Withdrawal from College
Requests for refunds of tuition must be made in writing by the withdrawing student. Refunds are made each term to undergraduate students in the fall and spring semester and graduate/professional students, on a semester calendar, according to the following schedule: 85% tuition refund to the end of the first week of class; 80% tuition refund to the end of the second week of class; 75% tuition refund to the end of the fourth week of class. There is NO REFUND after the fourth week of the semester. Please click on the "Undergraduate Tuition Insurance" link for information about tuition insurance after week four of the semester.
January Term and Summer Session are subject to a different refund schedule. Please check with the Business Office for the current refund/drop policy on these terms.
Any room and/or board refund is issued based on the terms and conditions of the Residence Hall and Dining Hall License. Please contact the Campus Housing Office directly at (925) 631-4241 for details.
LEAP students (Liberal Education for Arts Professionals) should contact their program director before withdrawing to determine the financial impact, if any.
Graduate Business students on a quarterly calendar and Leadership students on a trimester calendar are subject to a different refund policy. Please consult with your program director or contact the Business Office for details regarding any refund.
Students receiving Federal Title IV aid will be subject to an earned aid calculation if their financial aid has posted to their student account prior to their withdrawal from the College. Institutional and State aid may also be affected. ANY REFUND RESULTING FROM FINANCIAL AID ISSUED TO A STUDENT WHO HAS WITHDRAWN MUST BE RETURNED TO THE COLLEGE IMMEDIATELY.
Refund of Overpayment
Refunds will only be issued on credit balances only after all allowable charges have been paid in full (including any payment plan). Refunds of overpayment may be requested in person or in writing to the Business Office. Personal payments may take up to three weeks to clear, hence, the refund will not be processed until then. Payments from third parties will be refunded to the originating source, not the student.
Once the academic term begins, refunds will be available on Tuesdays and Thursdays. Refunds will NOT be processed prior to the beginning of the term and will NOT be processed for any pending aid. Students have the option to pick up their refund, have it directly deposited to their bank account, or have it mailed to the address on file (we do not mail to dorm or campus housing addresses).
During the first two weeks of each semester, refunds are held for pick up in the Business Office unless direct deposit/eReimbursement is set up. Any check not picked up within the first two weeks of each semester will automatically be mailed to the address on file (we do not mail to dorm addresses).
Identification is required when picking up refund checks. All students must provide proof of identification, i.e. valid school ID card or valid driver's license, before the refund will be released.
***REFUNDS ARE NOT ISSUED FOR STUDENTS WITH MONTHLY PAYMENT PLANS UNTIL THE PLAN IS PAID IN FULL***
Loan refunds will be made after crediting financial aid funds students have accepted against initial charges to the student's billing account including, but not limited to, tuition, payment plans, mandatory fees, room and board, course material fees, etc., and the remaining balance (if any) will thereafter be refunded to the student - Federal Regulation 34 CRF 668.164(e). The credit balance refunded after deduction of the initial charges on a student's billing account may not reflect additional and subsequent charges and fees that may be incurred AFTER receiving a refund of the net balance. The refund of the remaining credit balance is not intended as a final accounting of all charges incurred and any additional charges not deducted from the financial aid funds and not reflected in the balance refunded must be timely paid.
If a credit on the student account is due to a Federal Parent PLUS loan disbursement, the refund will be payable to the parent borrower unless the parent authorizes us, in writing, to give it to the student.
If the student is no longer eligible to receive financial aid or student loans, his/her account will be adjusted accordingly. Any refund received for these funds must be reimbursed to Saint Mary's College IMMEDIATELY.
Please Note: Refund checks should be cashed promptly. Checks more than 180 days (6 months) old are considered stale and may be voided. Please check with the Business Office, Student Accounts Department, before attempting to deposit or cash any refund older than 180 days. Students who are Federal Title IV recipients are subject to Federal law which requires the College to return stale refund checks to the Federal program which generated the refund. Once these funds are returned (usually to loan programs) the College cannot request the funds again.
Electronic Refunds or eReimbursement
eReimbursement is the most efficient and expeditious way to process a refund. Your funds will electronically be deposited to the bank account of your choice. To sign up, log on to your Gaelxpress account and under "Bill Payment and Refunds" click on "MY BANK ACCT - eREIMBURSEMENT." Complete the form with your bank account information, agree to the Terms & Conditions, then click Submit. If your overpayment results from anything other than student loans, you must make a specific refund request at the Business Office. A refund into your account does not remove any financial obligation to make payment, in full, should an adjustment result in a balance due. If a balance occurs after the refund is deposited to your bank account, it must be paid IMMEDIATELY.
Please note: Appropriate ABA routing numbers DO NOT appear on deposit slips. Please enter the bank information on the bottom of the check. Electronic reimbursement is NOT available for Parent Plus loans.
