Student Registration & Financial Services

Drop/Add, Withdrawals, and Refunds

View Drop/Add/
Withdrawal Date

Log into eServices to find specific course drop/add/withdrawal dates under "View/modify course schedule".

Drop/Add Dates

Dropping a course by the deadline (before the end of the free add/drop period), means the course is removed from your schedule, you are not financially responsible for that course, and the course does not appear on your transcript. After that date, it is a withdrawal with a grade of "W" and you have a financial obligation for the course(s). 

Fall Semester 2018

  • Deadline for dropping full term course(s) from your schedule is Friday, Aug. 31, 2018 by 11:59 p.m.
  • Deadline for adding full term course(s) without departmental permission is Friday, Aug. 31, 2018 by 11:59 p.m.

Spring Semester 2019

  • Deadline for dropping full term course(s) from your schedule is Friday, Jan. 18, 2019 by 11:59 p.m.
  • Deadline for adding full term course(s) without departmental permission is Friday, Jan. 18, 2019 by 11:59 p.m.

Withdrawals

You may withdraw from a course or courses without special permission after the drop/add period and before the withdrawal deadline.

Withdrawing from a course means you are financially responsible for the course and a grade of "W" will appear on your transcript. A grade of "W" on your transcript will impact your credit completion ratio but will not impact your Grade Point Average (GPA). 

Total Withdrawal: Withdrawing from all of your registered courses.

Partial Withdrawal: Withdrawing from one or some of your registered courses.

Use the eServices System to withdraw from a course. Link to the video to see the process in your e-Services. 

Withdrawal Deadline

Withdrawal deadline dates display for all courses within eServices. After login, choose “View/modify course schedule” and a column, “Last Dates to Drop/Withdraw” will display with a “clock” icon. Hovering over the clock will display a message with the deadline dates. You may also view the withdrawal deadline dates by clicking on the “Print Schedule” link in the top right corner. This will open a window which displays your course schedule with a column indicating the withdrawal deadline dates for the course(s) in which you are registered.

Withdrawing from ALL COURSES may result in a financial obligation to the University if you are living in the residence halls or receiving a grant, scholarship, loan, or other financial aid. Contact the Student Services Office, AS-123 for further information.

For part-term courses, the withdrawal must be processed before 80% of the class meeting days have elapsed. 

Late Withdrawals

Withdrawal from courses after the withdrawal deadline requires completion of the Registration Petition (pdf) form. The form requires the signature(s) of the instructor(s) of the course(s) and will be reviewed by the College/School Deans or the Office of Academic Affairs. After the signatures have been acquired, please submit the completed form to the Office of Records and Registration, AS-118. The form can also be obtained from the Office of Records and Registration.

For further information about late withdrawals, please contact the Office of Records and Registration at registrar@stcloudstate.edu.

Refunds or Reduction in Charges

Dropping all or some courses before the end of the free add/drop period will result in a reduction of the tuition charges for the course(s).

Likewise, adding a course during this time frame will result in the addition of those related charges to your student account.

TOTAL Withdrawal

Before withdrawing from ALL of your courses, consult with your advisor and/or a student service office.

When considering withdrawing from ALL full term courses in a term, you must first note whether or not you have attended classes for at least 60% of the term. If your registration consists of courses that are not scheduled for the full term (e.g., many summer courses), you should always contact your advisor and/or a student service office. 

  • If you have attended your classes past 60% of the term, then you have earned your financial aid and withdrawing from them will not result in any recalculation of your financial aid eligibility.
  • If you have NOT attended your classes past 60% of the term, then you have not earned your financial aid and federal law requires us to perform a refund calculation to determine what portion of your aid was earned and what portion you must repay.

If you receive all non-passing grades for a semester (W, F, FN, or U) and it is determined that you did not ATTEND classes for at least 60% of the semester you may be required to repay some of the financial aid funds you received. Your aid eligibility may also be impacted if you never attend a course for which you registered.

If a student is eligible for federal financial aid (Title IV) and withdraws from all courses during a period of enrollment, the student is entitled to aid based on the percentage of the period of enrollment attended. When a student withdraws, the school is required to determine the amount of the federal financial aid the student has earned. If a student has been disbursed unearned aid, the student must repay it. If a student has earned aid which has not been disbursed, the student is eligible to receive those funds as a post-withdrawal disbursement. If any funds are remaining after the return of Title IV aid, they will be used for repayment obligations for St. Cloud State University funds, Minnesota state funds, and other private sources. If an unpaid balance exists, all aid sources will be repaid before any funds are returned to the student.

Refund Schedule for TOTAL Withdrawal

Fall and Spring Terms

For students who withdraw from ALL classes for fall or spring semester, refunds are according to the following schedule:

Refund Percentage FALL 2018 SPRING 2019
100% refund Aug. 27-31, 2018 Jan. 14-18, 2019
75% refund with a W Sept. 1-10, 2018 Jan. 19-28, 2019
50% refund with a W Sept. 11-17, 2018 Jan. 29-Feb. 4, 2019
25% refund with a W Sept. 18-24, 2018 Feb. 5-11, 2019
No refund after September 24, 2018 February 11, 2019

Summer Sessions

Summer is considered one term. For students who withdraw from ALL classes for the entire term (intersession, first summer session and second summer session) refunds are according to the following schedule:

Refund Percentage Sessions less than 3 weeks Sessions between 3 and 10 weeks
100% refund 1st Business Day of Term 1st and 2nd Business Day of Term
100% refund with a W  --  3rd through 5th Business of Day of Term
75% refund with a W None None
50% refund with a W 2nd and 3rd Business Day of Term 6th through 10th Business Day of Term
25% refund with a W None None
No refund after 3rd Business Day of Term 10th Business Day of Term

Tuition Refund Appeal

The Tuition Refund Appeal Form (pdf) is only for students who are withdrawing from ALL of their courses after the final refund date (indicated above) and have an extenuating circumstance which may warrant a tuition refund appeal. Tuition refunds are reviewed by the Tuition Refund Appeal Commitee and written documentation is required. Refund appeals must be submitted within 45 days of the end of the term for which a refund appeal is being requested. Summer term appeals must be no later than September 25th of the next academic year. 

Note: If you are still on record as being registered for courses (either with an assigned grade or in the current semester), you must withdraw or fill out a Registration Petition for a late drop/withdrawal prior to requesting a refund. 

Submit completed forms with required documentation to SCSU Student Services, AS 123, 720 4th Ave S, St. Cloud, MN 56301.

Online-Distance Learning Student Fee Refund Request Form

Some online/distance learning student courses require the payment of Student Union/Activity fees defined as: Student Union Operating, Student Union Debt Service, Student Activities, Health Services, Athletics, MSUSA, and Technology fees.

Students who live out of state and are taking only online courses are eligible for a waiver of all the above fees except for the MSUSA and Technology fees. Complete the Online-Distant Learning Fee Waiver Request Form for Out of State Students (PDF) to submit this request.

Short Courses

Courses with a duration of less than 5 weeks of the semester are designated as short courses. No reduction in charges will be made after the course has begun.

Rebates for Internships and Student Teaching

Interns and student teachers may apply for a rebate of a portion of student union and activities fees they have paid if their duty station is located more than fifty (50) miles from St. Cloud (as defined by the State of Minnesota Mileage Chart). Download the rebate form (PDF) or pick up the form in the Education Building, B-120 or the Office of Records and Registration, AS-118.

The rebate request form must be returned to Business Services, AS-123, no later than the final day of the semester.