Withdrawal, Leave of Absence, Refund Policies

Withdrawal

If a student should elect to withdraw from his/her program for any reason before the completion of his/her training, the student is required to inform Western Technical College in writing, of his/her intentions. Notification must be delivered to the Administrative Office located on either campus prior to withdrawing.

Leaves of Absence (LOA)

A leave of absence (LOA) is a temporary interruption in a student’s program of study and should only be requested in emergencies and extenuating circumstances including but not limited to; medical reasons, military service, or jury duty. All requests for a LOA must be submitted in writing, and must be both signed and dated. Written requests for leaves of absences shall include the reason for the request and the amount of time needed. All LOAs must have prior approval by the Program Director. The Academic Dean or School Director may approve an LOA in the absence of the Program Director.

Leaves of absence shall be reasonable in duration, preferably not to exceed 45 calendar days. Western Technical College highly discourages any requests for an additional leave of absence; however, Western Technical College may grant more than one LOA in the event that an unforeseen circumstance arises, such as medical reasons, military service, or jury duty. The LOA, together with any additional leaves of absence, must not exceed a total of 180 days in any 12-month period.

Students who are on an approved LOA, not exceeding more than 30% of their current course, will have time to make up missed course work. If an LOA exceeds 30% of the student’s course, it will be left to the discretion of the Program Director whether the student may attempt to complete the required make-up work and challenge the course exam for credit. If the Program Director does not approve such an attempt or if the student fails to pass the challenge exam, the student will be required to retake the course in its entirety. Due to the sequential nature and prerequisites of many of the courses in each respective program, students may be required to return to the same point in their studies in which they began their LOA. According to the discretion of the Program Director and contingent on course scheduling and availability, the student may be required to: (1) audit classes until they can return to the point of study in which they began their LOA, (2) attend a different schedule, or (3) double class loads by attending multiple schedules.

All Students

  • Retaking a course may affect the student’s graduation date and depending on course schedules and availability, may require the student to change class schedules for the remainder of their training.
  • Students on a LOA remain in Active Status; therefore, they are still obligated to maintain payments due to Western Technical College.

In order to graduate, a student’s accumulative absences (including Leaves of Absence) must not exceed 15% of the total program hours.

Massage Therapy Specific Requirements

Standard Western Technical College protocol will be followed in regards to the Attendance and Leave of Absence policies, however with some variations that are specific to the Massage Therapy Program.  Those variations can be found in the Massage Therapy Program section of the school catalog.

Drop & Termination / Re-Admittance

Students who have dropped from the college or have been terminated for violation of the College policies and standards, attendance or academic issues may request consideration for re-admittance by writing a letter to the School Director specifically explaining the following:

  1. What variables prevented them from maintaining satisfactory attendance, academic requirements or adhering to the Western Technical College policies and standards?
  2. What has been done to correct the issue(s)?
  3. What can the college expect from the individual if allowed to return?

In addition, the student must be able to demonstrate that he/she has the financial resources to complete the program.

Return to Title IV/ Refund Repayments Policy (R2T4)

This policy applies to all recipients of Federal Title IV Financial Aid Funds. Students that are no longer attending the College may still owe funds to the College to cover unpaid tuition. Additionally, the College may attempt to collect any funds from a student that the College was required to return as a result of this policy.

The College will calculate how much federal aid may be retained or disbursed for a student who withdraws prior to the end of a payment period. The calculated amount is referred to as “Return of Title IV Funds” (R2T4). The calculation of Title IV funds earned by the student has no relationship to the student’s tuition and fees that may be owed to the College. All students subject to this policy will have their eligibility calculated according to the following definitions and procedures, as prescribed by regulation.

Withdrawal Before 60%

The College must perform a R2T4 to determine the amount of earned aid up through the 60% point in each payment period and use the Department of Education’s prorate schedule to determine the amount of R2T4 funds the student has earned at the time of withdrawal. After the 60% point in the payment period or period of enrollment, a student has earned 100% of the Title IV funds he or she was scheduled to receive during the period.

Withdrawal After 60%

For a student who withdraws after the 60% point-in-time, there are no unearned funds. However, the College will still calculate eligibility for a post-withdrawal disbursement.

Calculating R2T4

Title IV funds are earned in a prorated manner on a per diem clock hours basis up to the 60% point in the payment period. Title IV aid is viewed as 100% earned after that point in time. The College will determine the earned and unearned Title IV aid as of the date the student ceased attendance based on the amount of time the student was scheduled to be in attendance.

