Return of Title IV: Modules

Return of Title IV: Modules Presented by: Amy Capps University of Utah

Agenda:1. Review Definitions2. How to determine when a student has withdrawn3. How to calculate Percentage4. Scenarios

What is a Module? • When one or more courses in an academic program do not span the entire length of a payment period or period of enrollment • Schools may have different names for these: • Session • Flexterm • Summer II • Intersession • Maymester

R2T4 Current Definitions • Standard Terms: • Semesters, Trimesters- Generally 14-17 weeks long • Quarters- Generally 10-12 weeks long • Nonstandard Terms: where all coursework is expected to begin and end within a set period of time that is not semester, trimester, or quarter terms • Nonterms: All clock-hour programs and credit hour programs that do not begin and end within a set time (self-paced), where courses overlap, where sequential courses do not begin and end in a term

Standard Term with Modules • Standard term program “offered in modules” • Two 8 week sessions within a 16 week semester • Three 5-week sessions within a 15 week semester • Two 6-weeks sessions within a 12 week quarter • Winter “intersession” or “j term” between fall and spring semesters

How to determine if the student has withdrawn? • Three questions to ask: 1. After beginning attendance in the payment period or period of enrollment, did the student cease to attend or fail to begin attendance in a course he or she was scheduled to attend? If yes, go to question #2 If no, student has not withdrawn 2. When the student ceased to attend or failed to begin attendance in a course he or she was scheduled to attend, was the student still attending other courses? If no, go to question #3 If yes, student has not withdrawn 3. Did the student confirm attendance in a course in a module that begins later in the period? If yes, the student has not withdrawn. If no, perform R2T4 calc.

Required to take attendance? • If an institution is required to take attendance, the withdraw date is the last date of academic attendance • For institutions not required to take attendance, use the earlier of the date the student began the official withdraw process or provided “official” notice or • If the student did not notify the school, it is the midpoint of the period or • If the student didn’t notify due to circumstances beyond the student’s control, it is the date related to that circumstance or • Date of student’s last attendance at a documented academically-related activity.

Written Confirmation of Return • Student is not considered withdrawn if they provide written confirmation of intent to enroll at the time of withdrawal • Student may change return date in writing prior to original return date • Being registered does not count as written confirmation

After confirmation is received… • Student is considered withdrawn if does not return as scheduled • Withdraw dates back to the time the confirmation was provided • Determine days of attendance as if confirmation of future attendance was never provided

How to calculate % of payment period? • Numerator: Total days in the payment period or period of enrollment that the student has completed • Denominator: includes all days within the period that the student was scheduled to complete prior to ceasing attendance • Exclude days in which the student was on an approved LOA and scheduled breaks of at least 5 consecutive days

Calculation Example • Three 5 week credit hour modules • 4-day scheduled break after the first module • Student completes 1 class in the first and second module, withdraws day 5 of third module

Calculation Example • Numerator • 5 weeks X 7 days = 35 days in each session • 35 days X 2 completed modules = 70 days • 70 days + 5 days completed in 3rd module = 75 days • 75 days + 4 days of scheduled break = 79 days enrolled • Denominator • 5 weeks X 7 days = 35 days • 35 days X 3 modules = 105 days • Add 4 day, schedule break = 109 total days 79 days enrolled/ 109 total days = 0.7247 or 72.5% rounded up

Scenarios…..

Scenario #1Bob is enrolled in a standard-term program with 16 week semesters. Each term also includes two eight-week modules which run consecutively. Bob is enrolled in two 16 week classes and in one class in each 8 week module After completing the first 8 week module, Bob withdraws from his class in the second 8 week module on day 12. He is still attending his 2 16-week courses. Is Bob enrolled in a program offered in modules? Yes Does the school have to perform a return of funds calculation? No, he is still attending courses

Scenario #2Melissa is enrolled in three summer sessions that are 5 weeks (33 days) each with two days break between each session. Melissa enrolls in all three summer sessions. Completes session 1, begins session 2 and stops attending on day 10. No written confirmation to return was received Does the school have to perform a return of funds calculation? Yes If so, what percentage of the payment period did Melissa complete? 45/103 days = .4369 = 43.7% What about Pell? Recalculate before R2T4

Scenario #3Non-standard termCourses are offered in two, 10 week terms and two six week terms. The terms run sequentially as follows: 10 week term, six week term, 10 week term, six week term. There is a one week break between each term. Academic year is defined as 24 credits over 32 weeks. Each payment period in a full acad year is the amount of time it takes each student to complete half the credits and half the weeks. Julio is enrolled in six credits in the first term and six credits in the second term. Enrollment for the first payment period is illustrated below:

Scenario #3 cont.Non-standard term Is Julio enrolled in a program offered in modules? Yes Julio withdraws from his classes in term two on day 35 of term one Does the school have to perform a return of Title IV calc? No Julio withdraws from his classes in Term Two during the break after Term One Does the school have to perform an R2T4 calc? Yes 70 total days attended/112 total days enrolled= 0.625 or 62.5%

Scenario #4Non-Term ProgramsTomas is enrolled in a non-term program in which classes start ever two weeks. Each class is six weeks long. Each payment period in a full academic year is the amount of time it takes the student to complete both 12 credits and 18 weeks. Thomas is enrolled in three 6 week classes. Each class is worth 4 credits and the classes run consecutively. Tomas withdraws from the second 6 week class on day 14 but remains registered for the third class and has confirmed his intent to enroll. Is the school required to perform an R2T4 calc? No Different Scenario: Tomas only registered for two classes Tomas withdraws from the second class on day 13 Is the school required to perform an R2T4 calc? Yes 55 total days attended/84 days in period = .0655 = 65.5%

Scenario #5Standard TermMolly enrolls in for one course in each 8 week session and a misc session course. The student completes the first 8 week course with a B+. The student begins the second 8 week course but withdraws on day 5. The misc course is a one day course meeting on day 10. Is the student considered to be a withdrawn? Yes, unless written confirmation is provided for misc session course If no written confirmation, use total days enrolled/total days in term for percentage completed. 61/112=0.545=54.5%

References: • FSA Handbook, Vol. 5 Chapter 2 • 34 CFR 668.22 • DCL Gen 04-03, Gen 11-14 • 10/29/10 Federal Register • NASFAA R2T4 webinar 2012

Questions?

Return of Title IV: Modules