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Withdrawal and Tuition Refund Policy and Procedure

AC-REG-POLPRO-022
Withdrawal and Tuition Refund Policy and Procedure
DepartmentAcademic
Approval DateMay 29, 2019
Effective DateSeptember 3, 2019

Organizational Scope

The Policy applies to all full-time and part-time students enrolled in programs* offered in The Michener Institute of Education at UHN, School for Applied Health Sciences (“Michener”).

*Students in joint programs must refer to their program handbook.

Purpose

A student may request to:

  • withdraw from Michener after they have paid fees and/or been enrolled in classes; or
  • withdraw from Michener at any point in their program of study.

Each of these requests has specific financial and academic implications for the student. A student-initiated withdrawal is considered a permanent withdrawal. Students who wish to withdraw with the intention of returning must submit a Leave of Absence request. Refer to the Leave of Absence Policy. A Leave of Absence is subject to the Withdrawal Policy timeline described below.

Definitions

Program – is a series of required courses, called a model route that leads to an Advanced Diploma or a Graduate Certificate.

Policy

Students must complete and sign the Withdrawal form and submit it to the Registrar’s Office who will date stamp the form and process the withdrawal and refund according to the following timelines:

  1. Before the Official Start of Classes and Up to Ten (10) Days of Semester*Students may complete and submit a Withdrawal Form to the Registrar’s Office to receive a full refund of their tuition (less the non-refundable tuition deposit for first-year students) and any refundable ancillary fees. There is no academic penalty and nothing will appear on a student’s transcript.
  2. From the 11th Day of Classes to the 20th Day of Semester*Students must meet with the Academic Chair to discuss the withdrawal and ensure that all alternatives are considered. The Academic Chair will sign the Withdrawal form and the student must submit it to the Registrar’s Office. Students will receive a refund of 60 per cent of tuition fees paid, (less the tuition deposit for first year, first semester students) and any refundable ancillary fees. Tuition fees paid for any future semesters will be refunded. There is no academic penalty and nothing will appear on a student’s transcript.
  3. After the 20th Day of Classes Until the End of the 7th Week of the Semester*Students must meet with the Academic Chair to discuss the withdrawal and ensure that all alternatives are considered. The Academic Chair will sign the Withdrawal form and the student must submit it to the Registrar’s Office.  There will be no refund of tuition or ancillary fees for the current semester. Tuition fees paid for any future semesters will be refunded in full. There will be no academic penalty and no impact on the overall GPA on a student’s record for withdrawing within this timeframe. A grade of W (Withdrawn) will appear on a student’s transcript.
  4. After the 7th Week of Scheduled Classes Until the Last Day of the Semester*Students must meet with the Academic Chair to discuss the withdrawal and ensure that all alternatives are considered. The Academic Chair will sign the Withdrawal form and the student must submit it to the Registrar’s Office. There will be no refund of tuition or ancillary fees for the current semester. Tuition fees paid for any future semesters will be refunded in full. Students will receive a grade of WF (Withdraw Failing). This will appear on a student’s transcript and this grade will factor into the overall GPA of a student.
  5. After the Last Day of the SemesterStudents may not withdraw from a course or program. The grade(s) earned at that time will appear on a student’s transcript and will factor into the overall GPA on a student’s record. Tuition fees paid for any future semesters will be refunded in full.

*Refer to the Academic Dates or Michener Events Calendar for the exact date for each semester.

A student who stops attending all classes or clinical placement, without completing an official Withdrawal form, will be considered withdrawn from the program and will receive a failing grade for each course in that session. No tuition refund will be considered.

NOTE: Students who are granted supplemental activity (and are unsuccessful) have until their grades are determined and a GPA is calculated to withdraw from their subsequent semester courses for a full refund of that semester’s tuition.

Ontario Student Assistance Program (OSAP) Students

For students in receipt of funding from the Ontario Student Assistance Program (OSAP):

  • the Registrar’s Office will notify the OSAP branch of the Ministry of all withdrawals;
  • Students who have deferred their tuition payment to coincide with their OSAP funding are responsible for any fees accrued according the schedule above;
  • OSAP recipients who withdraw and are eligible for a refund will have their refund issued to the National Student Loan Service Centre (NSLSC) on their behalf.

Associated Documentation

Revision History

Date Reviewer Change(s) Made
February 22, 2011 Bill Pitman Document Revised
March 21, 2011 Academic Approval Council Approved
October 23, 2013 Academic Approval Council Clarified connection to Leave of Absence policy
April 2, 2014 Academic Approval Council Made changes to correspond to MTCU revised guidelines
June 15, 2017 Wendy Pais Document reviewed; no changes required
May 29, 2019 Cathy Carson, Registrar Merger with Tuition Fee Refund Policy, Tuition Fee Refund Procedure, and Withdrawal Procedure; Students wishing to withdraw after day 10 must meet with their program chair; Clarify refund process for recipients of OSAP funds
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