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

Fall Semester 2017

  • Deadline for dropping full term course(s) from your schedule is Friday, Aug. 25, 2017 by 11:59 p.m.
  • Deadline for adding full term course(s) without departmental permission is Friday, Aug. 25, 2017 by 11:59 p.m.

Spring Semester 2018

  • Deadline for dropping full term course(s) from your schedule is Friday, Jan. 12, 2018 by 11:59 p.m.
  • Deadline for adding full term course(s) without departmental permission is Friday, Jan. 12, 2018 by 11:59 p.m.

Withdrawals

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

Withdrawing from a class means you are financially responsible for the class 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 registered classes.

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

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 courses in which you are registered.

Withdrawing from ALL CLASSES 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 Business Services, 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 and will be reviewed by the College/School Deans or the Office of Academic Affairs. After the signatures have been acquired, please submit 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 classes before the end of the free add/drop period will result in a reduction of the tuition charges for the class or classes.

Likewise, adding a class 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 classes consult with your advisor and/or a student service office.

When considering withdrawing from ALL full term classes 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 classes 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 classes 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 SPRING 2018 FALL 2018
100% refund Jan. 8-12, 2018 Aug 27-31, 2018
75% refund with a W Jan. 13-22, 2018 Sept 1-10, 2018
50% refund with a W Jan. 23-Jan. 29, 2018 Sept 11-17, 2018
25% refund with a W Jan. 30-Feb. 5, 2018 Sept 18-24, 2018
No refund after February 5, 2018 September 24, 2018

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 classes after the final refund date (indicated above) and have an extenuating circumstance which warrants a tuition refund appeal. Tuition refunds are considered through an appeal process administered in Business Services. 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. 

If you have medical or psychological issues as reasons for an academic appeal, it is not necessary to supply full medical records. Use the Medical/Psychological Treatment Verification Form (PDF) to give permission and to request provider documentation of the extenuating circumstances cited in your request for appeal.

Note: An Academic Appeal must be granted prior to submitting a tuition refund appeal form.

Submit completed forms with required documentation to SCSU Business 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.