Return to Title IV Policy

Return to Title IV Policy

Title IV financial aid is awarded under the assumption that a student will attend Queen’s University for the entire period in which aid was awarded.

When a student withdraws, he/she may no longer be eligible for the full amount of Title IV funds that have been disbursed.

Both the University and the student may be required to return at least a portion of the loan to the US Federal Loans programme, depending on the date of withdrawal.

If repayment of the loan is required, such students will not receive any tuition or accommodation fee refund from the University.

Federal law specifies how the University must calculate the amount of Federal Loan funding that the student has 'earned' up to the point of withdrawal, and the amount of 'unearned' funds.

  • If a student withdraws prior to completing more than 60% of the payment period (100% being from the beginning of one payment period to the next), they have not earned all their federal loans and a Return of Title IV Funds calculation must be performed by the University. Calculations for the 2018-19 payment periods are set out in the table below.
  • If a student withdraws after completing more than 60% of the payment period, they have earned 100% of the loan for that payment period. 
  • No further disbursements will be made to students who have withdrawn from their programme unless the amount of the Earned Title IV funds exceeds the amount that has been disbursed; when the difference is due the student has a Post-Withdrawal Disbursement.
  • The U.S. federal government require that repayment calculations are performed utilizing the Return of Title IV Funds worksheet.

Following determination of the amount of unearned Title IV funds to be returned:

  • The school is responsible for repayment of the lesser of (i) the amount of unearned funds or (ii) the institutional charges for the period. The loans are returned in the following order;

(i)           Unsubsidized loans

(ii)          Subsidized loans

(iii)          PLUS loans

The student is responsible for the remaining unearned Title IV funds to be returned and these are to be repaid under the terms of the borrower’s promissory note. That is, scheduled payments are arranged and made to the lender.

  • Both the student and Queen’s University must repay the unearned amount no later than 45 days after the withdrawal date.

Withdrawal Date

The withdrawal date used within the Return of Title IV Funds worksheet is the official date indicated on the School withdrawal form.

If a student stops attending classes without officially notifying Queen’s, the withdrawal date is taken as the midpoint of the payment period or the last date of academic activity.

Exchange Rate and Tuition used in Return of Title IV Funds worksheet

The exchange rate used within the Return of Title IV Funds worksheet to calculate tuition will be the same exchange rate used for the Cost of Attendance.

The tuition used within the calculation is the amount assessed for that entire payment period, before any adjustments have been made (e.g. resulting from the University’s refund policy after withdrawal).

Undergraduate students have two disbursements therefore 50% of the total tuition is assessed in each payment period.

Postgraduate students have three disbursements and therefore one-third of total tuition is assessed in each payment period.

Payment periods 2018-19


        Term         Payment Periods  Total Study Days    60% Term          
Autumn 2018       

24/09/2018 - 06/01/2019

Total Calendar Days: 104

Total Non-study days: 23 


17 Dec - 4 Jan: 23 days
 81 10 November 2018
Spring 2019

07/01/2019 - 31/05/2019

Total Calendar Days: 145

Total Non-study days: 23


8 Apr – 26 Apr: 23 days
122 20 March 2019
Summer 2019

01/06/2019 - 23/09/2019

Total Calendar Days: 114

Total Non-study days: 0

114 7 August 2019


Student Notification of Payment*

Dates may differ for PhD students who enroll at a different point during the year

After the Return of Title IV Funds worksheet has been completed, the student will receive a copy of the repayment worksheet and a letter outlining the amount due to be returned.

The student is responsible for all charges resulting from the return calculation.

A student may be billed for any funds owed to Queen’s University resulting from the return calculation.

Procedures for Officially Withdrawing from School

Please contact your School for further information and to begin the withdrawal process. Information regarding withdrawals can be found within the General Regulations.

Students may apply to withdraw voluntarily from a programme on a temporary basis, subject to consultation with an Adviser of Studies and the approval of the relevant University School.

Registration and (student status) normally cease at midnight on the date of withdrawal.

To determine your tuition fee liability when withdrawing, please view the Student Finance Framework here.

Loan information to consider when withdrawing

The withdrawal date is the date a student’s grace period begins for loan repayments.

Further information about grace periods and repayment options can be found here.

Please contact your lender if you have any questions about repayment options or your grace period status.

  *Important: Students must abide by the most current policy. Policies and procedures may change based on changes to U.S. federal regulations and laws and University policies.