Course Refund Policies

The U.S. Department of Education, your state's Department of Education, and your institution's administration may have different policies and procedures for refunding money to students when they leave school before completing their programs. The refund policy that is most advantageous to the student must be the one selected at the time the calculation is made. Refund calculations are triggered for a given student.

Course Refund policies are applied automatically when the Course status changes to Drop. If the billing method is configured as “Post Pending charges review”, the pending charges must be posted for the Course refunds to be posted on the ledger.

You can use the Course Refund Policies page to add, edit, delete, or deactivate the policies for course refunds that Anthology Student uses to calculate refunds. The refund calculations in Anthology Student support straight pro-rata refund policies. The calculations are based on the number of days or weeks completed by the student for the enrolled course. You can also configure several refund policies and select those for different circumstances.

Prerequisites

To view the page, you must have Student Accounts - Configuration - View authorization.

To edit the page, you must have Student Accounts – Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view, but cannot edit it. (When you add an item, you can only select campuses to which you have access.)

Access Method

Select the Configuration tile > expand Student Accounts > select Course Refund Policies.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. If you want to:

   • Add a list item, select the New button on the toolbar

   • Add a list item by copying and modifying the item, select the required row, and select the Duplicate button on the toolbar

   • Edit a list item, select the item name in the list

2. Review, specify, or change the following values.

Active Specifies whether the associated record is active. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Name The descriptive name of the item. States Specified on Student Profile Specifies the states to which the course refund policy applies. If the course refund policy is to be based on the student’s state of legal residence, the state stored with the address in the student master record is compared against the states selected for each configured refund policy. The course refund policy used will be the one where one of the states selected for the policy matches the state stored with the address in the student master record. Any course refund policy that does not have states selected as a filter continues to be used as the default for campus, terms, or program versions.

3. In Calculation Options, specify the following values.

   Calculation Based On The course refund calculation can be based on Length (of attendance) or Percentage (of enrollment). Depending on your selection, either the Calculation Based On Length grid is enabled or the Calculation Based On Percent grid is enabled. Calculation Type Select the amount to refund or the amount to retain. Evaluation Date Type Indicates the date to use when evaluating time completed for a given course. Select Last Date of Attendance (LDA) or Date of Determination (DOD). The LDA option is the last date of positive attendance. The DOD is the date when the student began the official withdrawal process or the date of the student’s notification of the intent to withdraw, whichever is later. If a student did not begin the official withdrawal process or provide notification of the intent to withdraw, the DOD would be the date when the institution becomes aware that the student ceased attendance.

   Policy Unit Indicates the time related to the refund. The values are Weekly (default) and Daily. If the Policy Units is Weeks, it enables the field - Weeks Calculation Type. Week Calculation Type This field is enabled only if the Policy Unit is Weeks. The options are: - Calendar Days: You can total the number of days in the time period calculation and subtract holidays (if that option has been enabled) divided by seven. - Scheduled Instruction Days: You can calculate the number of weeks based on at least one class session per calendar week (Sun-Sat).

   Course Refund Policies are calculated based on the posted balance, not the pending balance. Course refund policies rely on Auto Correct Course Details Indicates whether an auto-correct job is enabled. This job assesses the total amount billed for bill codes set up on the rate schedule and adjusts or creates detailed support records per course for the courses comprising the charge. being set to Yes. When "Auto Correct Course Details" is set to No, you are responsible for posting adjustments to avoid issues with later adjustments and re-bills in the term.

4. In Refund Policy Associations, specify the following values.

   Default Campuses for the Policy Displays the default campuses for the policy form. This option is enabled only when you save a new course refund policy and when you edit an existing policy. Only Show Active Programs Select to display only the active programs. Only Show Active Program Versions Select to display only the active program versions.

   Program Versions The program version associated with the student or item. Terms This field is enabled only when you save a new course refund policy or edit an existing policy.

5. Depending on your selection in the "Calculation Based On" field, take the appropriate action in the Calculation Based on Length grid or Calculation Based on Percentage grid.

   Task	Action to Take
   Add a refund record	1.  Select the Add button. Anthology Student inserts an empty row in the Units column. 2.  For Calculation Based on Length, specify the following values. Refund % Enter the percentage of funds received to be refunded or retained. Units The number of refunds. This value is calculated based on the values that you specify in Calculation Based on Length column. Unit Type The Unit Type column is used to determine the attendance unit the Length condition applies to up to the value selected. The options are Weeks, Days, and During Add/Drop. Example: The Refund % could be configured to include the range of Units for different Unit Types: 1-25 Days = 75% 26-50 Days = 50% 51+ Days = 0% 3.  For Calculation Based on Percentage, specify the following values. Min Enroll % The minimum percentage of the enrollment completed by the student. Max Enroll % The maximum percentage of the enrollment completed by the student. Refund % Enter the percentage of funds received to be refunded or retained. Type Indicates whether the percentage to refund or retain comes from the Refund % field or the actual percentage completed by the student. Valid values are Pro-Rata and Percentage. For straight pro rata policies, the percentage of tuition earned by the institution correlates exactly to the percentage of the program that the student completed. For example, if the student completed 47% of the program before dropping, the institution retains 47% of the tuition. 4.  Select the Save button. Anthology Student saves the record.
   Remove a refund record	1.  Select the record in the list. 2.  Select the Remove button. Anthology Student removes the selected record from the list.

6. In the Transaction Codes grid, review the values in the list.

   You can select a value in the Action column to configure each code individually.

   Action The action taken to configure each transaction code individually for course refund adjustment. The values are: - Reverse (default): Select this option to reverse the original charge on the student's ledger card. The full amount of the original charge is refunded. - Earn: Select this option to earn 100% of the original charge. The full amount of the original charge is retained on the student’s ledger card. - Calculate: Select this option to include the charge in refund calculations. The percentage of charges earned for the dropped course is determined based on the configuration in the Calculation Based on Length/Percentage grid. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

   Name The descriptive name of the item.

7. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Procedure to Delete Items

1. Highlight the item in the list.

2. Select the Delete button on the toolbar.

The item is:

• Removed from the list on the page and the list is redisplayed

• No longer available to select on the forms that contain the list

Procedures for Deactivating Items

There is more than one method for deactivating an item.

Method	Procedure to Follow	Result
Using a toolbar button	1.  Highlight one item in the list. 2.  Select the Deactivate button on the toolbar.	The item:  •   Remains displayed in the list with No in the Active column •   Is also no longer available to select on the forms that contain the list
Editing the item	1.  Select the name of the item in the list. 2.  In the Active drop-down, select No. 3.  Select the Save and Close button.

Because the item is not removed, you can also make it active again by selecting the Activate button.