Current Students

Return of Title IV - R2T4 (Withdrawing from your course)

United States law specifies how UWA must determine the amount of Title IV program assistance (Stafford Loans) that students earn if they withdraw from their university study. See section on Withdrawals for specific information regarding Leaves of Absence (LOA) and the withdrawal process. The Financial Aid Officer is responsible for calculating R2T4. Worksheets and software are provided by the US Department of Education to calculate the R2T4 funds. All funds must be returned to the lender within 45 days of the last date of attendance. If you have questions about your Title IV program funds, the United States Federal Student Aid Information Centre number is 1-800-4-FEDAID (1-800-433-3243). TTY users may call 1-800-730-8913. Information is also available on Student Aid on the Web at .


When a student withdraws during a payment period, the amount of Title IV program assistance that has been earned up to that point is determined by a specific formula. The date of withdrawal is earlier of the date the student notified the Faculty, International Centre or Student Administration of their intent to withdraw or the date the student submitted the withdrawal form. If the student received (or UWA received on the student’s behalf) less assistance than the amount that earned, the student may be able to receive those additional funds. If the student received more assistance than was earned, the excess funds must be returned by UWA and/or the student.


If a student withdraws from their course, drop out, are expelled, or go on an  unapproved leave of absence in the first 60% of a payment period, both the student and UWA will have to repay a portion of the Federal Aid. The amount that must be repaid is worked out pro rata based on the student’s withdrawal date. The requirements for the treatment of Direct Loan funds when a student withdraws are available through the Federal Student Aid Handbook.


Whereas UWA is not required to record formal attendance, students are monitored on a weekly basis, through liaison with Faculty and reporting through the Student Management System, to check if you withdraw, dropout, are expelled or on either approved or unapproved leave.


Withdrawal date

Official notification provided

If a student wishes to withdraw completely from their course, they should first discuss their decision with the International Student Adviser at the International Centre, so they understand the University Policy on: Refund of Tuition Fees for International Students and the implications for their visa of withdrawing. If the student decides to proceed with withdrawal, the earliest date UWA is informed orally or in writing will be the withdrawal date for the purpose of calculating loan refunds.


Official notification not provided

If a student does not provide official notification of their withdrawal, UWA must make a decision on the withdrawal date to calculate the return of Direct Loan funds. If notice was not provided because of circumstances beyond a student’s control, the withdrawal date will be the date of the circumstance. For other reasons, the withdrawal date will be the midpoint of the payment period.


Failing all Units in a Semester

In the event a student receives all failing grades for a semester, the Financial Aid Administrator will contact the faculty to determine if the fail grades were earned or represent a lack of attendance. In the event it is determined that those grades were the result of lack of attendance, the Financial Aid Administrator and faculty will attempt to determine the last day of attendance and use that date in the R2T4 calculations. If the exact date cannot be determined, the University will assume a 50% attendance, and use that date as the last date of attendance. Students who do not attend even one class, are ineligible for Title IV funds and all of the loan proceeds will be returned to the lender.

Please note

The University Policy on: Refund of Tuition Fees for International Students is independent of the conditions and regulations governing the return of Title IV funds. On withdrawal, a student’s eligibility for refunds or liability for tuition and other payments to UWA is determined by this policy.


Principles of Return of Title IV Funds

The amount of assistance earned is determined on a pro rata basis. The payment period is the semester for which the loan was certified and the percent of attendance is calculated by dividing the number of day attended by the total number of days in the payment period. For example, if the student completes 30% of the payment period or period of enrolment, the student has earned 30% of the assistance they were originally scheduled to receive. Once the student has completed more than 60% of the payment period or period of enrolment, all the assistance that the student was scheduled to receive for that period is considered to have been earned If the student did not receive all of the funds that were earned, he or she may be due a post-withdrawal disbursement. If the post-withdrawal disbursement includes loan funds, the student may choose to decline the loan funds so that additional debt is not incurred. The Office of Financial Aid will use the R2T4 worksheets as provided by the US Department of Education to determine how much of the loan may be retained and how much must be returned.

Direct Loan funds are returned in the following order-

  1. Unsubsidised Loans
  2. Subsidised Loans
  3. PLUS Loans.

Leave of Absence and Approved Leave

The University Policy on: Approved Leave addresses the circumstances in which students can or must apply for a period of approved leave.

It is important to be aware that students on student visas are limited by the conditions of their visa. The conditions include that the student must be enrolled full time and complete their course of study in the normal duration. Consequently the ability of student visa holders to utilise Approved Leave is limited. 


Given the qualification above, approved leave must follow the procedures set out, and for purposes of continued US Federal Aid eligibility, the application and approval must be gained before the leave commences.  In addition, for US Federal Aid purposes, an Approved Leave (LOA) must meet certain conditions to be counted as a temporary interruption in a student’s education instead of being counted as a withdrawal requiring a UWA to perform a Return calculation. If an Approved Leave (LOA) does not meet the conditions in the student is considered to have ceased attendance and to have withdrawn from UWA, and UWA is required to perform a Return calculation.

The situation described for the reason for the Approved Leave (LOA) must be generally non-academic in nature and must be one that leads to a reasonable expectation that the student will return from the Approved Leave (LOA) within the allowed time frame.

The Approved Leave (LOA) together with any additional leaves of absence must not exceed a total of 180 days in any 12-month period including days in which university is not is session.

All requests for Approved Leave (LOA) will be reviewed by the Financial Aid Administration.  During the Approved Leave (LOA), the institution will not change semester fees.  The student will not be eligible for any additional disbursements of Federal Student Aid.


Consequences of withdrawal to loan recipients

If a student is on Approved Leave (LOA), they are considered to be enrolled for Title IV loan repayment purposes. If they fail to return, UWA must report to the loan holder the student’s change in enrolment status as of the withdrawal date. One possible consequence of not returning from an Approved Leave is the grace period for a Title IV program loan might be exhausted. Therefore students must be aware of the possible consequences a withdrawal may have on loan repayment terms, including the exhaustion of the student’s grace period.

In line with UWA policy, a student’s return will be at the commencement of semester study. If they return early from Approved Leave, it must be at the commencement of a semester. Once returned from Approved Leave, they will continue in their course of study. Note: the maximum time for approved leave for student’s on US Federal Aid is 180 days.


Failure to Return from Approved Leave

If a student does not return to UWA from their Approved Leave their withdrawal date for financial aid purposes will be the commencement of their Approved Leave. This may have serious consequences on loan repayment terms including exhausting the grace period.