In accordance with federal regulations, when Title IV financial aid is involved, the calculated amount of the R2T4 Funds is allocated in the following order: Unsubsidized Direct Loans, Subsidized Direct Loans, Direct PLUS loans received on behalf of the student followed by Federal Pell Grants, SEOG and other grants or assistance authorized by Title IV of the Higher Education Act. The calculation steps are outlined in the following example:

  1. Calculate the percentage of Title IV aid earned by the student. 18 (completed days) = 15.3% (% of completed calendar days within the payment period) 118 (scheduled days).
  2. Calculate the dollar amount of Title IV aid earned by the student.  15.3% X $2,805.00 = $429.17 (Amount of aid earned by student).
  3. If this amount is greater than the total Title IV aid disbursed for the payment period, a Post-Withdrawal Disbursement will be calculated; if the amount is less than the amount of Title IV aid disbursed, the difference will be returned to the Department of Education. 

The College will notify the student in writing of the amount and type of any financial aid funds that must be returned.

Post-Withdrawal Disbursement

If a student earned more aid than was disbursed to him/her, the student may be eligible for a post-withdrawal disbursement. The College will notify the student in writing if he/she is eligible for a post-withdrawal disbursement of Title IV loan funds.

A student or parent borrower must first confirm in writing whether he/she accepts/declines all or some of the loan funds offered as a post-withdrawal disbursement. A post-withdrawal disbursement of Federal grant funds does not require student acceptance or approval. The College will seek the student’s authorization to use a post-withdrawal disbursement for all other educationally related charges in addition to tuition and fees.      

Overpayments

Any amount of unearned grant funds that a student must return directly is called an overpayment. The maximum amount of a grant overpayment that you must repay is half of the grant funds you received or were scheduled to receive. Students in this circumstance must make arrangements with the College and/or the U.S. Department of Education to return the unearned grant funds.  Failure to do so will result in future ineligibility for Title IV aid.

Cancellation Policy

A full refund will be made to any student who cancels the enrollment contract within 72 hours (until midnight of the third day excluding Saturdays, Sundays and legal holidays) after the enrollment contract is signed and a tour of the facilities and inspection of the equipment is made by the prospective student.

Refund Policy

  1. Refund computations will be based on scheduled clock hours of class attendance through the last date of attendance. Leaves of absence, suspensions, and school holidays will not be counted as part of the scheduled class attendance.
  2. The effective date of termination for refund purposes will be the earliest of the following:
    1. The last day of attendance, if the student is terminated by the school;
    2. The date of receipt of written notice from the student; or
    3. Fourteen school days following the last date of attendance.
  3. If tuition and fees are collected in advance of entrance, and if after expiration of the 72 hour cancellation privilege the student does not enter school, not more than $100 in nonrefundable administrative fees shall be retained by the school for the entire residence program or synchronous distance education course.
  4. Students who decide to leave their program within the first 14 school days of starting their program will be entitled to a full tuition refund, less administrative fees not to exceed $100, and will be eligible for a full refund of books, tools, and supplies (including uniforms) if returned to Western Technical College in good condition.
  5. If a student enters a residence or synchronous distance education program and withdraws or is otherwise terminated, the school or college may retain not more than $100 in nonrefundable administrative fees for the entire program. The minimum refund of the remaining tuition and fees will be the pro rata portion of tuition, fees, and other charges that the number of hours remaining in the portion of the course or program for which the student has been charged after the effective date of termination bears to the total number of hours in the portion of the course or program for which the student has been charged, except that a student may not collect a refund if the student has completed 75 percent or more of the total number of hours in the portion of the program for which the student has been charged on the effective date of termination.
  6. Refunds for books, tools, or other supplies should be handled separately from refund of tuition and other academic fees. The student will not be required to purchase instructional supplies, books and tools until such time as these materials are required. Once these materials are purchased, no refund will be made.
  7. A student who withdraws for a reason unrelated to the student’s academic status after the 75 percent completion mark and requests a grade at the time of withdrawal shall be given a grade of “incomplete” and permitted to re-enroll in the course or program during the 12-month period following the date the student withdrew without payment of additional tuition for that portion of the course or program.
  8. A full refund of all tuition and fees is due and refundable in each of the following cases:
    1. An enrollee is not accepted by the school;
    2. If the course of instruction is discontinued by the school and this prevents the student from completing the course; or
    3. If the student's enrollment was procured as a result of any misrepresentation in advertising, promotional materials of the school, or representations by the owner or representatives of the school.

A full or partial refund may also be due in other circumstances of program deficiencies or violations of requirements for career schools and colleges.

