Billing & Refund Policy

Tuition & Fees

Tuition and fees must be paid in full prior to the start of each payment period either through a payment plan, accepted financial aid awards, sponsorship, payment in full or a combination thereof.

Effective 05/1/2023

REFUNDS

Withdrawal Before Classes Begin

Tuition is refunded in full if registration is cancelled prior to the first day of classes. The enrollment deposit ($100.00) is nonrefundable.

Refund Checks

O/N BOCES will automatically process a refund check whenever there is a credit balance on the student’s account unless the student’s Title IV authorization indicates otherwise. Payments, including financial aid, are applied to the student’s account until current term charges are paid in full. Overpayments will be refunded to the student by check.

Provided all required paperwork is complete, federal financial aid awards are usually disbursed to the student’s account approximately 30 days after the start of each payment period. Federal regulations require that O/N BOCES disburse loans for payment period 3 only in two disbursements: One 30 days after the start of the term; another once the student completes 50% of the scheduled hours and weeks in the payment period. Students with Title IV credit balances will be issued refund checks within 14 days of the school’s receipt of funds from the Department of Education (disbursement).

Tuition Recalculation When a Student Withdraws

Students who begin attendance but later withdraw or are dismissed from the program are subject to the following tuition refund schedule:

All fees are non-refundable.

Treatment of Title IV Federal Funds (Financial Aid) When a Student Withdraws (Official)

A student wishing to withdraw must submit a written request identifying the reason for withdrawal. A meeting will then be scheduled with the Advisor and/or Health Occupations Coordinator.

Title IV funds are awarded to a student with the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student ceases attendance prior to the planned ending date, the student may not be eligible for the full amount of Title IV funds the student was scheduled to receive. Per federal regulations, a statutory schedule is used to determine the amount of Title IV funds a student has earned as of the date he or she ceases attendance. The amount of Title IV assistance earned is based on the amount of time the student spent in academic attendance. Up through the 60 percent point in each payment period, a pro rata schedule is used to determine the amount of Title IV funds the student has earned at the time of withdrawal. After the 60 percent point in the payment period, a student has earned 100 percent of the Title IV funds disbursed.

In accordance with federal regulations, a school must return Title IV funds to the programs from which a student received aid during the payment period or period of enrollment as applicable, in the following order (up to the net amount disbursed from each source):

• Unsubsidized Stafford Loan
• Subsidized Stafford Loan
• Federal PLUS Loan
• Federal Pell Grant
• Other assistance under this Title for which a return of funds is required
• The student

The withdrawal date is determined from attendance records maintained by the Faculty. The Last Date of Attendance is used to determine the amount of Title IV funds a student has earned. The number of hours the student was scheduled to complete as of the Last Date of Attendance is used to determine the numerator of the R2T4 calculation. The total hours scheduled for the payment period are used as the denominator. A student is considered a withdrawal if he/she does not complete all the clock-hours and weeks of instruction in a payment period.

The Date of Determination that a student withdrew is the date the BOCES became aware the student withdrew, the date the student began the official withdrawal process, or the day the student expressed intent to withdraw, whichever is earlier. R2T4 calculations are performed within thirty (30) days of the Date of Determination that the student withdrew. Students are notified in writing via U.S. Mail of the results of their R2T4 calculation within the same timeframe. Title IV funds are returned to G5 by the Treasurer within 45 days of the Date of Determination.

If a student qualifies for a Post Withdrawal Disbursement of Title IV funds, the student is notified in writing within thirty (30) days of the Date of Determination. Post Withdrawal Disbursements of Grant funds are made upon completion of the R2T4. Post Withdrawal Disbursements of Direct Loan funds require student authorization. If the student/parent qualifies for a Post Withdrawal Disbursement of Direct Loan funds, they are notified in writing within thirty (30) days of the Date of Determination. Student/parents must respond, in writing, accepting the Post Withdrawal Disbursement within 14 days.

Students Who Cease Attendance (Unofficial Withdrawal)

Students who cease attendance without following the appropriate withdrawal procedures are considered unofficial withdrawals. A student will be administratively withdrawn from the program and a Return to Title IV Funds (R2T4) calculation will be perform whenever a student has failed to attend classes for fourteen (14) consecutive calendar days. Faculty are responsible for monitoring student attendance and notifying the Financial Aid Advisor when a student has been absent for fourteen (14) days.