Withdrawal Policy

Mercer University will maintain a fair and equitable refund policy by adhering to the Institutional Refund Policy in all programs, in all schools, and on all campuses.  This policy is subject to change if there are future changes to the Federal Return Policy or other federal, state, accrediting agency, or institutional policy with which it may conflict.

The criteria for the Mercer Institutional Refund Policy are based upon federal mandates established by the Federal Return Policy, which took effect on all Mercer campuses on August 15, 2000, replacing all existing refund policies throughout the University.  The policy applies whether or not Title IV awards are involved.

Tuition, fees, and any other educational charges will not be refunded if the operation of the University is suspended at any time as a result of an act of God, strike, riot, disruption, or for any reason beyond the control of the University.

Questions regarding refund procedures and amounts should be directed to the Office of the Bursar, 1501 Mercer University Drive, Macon, GA 31207 (Telephone: 478-301-1111.) Students are charged tuition and fees for all attempted hours, regardless of completion.

Refunds will be calculated based on enrollment in either semester-based programs or session-based programs, as defined below:

  • Semester-Based Programs:  Class enrollment spans the entire semester.  Classes typically run for 16 weeks.
  • Session- (or module) Based Program: Enrolled in one or more courses that do not span the entire semester.  Typically, there are two 8-week sessions within the semester.

*Special requirements for session-based program refunds will be notated throughout this policy by an asterisk.

PLEASE NOTE: The last date for a tuition refund MAY NOT correspond with the last day to withdraw for the term. Please contact the Bursar’s Office for the last day to withdraw for a tuition adjustment.

Eligibility for a refund of tuition, fees, and other institutional charges:

A student is not eligible for any refund if:

  1. The student fails to formally withdraw.
  2. The student is suspended.
  3. The student withdraws when a disciplinary action or honor code violation is pending.
  4. The student withdraws from a class or classes while currently enrolled in other classes for the semester.
  5. *The student provides written confirmation that they will return for a future session in the same semester.

Official and Unofficial Withdrawals

Officially Withdrawing

  1. To officially withdraw from the semester, a student must drop or withdraw from all courses for the term.
  2. Students contemplating dropping or withdrawing from courses are urged to first consult their student financial aid counselor for information regarding the impact of this action on their financial aid award.
  3. To officially withdraw, the student must submit the online withdrawal form in their MyMercer student portal, upon submission the completed form will be submitted to the Registrar’s Office for finalization. The completed form must be submitted by the Registrar’s Office before the withdrawal can be finalized.
  4. Refund calculations will be based upon the date the student officially notifies the Registrar’s Office in writing via the online form or in person of his/her intent to withdraw.
  5. Per federal regulations, a calculation for the return of federal funds will be completed within 30 days of the student “officially withdrawing.”
  6. Any balance or overpayment created due to financial aid disbursements being returned to their original source of funding per the withdrawal calculation will become immediately due and payable, by the student, to the University and in some cases to the U.S. Dept. of Ed.
  7. Once all calculations are completed, the Bursar Office will invoice the student for any outstanding balance.
  8. *Session-Based students who officially withdraw from Session I and are also enrolled in Session II must provide written notification they plan to attend Session II classes. Without this written documentation, the student will be dropped from the Session II classes and a Term Withdrawal Calculation will be completed.
  9. **Session-Based students who drop Session II courses while still attending Session I are not considered withdrawals. Students who drop/withdraw from session II courses after successfully completing at least 49% of the semester or successfully completing courses equal to half-time enrollment are not considered withdrawals. Successful completion is defined as earning credit with a passing grade (D or higher). If the student is Pell eligible or receiving the Georgia Tuition Equalization Grant, a downward enrollment calculation is necessary for any course in which the student didn’t begin attendance.

Unofficially Withdrawing

  1. Non-attendance or ceasing to attend a course(s) does not constitute an official schedule change, course withdrawal, or term withdrawal.
  2. Failure to “officially withdraw” will result in academic penalties and may affect the student’s Satisfactory Progress rating.
  3. Students failing to officially withdraw will be held financially accountable for tuition, fees, and stipends issued to them for the term.
  4. If a student ceases attendance without notifying the university, a Federal statutory provision allows the university to use the midpoint of the payment period as the withdrawal date for calculating the return of financial aid funds. Otherwise, the university may use the student’s last verifiable day of an academically related activity.
  5. Per federal regulations, a withdrawal date will be determined within 30 calendar days from the end of the semester for those students who ceased attendance without “officially withdrawing” from the University and those students who are determined not to have earned any credit for the semester.
  6. Any balance or overpayment created due to financial aid disbursements being returned to their original source of funding per the withdrawal calculation will then become immediately due and payable, by the student, to the University, and in some cases to the U.S. Dept. of Ed.
  7. Once all calculations are completed, the Bursar Office will invoice the student for any outstanding balance.

Refund of Non-Tuition Charges

  1. If a student withdraws before the first day of classes for the term, housing and/or meals will be charged based on usage up until that point in time.
  2. If a student withdraws prior to the beginning of the semester or during the official drop/add period, lab fees, facility/technology fees, book and material fees, and insurance premiums will be reversed.
  3. If a student withdraws after the end of the official drop/add period, housing and meal plan refunds will be calculated by Residence Life and Auxiliary Services respectively, based on usage.
  4. Pre-enrollment deposits and dormitory or housing deposits are non-refundable.
  5. Insurance Premiums are non-refundable after the waiver deadline.
  6. Additional charges for housing and meals will be assessed on a prorated basis from the date of withdrawal until the student vacates the room and returns his/her key and keycard.
  7. Additional Book and Material Fees may be assessed for items not returned by the deadline if participating in the Bear Book Bundle Program. Once all calculations are completed, the Bursar Office will invoice the student for any outstanding balance.

Withdrawal Refund Calculations

The federal government requires the Office of Financial Aid to calculate how much Title IV aid a student has earned.  Federal regulations state that a student earns Title IV aid based on the period of time he/she remains enrolled for a particular term.

A student who has completed more than 60% of the enrollment period is considered to have earned 100% of the Title IV aid awarded; no return of Title IV aid is required.

# of Days Enrolled / Total # of Days in the Payment Period = % of Title IV Aid Earned by the Student

Per federal regulations, any federal funds not earned by the student must be returned to the Title IV program in the following order:

  • Unsubsidized Federal Direct Stafford Loan
  • Subsidized Federal Direct Stafford Loan
  • Federal Direct Plus Loan
  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant
  • Other Title IV Aid Programs

Non-Title IV financial aid funds will be returned in the following order:

  • Mercer institutionally-funded loans
  • Mercer endowment-funded loans
  • Mercer institutionally-funded grants/scholarships
  • Mercer endowment-funded grants/scholarships
  • Other loans
  • State loans
  • State grants/scholarships
  • Other scholarships
  • Student/parent payments

For an example of a refund calculation, please refer to the Catalog.