Withdrawal & Refund Policy

  • Any student wishing to withdraw from all courses and leave the University (become a non-student) must submit a letter of withdrawal to the Dean of the College of Osteopathic Medicine or College of Biosciences, as applicable; then complete the University Check-Out process as outlined under the procedures component of this policy. Failure to complete the checkout process within 10 business days of non-attendance, unless otherwise approved, will result in the University withholding all student academic records until such a time that the requirement is met. The University withdrawal effective date is determined by the appropriate College Dean and is typically based on the date the request for withdrawal was received.

    General Institutional Refund Policy

    • Tuition and requisite fees are charged at the beginning of each academic term.
    • Fees are only charged in the first term of the Academic Year and are not eligible for refund after the term starts.
    • Eligible tuition refunds, less non-refundable acceptance and matriculation fees, are prorated based on the following schedule:
      • 100 percent refund for withdrawal prior to the first day of the term.
      • 75 percent refund if the withdrawal is within the  1st - 14th day of the term (student owes 25 percent of the term tuition charge);
      • 50 percent refund if the withdrawal is within the 15th - 28th day of the term (student owes 50 percent of the term tuition charge);
      • 25 percent refund if the withdrawal is within the 29th - 42nd day of the term (student owes 75 percent of the term tuition charge);
      • No refunds are granted after the 42nd calendar day of the term (student owes full term charges).
    • There are no refunds for courses for which a grade of I (incomplete) or IP (in progress) is received.
    •  If a student is asked to leave the University or program for academic or disciplinary reasons, all rights to adjustments of tuition and fees are forfeited.
    •  No person may secure copies of their academic records until their account is paid in full

    Title IV Institutional Refund & Return to Title IV Policy 

    • This policy applies to all students who have utilized federal Title IV funding in support of their tuition and fees, who withdraw, go on Leave of Absence greater than 180 days or are suspended, dismissed or expelled from the University.
    • The term Title IV Funds refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) and includes the following programs: Federal Direct Unsubsidized Stafford Loan, Federal Direct Subsidized Stafford Loan, Federal Direct GradPLUS and Federal Perkins Loan programs.
    • A student's withdrawal date for Return to Title IV (R2T4) purposes is:
      • The date the student began the institutions official withdrawal process or officially notified the institution of their intent to withdraw; or
      • The midpoint of the term for a student who leaves without notifying the institution; or
      •  The student's last date of attendance at a documented academically related activity.
    • When a student who has received Title IV, HEA funds leaves school for any reason prior to completing greater than 60 percent of the period of enrollment pro-rated to a payment period (the period for which a student received one of the two disbursements of Title IV funds), will have all or a portion of their financial aid funds returned to the appropriate aid program(s) by the University.
      • Federal regulation 34 CFR 668.22 (Return of Title IV Funds) requires the school to calculate the total number of calendar days in the period, then the number of calendar days the student attended. The student's "earned" and "unearned" percentages are determined. The "unearned" funds paid to the school must be returned to the appropriate Title IV programs within 45 days of the student's date of withdrawal. The student will then be responsible for the payment of the remaining tuition balance due per the KCU refund policy. The student will be notified of these amounts at the time of their checkout from the University.
      • The Return of Title IV Funds calculation, which is determined based upon a payment period and tuition/fees (institutional charges) paid for that period, DIFFERS from the University's Institutional Refund Policy which is based upon the academic year and the full cost of tuition for the year.
        A second-year COM student who withdraws from school on 8/23 (third week) has "earned" 16.9% (completed 22 calendar days/130 total calendar days in period) of the $31,635 received from first disbursements of Title IV funds. The school retained $21,195 from these disbursements to pay institutional charges (one-half of the annual tuition; $21,020 plus required fees of $175). The school must return 83.1% (amount unearned), or $17,613, to Title IV loan programs and is allowed to retain $3,582. Per the university refund policy, 75% of the total yearly tuition is due (25% refund) which is $31,529.25 ($42,039 x 75%). The student owes the university $27,947.25 ($31,529.25 minus $3,582).
      • If a student earned more aid than was disbursed to him/her, the student could be eligible for a post-withdrawal disbursement which must be paid within 120 days of the student's withdrawal.   
    • In accordance with federal regulations, refunds are allocated in the following order: Federal Direct Unsubsidized Stafford Loan; Federal Direct Subsidized Stafford Loan; Federal Perkins Loan; Federal Direct GradPLUS. Then any other federal, state or private refund requirements apply, if applicable; and finally, the student.

    Appeal Process

    A student who has an issue with the billing or financial aid portion of this policy may write a letter of appeal: c/o Accounting Office (billing) or Director of Financial Aid (financial aid), 1750 Independence Ave., Kansas City, MO 64106

    Withdrawal from the University

    Students wishing to withdraw from all courses and leave the University must complete the University Checkout process as follows:

    • The student must present the Executive Vice President for Academic and Medical Affairs Provost, and Dean of the College of Osteopathic Medicine or the Dean of the College of Biosciences, as applicable, with a letter of withdrawal;
    • The student presents the Registrar with a signed letter from the Executive Vice President for Academic and Medical Affairs Provost, and Dean of the College of Osteopathic Medicine or the Dean of the College of Biosciences, as applicable, that their request for withdrawal has been approved and that checkout is in order;
    • Before leaving campus, the student must secure a checkout form from the Office of the Registrar and undergo an exit interview with the following departments or offices:
      • Financial Aid (see Entrance and Exit Counseling);
      • Credit and Collections; 
      • Library;
      • Information Technology;
      • Anatomy (MSI or MSII students only);
      • Community Clinical Education (COM MSIII and MSIV students); and
      • Security
    • The completed checkout form must be submitted to the Office of the Registrar no later than two weeks after the decision to withdrawal was made.
    • Once the student completes all obligations, the Office of the Registrar will release student records upon written request.