Return of Title IV Policy
In accordance with 34 CFR 668.22, when a student who receives federal Title IV financial aid withdraws from all classes—whether officially or unofficially—Elizabeth City State University (ECSU) must determine the student’s withdrawal date and perform a federally mandated Return of Title IV (R2T4) calculation. This calculation determines the amount of federal grant and/or loan assistance the student earned based on the portion of the payment period completed at the time of withdrawal.
If the amount of aid earned is greater than the amount disbursed, the student may be eligible for additional funds through a post-withdrawal disbursement. If the amount disbursed exceeds the amount earned, the unearned portion must be returned to the appropriate federal aid programs by the institution, the student, or both.
Under the 2025 Final Rule, a student is considered withdrawn not only when they cease attendance in all courses, but also when:
• The student stops attending all current courses while remaining enrolled in future modules, unless the student provides written confirmation of future attendance at the time of withdrawal.
• The student fails all courses in the payment period and no academically related activity can be documented by the institution.
The written confirmation of future attendance must:
• Be provided at the time of withdrawal;
• Identify the specific module(s) the student intends to attend; and
• Be maintained as part of the student’s official record.
The R2T4 calculation is separate from ECSU’s institutional tuition and fee refund policy.
I. Academic Calendar
Elizabeth City State University (ECSU) operates on credit hours with standard terms. Terms include semester-length courses and non-semester-length courses (modules), including those offered during summer.
II. Payment Period and Total Number of Calendar Days
A Return of Title IV (R2T4) calculation is performed for each payment period (fall, spring, or summer).
For R2T4 purposes, the total number of calendar days in the payment period is based on the student’s scheduled enrollment. Days are counted from the start date of the earliest course to the end date of the latest course the student was scheduled to attend, excluding scheduled breaks of at least five consecutive days.
For modular programs, only the days associated with modules the student was scheduled to attend at the time of withdrawal are included.
III. Scheduled Breaks
Scheduled breaks of at least five consecutive days are excluded from the R2T4 calculation. Breaks include:
• Periods when ECSU is not in session
• Periods when the student is not scheduled to attend any course or module, even when the institution is in session.
IV. Treatment of Drop/Add Courses
Courses officially dropped before the student ceases attendance are excluded from the total days scheduled, unless the student remained enrolled in other courses during those days.
Courses added before the student ceases attendance are included, even if the student never began attendance.
For modular programs, courses or modules the student never attended are included in the calculation only if the student:
• Was scheduled to attend them at the time of withdrawal; or
• Provided written confirmation of future attendance.
V. ECSU Does Not Require Taking Attendance
ECSU is not an institution required to take attendance under federal regulations. If ECSU ever offers a program that meets the federal definition of “required to take attendance,” the date of determination must be made no later than 14 days after the student’s last date of attendance.
VI. Designated Office for Withdrawal Notification
The Registrar’s Office is the designated office for receiving all college and course withdrawal notifications.
VII. Withdrawal From the University
A student is considered withdrawn when they cease attendance in all courses before completing the payment period, unless ECSU obtains written confirmation at the time of withdrawal that the student will attend a later module in the same period.
A. Completed Scheduled Days, Not a Withdrawal ( Modular Programs Only)
A student is considered to have completed the period if:
1. The student earns passing grades in all courses scheduled for the term;
2. The student earns non-passing grades but completed all courses; or
3. The student successfully completes:
o A module or combination of modules that include 49% or more of the payment period, or
o One module that spans 49% or more of the payment period.
B. Did Not Complete Scheduled Days – Withdrawal
• Withdraw from all courses;
• Cease attendance in all courses;
• Fail all courses without documented academic engagement; or
• Cease attendance in all modules and do not provide written confirmation of future attendance.
To avoid being considered withdrawn, a student must provide written confirmation of future attendance that:
• Is submitted at the time of withdrawal
• Specifies the module(s) the student will attend
• Is retained in the student’s academic record
• If confirmation is not provided, the student is treated as withdrawn.
VIII. Withdrawal Date
A. Official Withdrawal
The withdrawal date is the date the Registrar’s Office receives written or verbal notification of the student’s intent to withdraw.
B. Unofficial Withdrawal
The withdrawal date is the last date of documented academically related activity. If no academically related activity can be documented, the midpoint of the payment period may be used.
Academically related activity includes, but is not limited to:
• Exams or quizzes
• Tutorials or computer-assisted instruction
• Participation in academic discussions
• Submitting assignments
• Academic interaction with faculty
If circumstances beyond the student’s control prevent notification, ECSU may use the date related to the onset of the circumstance.
IX. Date of Determination (DOD)
A. Official Withdrawal
The DOD is the date the Registrar’s Office receives the student’s withdrawal notification.
B. Unofficial Withdrawal
The DOD is the date ECSU identifies that the student ceased academic engagement, based on reported last dates of attendance for “F,” “I,” or “W” grades. This determination will occur within 30 days of the end of the payment period.
ECSU will complete the Return of Title IV (R2T4) calculation within 30 calendar days of the date of determination that the student withdrew.
If ECSU ever offers a program that meets the federal definition of “required to take attendance,” the date of determination must occur no later than 14 days after the student’s last date of attendance.
X. Calculation of Earned Title IV Aid
A. Federal Aid Included
Federal Pell Grant, SEOG, IASG, Direct Subsidized and Unsubsidized Loans, Direct PLUS Loans, and TEACH Grants. Federal Work-Study is excluded.
B. Percentage Earned
Students earn Title IV aid on a pro-rata basis through 60% of the payment period. After 60%, 100% of aid is considered earned.
