpoint of the period for a student who leaves without notifying the institution.

  2. Refunds for tuition for full withdrawals will be prorated, per day, based on the academic calendar up to the 60% point in the semester. If a student drops below full-time (3.0 credits) but remains enrolled, after the 10th day of class (the Add/Drop Period), they will not have their tuition charge adjusted, but will be billed as a full time student for the semester.
  3. Withdrawing students are responsible for applicable room and board charges through the date they checked out of their campus housing with Residential Services.
  4. Students withdrawing for medical reasons may petition for a Medical Withdrawal. In the case of an approved Medical Withdrawal, the student refund is the same as a student who withdraws from the University. However, the student‟s transcript will indicate a withdrawal for medical reasons. Applications for a Medical Withdrawal may be obtained from the Registrar‟s Office.
  5. Health insurance charges and student body fees will not be refunded to withdrawing students.
  6. In the case of a student‟s death during a term, a full tuition refund will be granted to the student‟s estate.

Students who withdraw and have received financial aid will receive their refund after the required portion of their financial aid is returned to the aiding programs. The required portion of financial aid that is returned to the aiding programs is calculated as follows:

Title IV aid and all other aid is earned in a prorated manner on a per day basis based on the academic calendar up to the 60% point in the semester. After the 60% point, no refunds are granted for tuition.

  • Recalculation of financial aid is based on the percent of earned aid using the following federal formula:
    Percent Earned = Number of days completed up to the withdrawal date divided by total days in the semester.
  • Federal financial aid is returned to the federal government based on the percent of unearned aid using the following formula:
    Aid to be returned = (Percent earned x aid that was eligible to be disbursed) – aid that was actually disbursed.
  • When financial aid is returned, the student may owe a balance to the University. The student should contact the Business Office to make arrangements to pay the balance.

Questions regarding this refund policy should be addressed to the Director of Student Accounts located in the University‟s Business Office, first floor of Waller Hall.