Aspen University refund policies conform to the requirements of the Colorado Commission on Higher Education (CCHE) SECTION I, PART J 26.02.05 (effective June 7, 2013). In addition, the institution meets refund policies required by the federal Department of Education in 34 CFR 668 and complies with the refund and termination procedure requirements of the institution’s accrediting body, the Distance Education Accrediting Commission (DEAC).
A full refund of any monies paid towards tuition and required fees will be made in the event that one of the following occurs:
- If the student is otherwise not approved for courses or accepted into a degree program by the University;
- It is determined by a state authority or accrediting agency that the enrollment of the student was procured as a result of any misrepresentation in advertising, promotional materials of the school or representations by the owners or representatives of the school; or,
- If a course of instruction is discontinued by the school and this, for a valid reason, prevents the student from completing the course.
Course Enrollment Cancelation
Enrollment in a course may be canceled by the student at any time after the execution of the Course Enrollment Agreement up through the day before the scheduled Start Date of the class. Upon the scheduled Start Date, students who elect to cancel within 7 calendar days of enrolling will receive a full refund. Enrollment cancelations under these circumstances will result in a full refund of any course tuition and required fees paid. Aspen University provides additional consideration for students that have had extenuating circumstances, such as a student illness or accident, death in family, or other circumstances beyond the student’s control.
A student can withdraw from a course by submitting the Course Withdrawal form in the Student Portal, or by contacting their Academic Advisor or the Office of the Registrar. Depending upon the date of withdrawal, there may be a refund of tuition and fees. All money due to the student will be refunded within 30 days of the effective date of the withdrawal. A course withdrawal may be recorded as a “W” or, “WA” on the student’s transcript and may affect the student’s financial aid status. The determination of a course withdrawal will be effective on the earliest of the following:
- the date the student submits the Course Withdrawal form in the Student Portal;
- the last day of an academic participation activity if the student fails to meet/maintain progress as required and is administratively withdrawn from the course by the school; or
- the first of the following dates when the student’s participation in an academically related activity cannot be documented:
- at the end of the first week,
- at the end of the month, midterm or academic term.
Refunds are calculated based on the Total Course Price, which includes tuition, course specific fees, earned financial charges, and other fees that are charged to students for required courses, such as proctoring or technology access. The amount of the refund is based on the portion of the course duration for which the student has paid but has not yet used as of the point of termination. The refund tables presented below provide the percentage of Total Course Price to be refunded at different points of withdrawal throughout the duration of a course.
A student will be assessed a course withdrawal fee of 20% of the amount paid for the course, not to exceed $200 per program. A student may withdraw from one or more courses during a term and not be withdrawn from the University if the student is attending at least one course within the term, or has registered for a course in a subsequent term within 30 days from the last scheduled date of the term.
Refund of Other Fees
|Course Withdrawal||20%*||per Withdrawal|
|Transcript Request||$10||per Request|
|Portfolio Credit Evaluation||$200**||per Course|
|Additional Diploma||$50||per Request|
* The Course Withdrawal fee is 20% of the amount tuition charged for the course, capped at $100 per withdrawal and a total of $200 per program.
** The Portfolio Credit Evaluation fee is $200 per 3-credit course for the School of Nursing Programs only.
|Tuition Deferment||$200||per Course|
|Proctored Examination||$100||per Exam|
|Nursing Capstone||$250||One Time|
|Nuring Practicum||$250||per Practicum Course|
In the event that the student cancels their enrollment prior to the Start Date, or withdraws from the course during the first week, the course specific fees are refunded at a rate of 100%. In the event the student completes the course, the fees are non-refundable. If the student withdraws from the course, the course specific fees will be refunded in accordance with the below refund table.
Students are not required to purchase instruction books, supplies and tools from the institution specifically, and, are not required to purchase materials until they are necessary. If a student purchases books, supplies, tools, etc. from the University, once payment for these materials is complete no refund will be issued. However, Aspen University provides additional consideration for students that have had extenuating circumstances.
Students Called to Active Military Service
A student of Aspen University who withdraws from the University as a result of being called to active duty in a military service of the United States or their State National Guard may elect one of the following options for each course or program in which the student is enrolled:
- If tuition and fees are collected in advance of the withdrawal the student will receive a refund in accordance with the Refund Tables below for any tuition, fees, or other refundable charges paid by the student for the program. In addition, any unpaid tuition, fees, or other charges owed by the student for the portion of the program the student does not complete following withdrawal will be canceled;
- 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 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 other charges; or
- Receive the assignment of an appropriate final grade or credit for the courses in which the student is currently enrolled, but only if the instructor or instructors of the program determine that the student has:
- Satisfactorily completed at least 90 percent of the required coursework for the course; and,
- Demonstrated sufficient mastery of the course material to receive credit for completing the course.
Multiple Course Prepayment Plan Refund
Refunds for pre-payments are provided based upon the number of courses completed per the refund table below and are only given upon student’s withdrawal from one or more courses. After a student has successfully completed all of the pre-paid courses Aspen University calculates refunds based on the course-by-course tuition amount paid for a course and processes the refund according to the refund table. A student withdrawing from the degree program will be granted a refund based on the tuition paid and according to the refund table.
For example, if a student signs a multiple Course Enrollment Agreement in the master’s degree program, paying for 3 courses, and then withdraws from the degree program after completing only 2 courses, the student is entitled to a full refund on 1 uncompleted course based on the full single-course tuition amount per course and is also entitled a refund based on the course-by-course tuition paid for any other courses less all applicable withdrawal fees.
|Withdrawal Date||Percentage of Total Course Price|
|During the 1st week of class||100%|
|During the 2nd week of class||80%|
|During the 3rd week of class||60%|
|During the 4th week of class||40%|
|During the 5th week of class||20%|
|After the 5th week of class||0%|
Sample Refund Calculation: A student enrolls in a course where the Total Course Price is $975.00. If Student withdraws from the course during the second week, Student is entitled to a refund of $780.00. ($975 * 80%)
Return of Title IV Funds
If a student completely withdraws from the University, the student may have to return federal financial aid received. For purposes of this section, there are situations in which the student may be deemed to have withdrawn even though he or she has not gone through the formal process of withdrawing. Also, while dropping below half-time enrollment status does not in and of itself require the return of federal financial aid, it may affect future disbursements and a student’s ability to meet Satisfactory Academic Progress requirements.
Though students may receive financial aid at the beginning of the term, they have to “earn” it over the course of the term by continuing to meet academic participation requirements. When a student withdraws, the University will determine the earned and unearned portion of the student’s federal financial aid based on the repayment regulations for each federal financial aid program. If a student meets academic participation requirements for over 60% of the term before the withdrawal, the student has received 100% of his or her federal financial aid and does not have to return any funds. If a student withdraws having met 60% or less of academic participation requirements, the student will be required to return any unearned funds.
For example, if a student receives $3000 in federal financial aid that must be repaid and then withdraws exactly halfway through the semester, the student has only earned half of the $3000 and is only entitled to keep $1500. The remainder must be repaid to the University so that it can return the money to the federal government. However, if the student withdraws after passing the 60% threshold, he or she will not have to return any financial aid funds. The University will notify the student within 45 days of the withdrawal date if he or she is required to return any financial aid funds. Failure to repay the funds could jeopardize the student’s eligibility to return to school or receive financial aid in the future.
A student who has not yet been disbursed financial aid which he or she has earned may be eligible for a post-withdrawal disbursement. In such cases, students will be notified by the University and must provide written authorization before the funds are disbursed.