C. Total Days Scheduled to Complete
The denominator includes only the days the student was scheduled to attend at the time of withdrawal, excluding:
•Scheduled breaks of 5+ days
•Day in modules the student never attended and was not scheduled to attend
D. Total Days Completed
The numerator includes days from the start of the earliest course to the withdrawal date, excluding scheduled breaks.
E. Amount Earned
Total aid disbursed and that could have been disbursed is multiplied by the percentage earned. Federal regulations require that this calculation be completed within 30 days of the date of determination.
XI. Post-Withdrawal Disbursements (PWD)
If earned aid exceeds disbursed aid, the student may receive a PWD. PWDs may only be made if the student meets late-disbursement eligibility under 34 CFR 668.164(j).
A. Grant Funds
Grant PWDs may be applied to outstanding institutional charges. Any remaining amount must be disbursed to the student within 45 days of the DOD.
B. Loan Funds
ECSU will notify the student or parent within 30 days of the DOD. The borrower has 14 days to accept, decline, or reduce the loan. Loan funds must be disbursed within 180 days of the DOD.
XII. Return of Unearned Funds
If unearned aid exceeds earned aid, ECSU must return the lesser of:
• Institutional charges multiplied by the unearned percentage, or
• Total unearned aid
Funds are returned in the following order:
1. Unsubsidized Direct Loans
2. Subsidized Direct Loans
3. Direct PLUS Loans
4. Pell Grants
5. IASG
6. FSEOG
Students are notified within 30 days of the DOD. All unearned Title IV funds will be returned to the appropriate programs within 45 calendar days of the date of determination.
Return of Loan Funds
Grant Overpayments
Students are responsible for repaying 50% of any grant overpayment. ECSU will notify students of any grant overpayment within 30 days of the DOD.
XIII. Student Responsibility for Unearned Aid
Any unearned aid returned by ECSU will be charged to the student’s account. Students remain responsible for repayment of any remaining unearned loan funds according to the terms of the promissory note.
XIV. University Withdrawal Refund Policy
first week of the semester, the total amount paid may be refunded as no charges would be due for the student.
| Spring 2025 (Term 202520) | |
| Withdrawal January 14-January 20, 2025 | 100% Refund of tuition |
| Withdrawal January 21-January 27, 2025 | 80% Refund of tuition |
| Withdrawal January 28-February 3, 2025 | 60% Refund of tuition |
| Withdrawal February 4-February 10, 2025 | 40% Refund of tuition |
| Withdrawal February 11-February 17, 2025 | 20% Refund of tuition |
| Withdrawal after February 17, 2025 | 0% Refund of tuition |
| Fall 2025 (Term 202610) | |
| Withdrawal August 18-August 24, 2025 | 100% Refund of tuition |
| Withdrawal August 25-August 31, 2025 | 80% Refund of tuition |
| Withdrawal September 1-September 7, 2025 | 60% Refund of tuition |
| Withdrawal September 8-September 14, 2025 | 40% Refund of tuition |
| Withdrawal September 15-September 21, 2025 | 20% Refund of tuition |
| Withdrawal after September 21, 2025 | 0% Refund of tuition |
XV. Unclaimed Title IV Credit Balances
If ECSU cannot locate the student or parent, Title IV credit balances must be returned:
• Within 240 days of issuing a check, or
• Within 45 days of an EFT rejection
XVI. Leave of Absence (LOA)
A Leave of Absence must meet federal requirements under 34 CFR 668.22(d). An LOA that does not meet federal requirements is treated as a withdrawal, and the withdrawal date is the last date of academic engagement.
XVII. Clock-Hour Programs (If Applicable)
ECSU does not offer any clock-hour programs. All current academic programs are credit-hour based and follow standard term structures.
However, if ECSU were to offer a clock-hour program in the future, Return of Title
IV (R2T4) calculations would follow the federal requirements outlined in 34 CFR 668.22(g).
Under these rules:
• Earned aid would be calculated based on the clock hours the student was scheduled
to complete at the time of withdrawal compared to the total clock hours in the payment
period.
• The percentage of aid earned would be determined by dividing the scheduled clock
hours up to the withdrawal date by the total scheduled clock hours in the payment
period.
• Unearned aid would be returned according to the standard Title IV return order.
• Clock-hour programs do not use calendar days in the R2T4 calculation; they use scheduled
clock hours only, as required by federal regulation.
• Complete the R2T4 calculation within 30 calendar days of the date of determination
XVIII. Full Refund Withdrawal Exemption
ECSU may apply the Full Refund Withdrawal Exemption under 34 CFR 668.22(a)(2)(iv) when applicable. The Full Withdrawal Refund Exemption will be applied when:
• The student withdraws before beginning attendance in all courses; or
• ECSU returns 100% of institutional charges
When this exemption applies:
• The student is not considered withdrawn for R2T4 purposes
• An R2T4 calculation is not required
XVII. Institution Responsibilities
The following are ECSU’s responsibilities regarding Title IV, HEA funds. ECSU will:
• Identify students who are subject to R2T4
• Perform calculations within required timeframes
• Return institutional funds within 45 days
• Maintain documentation supporting withdrawal determinations and academic engagement
XIX. Student Responsibilities
Students must:
• Submit withdrawal notifications in writing
• Repay any funds for which they are determined ineligible
• Repay unearned loan funds according to loan terms
• Must maintain communications regarding enrollment status
XX. Questions
Students may contact the ECSU Office of Financial Aid at (252) 335-3283 or email financialaid@ecsu.edu.
For additional information, contact the Federal Student Aid Information Center at
1-800-4-FED-AID (1-800-433-3243).