Possible reasons for not receiving your refund are:
Refunds will not be processed until the term begins. No refunds will be released prior to the start of your term/semester.
- A refund cannot be processed until there is a credit balance on your account.
- There is a two-week holding period for credits that result from an overpayment from a check or eCheck of any kind.
- Refunds are not issued for students with monthly payment plans (TMS or graduate/professional plans) until the plan is paid in full.
- Credits resulting from Federal Parent Plus Loans are issued to the parent borrower who took out the loan unless the parent has authorized the refund to go to the student.
- A refund cannot be processed if you set up eReimbursement but the bank numbers are invalid.
Financial Aid Withdrawal & Refund Policy
In the event that a student drops classes or leaves Saint Mary’s College of California, an on-line formal withdrawal must be processed with the Registrar's Office. The student should also contact theFinancial Aid Office to fully understand any ramifications to their student aid.
Return of Title IV Funds is a federally mandated policy that applies only to students who receive federal financial aid and who withdraw, drop out, are dismissed, or take a Leave of Absence prior to completing 60% of a term. The Return of Title IV Funds policy does not apply to students who reduce their units and remain enrolled. Return of Title IV Funds will be used to determine how much aid, if any, must be returned to Title IV programs. The Title IV funds considered in the policy are the Federal Pell Grant, Supplemental Educational Opportunity Grant (SEOG), Federal Perkins Loan, Federal Direct Subsidized Loan, Federal Direct Unsubsidized Loan, Federal Direct Graduate PLUS Loan and the Federal Direct Parent Plus Loan. The policy does not apply to the Federal Work-Study program.
The Return of Title IV funds calculation identifies two types of federal aid, earned and unearned. The earned aid is based on a percentage calculated by dividing the number of days the student completed by the number of days in the payment period. A student who remains enrolled beyond the 60% point earns all disbursed (received) and disbursable aid. Disbursable aid includes aid received and the aid that could have been (but was not) disbursed as of the withdrawal date. If earned aid exceeds disbursed aid, a post-withdrawal disbursement may be made. Saint Mary’s College of California will first credit post-withdrawal disbursement not credited to school charges. Within 30 days of determination that the student withdrew, the student will be provided with a written notification of any post-withdrawal funds that are available to the student. No post-withdrawal disbursement will be made if the student does not respond within 14 days of the notification date.
Unearned aid is any disbursed aid that exceeds the amount of Title IV aid the student earned. The unearned aid amount is to be returned to the U.S Department of Education, a responsibility shared by Saint Mary’s College of California and the student. This may create a balance owed on a student’s tuition billing account. The student is responsible to pay the amount owing on their billing account.
Saint Mary’s College of California will return its share of unearned funds no later than 45 days after it determines that the student withdrew. Students must repay their share according to the terms and conditions stated in their promissory note(s). Funds returned to U.S Department of Education by Saint Mary’s College of California will be distributed first to the Federal Unsubsidized Loan then to the Federal Subsidized Loan, Federal Perkins Loan, Federal Graduate PLUS Loan, Federal PLUS (Parent) Loan and finally to the Pell Grant, Supplemental Educational Opportunity Grant (SEOG), TEACH Grant, and Iraq/Afghanistan Service Grant.
This policy is based on 34 CFR, Section 668.22 of Title IV of the Higher Education Act of 1964, as amended. The formula is prescribed in Section 484(b). Please contact the Financial Aid Office for additional information.
Federal Funds Authorizaton Form
Federal law requires all federally allowable charges (tuition, fees, room and board) to be covered by Federal Title IV funds. Saint Mary's allows many departments to assess charges to the student accounts in order to consolidate billing - these are considered "non-allowable" charges. Non-allowable charges might include late fees, traffic fines, library fines and other miscellaneous fees. Students have the option to decline this authorization and be billed separately for the non-allowable charges. To do this, contact the Business Office to request the Federal Funds Authorization form.
Travel Course Refunds
Travel deposits are NON-REFUNDABLE. If a student withdraws from a travel course due to an emergency, the student may petition for a partial refund. Petitions must be submitted, in writing, to the SMC Business Office, 1928 St. Mary's Rd, PMB 4600, Moraga, CA 94575. Refund petitions under these circumstances will be considered after ALL expenses related to the course have been paid. Any amounts paid on behalf of the student will be deducted from the deposit amount prior to the refund.
Third party or Special Billing
Special billing is available to students whose employers or other outside agencies pay their tuition, fees and expenses directly to Saint Mary's College regardless of the earned grade. Students whose company or agency reimburses them directly are NOT eligible for special billing.
Refunds of third party or special billing will be issued AFTER the funds have been received by Saint Mary's College. No refunds will be advanced to students until the funds are received, applied, and a credit balance, if any, occurs. At times, permission must be received by third party if refund is a result of a third party payment.