1. Refund Policy for Students Called to Active Military Service

A student of the school or college who withdraws from the school or college as a result of the student being called to active duty in a military service of the United States or the Texas National Guard may elect one of the following options for each program in which the student is enrolled:

    1. if tuition and fees are collected in advance of the withdrawal, a pro rata refund of any tuition, fees, or other charges paid by the student for the program and a cancellation of any unpaid tuition, fees, or other charges owed by the student for the portion of the program the student does not complete following withdrawal;
    2. a grade of incomplete with the designation "withdrawn-military" for the courses in the program, other than courses for which the student has previously received a grade on the student's transcript, and the right to re-enroll in the program, or a substantially equivalent program if that program is no longer available, not later than the first anniversary of the date the student is discharged from active military duty without payment of additional tuition, fees, or other charges for the program other than any previously unpaid balance of the original tuition, fees, and charges for books for the program; or
    3. the assignment of an appropriate final grade or credit for the courses in the program, but only if the instructor or instructors of the program determine that the student has:

i.     Satisfactory completed at least 90 percent of the required coursework for the program has:

ii.     Demonstrated sufficient mastery of the program material to receive credit for completing the program.

 2. The payment of refunds will be totally completed such that the refund instrument has been negotiated or credited into the proper account(s), within 60 days after the effective date of termination.

*In all cases, refunds will meet or exceed the requirements of TWC, §§132.061 and 0611.

Cancellation & Refund Policy- Massage Therapy Only

  1. A full refund of all monies paid by a student will be made if:
    1. The student cancels the enrollment agreement within 72 hours (until midnight of the third day excluding Saturdays, Sundays, and legal holidays) after the enrollment contract is signed by the prospective student;
    2. The enrollment of the student was procured as the result of any misrepresentation in advertising, in promotional materials of the massage therapy educational program or by the owner, the massage school, or massage therapy instructor; or
    3. The student was not provided ample opportunity to read the information provided in §141.37 (a) of The Texas Administrative Code.
  2. After expiration of the 72-hour cancellation privilege, or if the student fails to enter, withdraws from, or is terminated from the program at any time prior to completion the refund policy is:
    1. Refunds for each program will be based on the program time expressed in clock hours;
    2. Refunds must be consummated within 30 days after the earliest of:

i.     The effective date of termination if the student is terminated;

ii.     The date of receipt of written notice from the student of withdrawal; or

iii.     10 instructional days following the first day of the program if the student fails to enter;

    1. If tuition is collected in advance of the first day of the program, and if, after expiration of the 72-hour cancellation privilege, the student does not enter the program, not more than $200 shall be retained;
    2. If a student enters a massage therapy educational program and is terminated or withdraws, the minimum refund of the tuition will be:

i.     During the first week or one-tenth of the program, whichever is less, 90% of the remaining tuition;

ii.     After the first week or one-tenth of the program, whichever is less, but within the first three weeks of the program, 80% of the remaining tuition;

 iii.     After the first three weeks of the program, but within the first quarter of the program, 75% of the remaining tuition;

iv.     During the second quarter of the program, 50% of the remaining tuition;

v.     During the third quarter of the program, 10% of the remaining tuition;

vi.     During the last quarter of the program, the student may be considered obligated for the full tuition:

    1. Refunds of items of extra expense to the student, such as instructional supplies, books, student activities, laboratory fees, service charges, rentals, deposits, and all other such ancillary miscellaneous charges, where these items are separately stated and shown in the pre-enrollment information, will be made in a reasonable manner;
    2. If a program is discontinued by the school and this prevents the student from completing the program:

i.     All tuition and fees paid shall be refunded if the student is not provided with a transcript of all successfully completed hours within 30 days of discontinuance of the program; or

ii.     In the event, an additional or changed location is 10 miles or more from the previously approved location of instruction and an enrolled student is unable to complete the program at the additional or changed location as determined by the department:

    1. All tuition and fees paid shall be refunded if the student is not provided with a transcript of all successfully completed hours within 30 days of the change of location; or
    2. All unearned tuition and fees shall be refunded if a transcript of all successfully completed hours is provided within 30 days of the change of location.
    3. If a student did not meet the requirements of a program and the student does not complete the program for any reason, all tuition and fees shall be refunded.

*In all refund computations, leaves of absence, suspensions, school holidays, days when classes are not offered and summer vacations shall not be counted as part of the elapsed time for purposes of calculating of a student’s refund. 

Addition to Massage Therapy Cancellation and Refund Policy

Students who decide to leave their program within the first 14 school days of starting their program will be entitled to a full tuition refund, less administrative fees not to exceed $100, and will be eligible for a full refund of books, tools, and supplies (including uniforms) if returned to Western Technical College in good condition.

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