Aspen University's 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 his or her Academic Advisor. 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 impact 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 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. A student who withdraws from all of his or her courses in a term will be responsible for any charges that may accrue on their account due to the withdrawal.
Refund of Other Fees
|Transcript Request||$10||per Request|
|Portfolio Credit Evaluation||$200*||per Course|
|Additional Diploma||$50||per Request|
* The Portfolio Credit Evaluation fee is $200 per 3-credit course for the School of Nursing Programs only. For all other programs, there is a flat $200 fee.
|Undergraduate Technology||$40||per Course|
|Graduate Technology||$60||per Course|
|RN to BSN Technology||$60||per Course|
|Tuition Deferment||$200||per Course|
|Proctored Examination||$100||per Exam|
|Nursing Capstone||$250||One Time|
|Nursing 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, the student is entitled to a refund of $780.00. ($975 * 80%)
Return of Title IV Funds
When a Title IV borrower withdraws from all courses in a term or program a Return to Title IV calculation is done. The return process calculates the amount of federal aid earned and unearned by a student. The University returns unearned funds to the Department of Education; however, depending on the type of refund, the student may be required to return some or all of the unearned Title IV funds.
Although a student may receive financial aid funds at the beginning of a term, the student must “earn” those funds over the course of a 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 within Federal Regulation.
When a student chooses to officially withdrawal from Aspen University, prior to the end of an academic term, they must first complete the “Program Withdrawal” form. The student should complete and submit this form electronically on the student portal.
A student is administratively withdrawn from the University if they violate Aspen University's Continuous Enrollment policy, which states that a student must be enrolled in a subsequent term within 30 days of completing a term as well as not allowing over 180 days of non-attendance to lapse. This is considered an unofficial withdrawal and also applies to students who are dismissed or removed for academic or disciplinary reasons.
For official or unofficial withdrawals, a student’s last date of attendance is the last day in which they participated in an academic related activity for their course as documented via the classroom portal. If a student completes a course and receives a passing grade, the last date of attendance will be recorded as the end date of the course.
During a Return to Title IV Funds calculation, the payment period is defined as the term the student withdrew. To determine the percentage earned, divide the total number of days completed before the student withdrew from the course or program by the total number of days in the payment period. If a student meets academic participation requirements for over 60% of the term before the withdrawal occurs, the student has earned all of his or her federal financial aid and is not required to return any funds. If a student withdraws having met 60% or less of academic participation requirements, there will be unearned funds to return.
For example, if a student receives $3,000 in federal financial aid and then withdraws exactly halfway through the term, the student has only earned half of the $3,000 and is therefore only entitled to keep $1,500. The University will send the federal government a refund of the other $1,500. However, if the student withdraws after passing the 60% threshold, 100% of the funds are considered earned, and there is no return of funds. The University will notify a student within 45 days of the withdrawal date if a return of funds is required and will inform the student of his or her responsibilities for returning those funds. Failure to repay the funds could jeopardize the student’s eligibility to return to school or receive financial aid in the future. In some cases, upon completion of the Return of Title IV process, the student may end up owing the school for tuition and fees that are unpaid.
For all withdrawals, a student’s last date of attendance is defined as the last day the student attended a course by participating in any academically related activity for that course. If the student completes the course with a passing grade, the last date of attendance is documented as the end date of the course.
If a student completely withdraws from the University, the Return to Title IV funds calculation is done, and the student may be required 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. Dropping below half-time enrollment status does not in and of itself require the return of federal financial aid; however, it may affect future disbursements and a student’s ability to meet Satisfactory Academic Progress requirements.
If the student received an aid disbursement greater than the earned amount, the unearned funds must be refunded to the appropriate student aid program; this may include returns by the student, the institution, or both. In certain cases, there may be a shared responsibility between the University and the student when returning unearned funds. If the student’s portion of the unearned funds consists of Title IV loans, the student must pay the loan within the terms and conditions of the Master Promissory Note.
A student who has pending aid that has been earned but not yet disbursed may be eligible for a Title IV loan post-withdrawal disbursement. If a student is eligible for a post-withdrawal disbursement, the student will be asked to give permission for the University to disburse the loan funds. The University has 30 days from the date it determined the student withdrew to offer the post-withdrawal disbursement. The student then has 14 days from the date the University sends a notification to accept, in writing, the post-withdrawal disbursement. If the student acknowledges acceptance of the post-withdrawal disbursement, the University will disburse the loan within 180 days from the date of the University’s determination that the student withdrew. The Return of Title IV process will determine whether the school or the student will retain the funds.
Once the University has calculated the portion of the funds to be returned, the Financial Aid Office will return those funds to the appropriate federal student financial aid program(s) within 45 days in the order specified below. If this return creates a balance on the student’s account, the student will be responsible for paying the balance in full to the University. Outstanding balances must be paid in full before a student will be allowed to re-enter, register, or receive an official academic transcript. In some circumstances, payment arrangements can be made with the Bursar’s Office.
The University will return unearned Title IV funds in the following order:
• Unsubsidized Direct Loans
• Subsidized Direct Loans
• Direct PLUS Loans
• Federal Pell Grants