Indiana University Northwest
notice

Office of the Bursar

Refunds

Refunds  

female student with booksIt is possible to have a refundable credit balance on your bursar account. This can be the result of:

  • A credit transmission from the Office of Financial Aid and Scholarships
  • A bank loan credit transmission from your loan processor or bank
  • An adjustment to your class schedule

If a refund results from a payment by check, the refund will be processed 30 days after the date the check was posted to your bursar account.

If a refund results from payment by credit card, the credit will go back to the credit card.  Credit card refunds are processed on the Friday following the refundable credit balance showing up on the account.

All refunds will be either mailed to your address on file with the Office of the Registrar or deposited into your personal checking or savings account. Allow a reasonable amount of time for the mail delivery of your paper check.

Title IV Federal Financial Aid Refunds:

Indiana University is authorized to administer Title IV federal financial aid funds. Title IV funds which may credit your bursar account include:

  • Federal Direct Loans-Subsidized and Unsubsidized
  • Federal Direct Parent and Graduate PLUS Loan
  • Federal Pell Grant
  • Federal Perkins Loan
  • Federal Supplemental Education Opportunity Grant (SEOG)

Federal regulations require that the University apply your Title IV financial aid funds first to "allowable charges", which are tuition, mandatory fees, and housing contracted with the University. In order to apply any remaining Title IV funds to miscellaneous charges (for example, parking fees, deferment fees, or health center charges) the University is required to obtain your authorization. If your authorization is not received before your financial aid has disbursed to your bursar account the Title IV funds will not be applied to miscellaneous charges. This may result in an outstanding balance on your account, causing late fees to be assessed and services to be restricted until you pay the balance with personal funds.

Once you grant authorization, it continues to be valid for future years unless you notify the Office of the Bursar in writing that you wish to withdraw it.

To sign your Title IV authorization online:

  1. Sign into One Start (www.onestart.iu.edu)
  2. Go to the Student Center "Finances" section
  3. In the dropdown box. click "Student Authorizations"
  4. Click the "Grant Authorizations" button to continue
  5. Active authorizations will be displayed
  6. Read the authorization
  7. Select the appropriate campus (IU Northwest)
  8. Click Next
  9. Click the "Yes, I have read the agreement" checkbox
  10. Click Submit
  11. A confirmation message will be sent to you
  12. Close browser or click "View Student Authorization" to return
Direct Deposit  

You can have your refund deposited directly into your personal checking or savings account and greatly reduce the time it takes to receive your refund. To arrange for direct deposit, log onto OneStart, then select “Sign up for Direct Deposit ” under the “My Finances” heading and follow the step-by-step instructions.

Schedule Adjustment  

Students dropping courses prior to the end of the first week of classes will receive a 100% credit for all fees for most classes. If a student adds a class at the same time that a class is dropped during the 100% refund period, all payments will be applied to the added class. A Late Schedule Change Fee will be assessed beginning the second week of classes for each added course.

Students performing an exchange of courses in the second week of classes will forfeit 25% of their tuition for the dropped course. A 75% credit will be applied toward the tuition for any added course. This does not apply when performing an even exchange of the same course number, dropping one class number (section) and adding another class number (section) within the same course number.

Example of dropping one course and adding another course in the second week of classes:

During registration, you registered for Elementary Composition, ENG-W 131, class number 19450, for 3 credit hours. You decide to withdraw from ENG-W 131, class number 19450, and add Social Problems, SOC-S 163, class number 19894, for 3 credit hours. Your bursar account will be assessed $22 for the added class number 19894. In addition, 25% of the dropped 19450 class will be forfeited, and 75% credit for the dropped 19450 class will be applied to the tuition for the added 19894 class. The approximate amount due for the drop of ENG-W 131 course and the add of SOC-S 163 will be the $22 Late Schedule Change Fee plus the 25% remaining balance due on the tuition of the added SOC-S 163 class (75% was credited from the dropped ENG-W 131 class.)

Example of dropping and adding within the same course number:

During registration, you registered for Elementary Composition, ENG-W 131, class number 19450 for 3 credit hours. You decide to change sections of the class but remain in ENG-W 131. You drop class number 19450 and add class number 19465. A Late Schedule Change Fee will be assessed for the added class.

Students performing any exchange of courses in the third week of classes will forfeit 50% of their tuition for the dropped course. A 50% credit will be applied toward the tuition for the added course. This does not apply when performing an even exchange of the same course number, dropping one class number (section) and adding another class number (section) within the same course number. In the event of an even exchange, a $22 Late Schedule Change Fee will be assessed for the added class.

Students performing any exchange of courses in the fourth week of classes will forfeit 75% of their tuition for the dropped course. A 25% credit will be applied toward the tuition for the added course. This does not apply when performing an even exchange of the same course number, dropping one class number (section) and adding another class number (section) within the same course number. In the event of an even exchange, a Late Schedule Change Fee will be assessed for the added class.

Students performing any exchange of courses after the fourth week will forfeit 100% of their tuition for the dropped course.

Refund Schedule

Fall and Spring Semester refunds are based on the following schedules.  Summer Session classes follow the Five- to Eight-Week Courses Schedule.

Nine- to Sixteen-Week Courses

Withdrawal Period Refund

First week of class

100% of all fees for most classes except the personal deferment service charge

Second week of class

75% of instructional and course-related fees for most classes

Third week of class

50% of instructional and course-related fees for most classes

Fourth week of class

25% of instructional and course-related fees for most classes

After fourth week

No refund


Five- to Eight-Week Courses

Withdrawal Period Refund

First week of class

100% of all fees for most classes except the personal deferment service charge

Second week of class

50% of instructional and course-related fees for most classes

After second week

No refund


Two- to Four-Week Courses

Withdrawal Period Refund

First & second day of class

100% of all fees for most classes except the personal deferment service charge

Third & fourth day of class

50% of instructional and course-related fees for most classes

After fourth day

No refund


One-week Courses

Withdrawal Period Refund

First day of class

100% all fees for most classes except personal deferment service charge

Second day of class

50% of instructional and course-related fees for most classes

After second day

No refund

Withdrawal  

You must contact the Office of the Registrar to withdraw from your semester classes. Failing to pay your fees or issuing a stop payment through your bank does not constitute an official withdrawal. To receive a full refund, you must officially withdraw before or during the 100% refund period.

If you do not officially withdraw during the 100% refund period, you will be responsible for all fees.

If you are eligible for financial aid but do not plan to complete the semester, you must withdraw from your semester classes. Otherwise, your fees will be paid by your financial aid, your enrollment will be validated, and you will receive failing grades in all registered classes. Financial aid recipients who reduce their enrollment may be required to repay their financial aid. Contact a financial aid counselor before adjusting your class schedule.

Appeal Procedures  

Changes in your account status with the Office of the Bursar may be appealed if there are significant or unusual circumstances. Appeals should be addressed to the Office of the Bursar, referencing your account name, identification number, and current mailing address. Pertinent information regarding denial of university services, request for services reinstatement, and supporting documentation are necessary for consideration of appeals. All appeals are reviewed by the campus Refund Appeals Committee. 

A decision will be rendered in approximately four to six weeks. Current status notification will be sent after a decision has been made. All appeals should be submitted at least 30 days prior to a registration period.

Procedure to File an Appeal for Refund of Fees

The Office of the Bursar will consider appeals for refunds due to involuntary withdrawal from classes after the normal refund period. In addition, the office will review the request for waiver of late penalties assessed students.

In order to be considered for a refund or waiver of fees, a student must:

  • Submit the request no more than one year following the close of the appealed semester.
  • Have officially withdrawn from classes (if applicable to appeal) and have a grade transcript indicating a "W" for the classes in question. Grade change appeals must be submitted to the department heads and be approved prior to submitting appeal to the Office of the Bursar.
  • Print, complete, sign, and submit the Fee Policy Appeal Form
    • Supply supporting documentation that is applicable:
      • Letter from dean, department chair, counselor or instructor. 
      • Letter from professor(s) confirming non-attendance.
      • Letter from physician detailing nature of illness or injury and date advised student to withdraw. 
      • Other documentation necessary, i.e. employer, police report etc.

Appeals are rarely considered unless supporting documentation is provided. If supporting documentation is needed and not included, written notification will be sent advising you of this. The appeal will remain "pending" for 30 days whereupon it becomes inactive and no action will be taken on our part.

Please note: All documentation must be on Official Letterhead. 

Please note: Appeals must be submitted by the student.  Appeals on behalf of the student will be accepted from a parent or guardian only in circumstances where the student may be physically or mentally impaired.

Financial aid recipients may be placed into repayment status if an appeal is granted. These candidates should consult with the Financial Aid Office for counseling prior to withdrawing and appealing.

Mail or bring your appeal to:

IUN Office of the Bursar
Fee Appeal Review Committee
Hawthorn 102
3400 Broadway
Gary , IN 46408-1197

Supporting documentation may also be faxed to the Office of the Bursar at 219-981-4246.

Notification of the appeal decision will be mailed to you at the address noted on the appeal form.