Withdrawing From Herkimer College

The last day to withdraw from full-term classes is determined by the College Registrar and is published in the academic calendar. Withdrawing from college can impact your financial aid. Students receiving federal financial aid (Title IV Financial Aid), which includes Pell Grants, Supplemental Education Opportunity Grant (SEOG), Subsidized and Unsubsidized Direct Student Loans, or PLUS (parent) loans are required to attend past the 60% point in the term. For a standard 15-week term, this corresponds to attending up until just prior to the last date to withdraw for a semester. It is important that students are actually attending classes to earn 100% of their financial aid. Being on campus participating in non-academic activities does not constitute attendance.

Students who wish to withdraw from ALL classes at Herkimer College during the semester must follow the formal withdrawal procedure.

  1. Complete the Herkimer College Withdrawal Form by downloading here or obtaining from the Student Accounts Office or Registrar’s Office.
  2. Return the withdrawal form to the Student Accounts Office. 
  3. You will be referred to all relevant offices for required signatures and receive appropriate counseling from those offices.
  4. The Registrar will certify the Withdrawal Form. The official date of withdrawal will be the date which the Registrar certifies the form.
  5. Your withdrawal form will be reviewed by the Student Accounts Office, and Registrar’s Office. Once the withdrawal is processed, the Student Accounts Office receives notification and begins the process of Return of Title IV funds. 
  6. You will receive a letter from the Student Accounts Office which will notify you of the impact of the Title IV recalculation. You are required to follow up with the Student Accounts Office to make sure any balance due to Herkimer College is paid so that future registration is not slowed down, late fees do not accrue on your account, and to prevent your account from being referred to a collection agency.

If you do not follow this procedure, you will remain enrolled and will receive failing grades for all courses in which work is not completed. Mere absence from classes does not constitute withdrawal.

The last day to formally withdraw from Herkimer College and receive “W” grades is the end of the tenth week of classes, or the equivalent time period (67%), in the case of a course of shorter duration than a full semester.

A partial refund of tuition and fees can be made once the withdrawal has been certified by the Registrar.

A hold will be placed on the student records until the College determines that all student financial obligations have been met. Students receiving federal and/or state financial aid may be subject to reductions in financial aid based on the last date of attendance and adjusted tuition amounts (when appropriate). See below for more information on the effects of withdrawing from college on your financial aid and for information regarding refunds of tuition.

Medical Withdrawals

A medical withdrawal is a withdrawal that may be granted retroactively due to a substantiated medical issue for an individual registered student or family member. Students have up to one year from the end of the term to request a medical withdrawal.  

Students seeking a medical withdrawal for either a medical or psychological concern must provide written medical documentation from the treating licensed healthcare professional along with the Herkimer College Medical Withdrawal Form. 

Documentation should be submitted to the Registrar, must be legible, on original letterhead, and must include:

  • Medical/psychological diagnosis
  • Date(s) of treatment including onset
  • Treatment plan (current and ongoing) including medication, referrals, etc.
  • Opinion as to the student’s ability to successfully return to college-related activities: academic work, residential life (if applicable), etc.
  • Date and signature of the licensed healthcare professional 

The medical documentation will be reviewed and a recommendation to either support or deny the medical withdrawal will be provided to the Registrar and student.

All medical documentation is confidential and will only be shared with the student's written permission. The medical documentation will be retained in the student's file by the Dean of Students.

Herkimer College makes every effort to accommodate requests for medical withdrawal, however, submission of medical documentation does not guarantee approval.

Students who are approved for a medical withdrawal are still liable for incurred charges and may be subject to reductions in financial aid based upon their last date of attendance. Medical withdrawal will still affect future Satisfactory Academic Progress Standing (SAP).

Withdrawal for Emergency Active Duty

In the event of a national emergency, students may have responsibilities which supersede their academic obligations to the College. Having produced written proof of such assignment or duty to the Dean of Students, and with the expressed approval of the Provost, each student will be provided with options for withdrawal.

Establishing Last Date of Attendance for Withdrawals

The College uses the last day of a recorded academic-related activity, when available, to establish a withdrawal date. 

"Academic attendance" and "attendance at an academically-related activity" include, but are not limited to: 

  • Physically attending a class with direct interaction
  • Academic assignment submission
  • Taking an exam, interactive tutorial, or a computer-based instruction
  • Attending a school-assigned study group
  • Participating in an online discussion that is academically-related
  • Interacting online with faculty about subject matter or to ask course-related questions

An academically-related activity DOES NOT include: 

  • Living in institutionally provided housing or participating in the meal plan
  • Logging into an online course without active participation
  • Participating in academic counseling or advisement

Refund of Tuition and Fees

Depending on the date you withdraw from college, and your last date of attendance, you may be eligible for a refund of all or a portion of your tuition and fees. Herkimer College’s refund policy follows the Codes, Rules, and Regulations of the State of New York with regards to the administration and operation of community colleges (8 CRR-NY 602.11). For full-term classes, students who officially withdraw from the College incur tuition liability as follows:

 Last Date of Attendance  Liability  Refund

Prior to first day



During first week



During second week



During third week



After third week



Return of Title IV Financial Aid Policy

Policy states that a student “earns” federal financial aid awards directly in proportion to the number of days the student attends classes. If a student completely withdraws from school during a term, the school must calculate the portion of the total federal financial aid the student has earned up until the date of withdrawal.

The calculation is based on the number of days the student attends minus any divided by the total number of days in the semester. If the College receives more aid than the student earns, the unearned excess funds must be returned to the source from which they came.

The College is required to perform a Return of Title IV Funds calculation for all who withdraw from the College within a payment period, including those who complete over 60% of the term.

If, after returning unearned financial aid, there is insufficient financial aid to cover your charges, you will owe a balance to Herkimer College.

The College has 30 days to perform the Return of Title IV calculation from the date that they are notified you withdrew, and are required to return any unearned aid no later than 45 days from the date the College determines that the student withdrew.

The College follows the Department of Education’s order of return of Title IV funds to the programs from which the student earned aid. Unearned federal aid is returned in the following order:

  1. Unsubsidized Direct Student Loans
  2. Subsidized Direct Student Loans
  3. Direct PLUS Parent Loans
  4. Federal Pell Grant
  5. SEOG

If you withdraw prior to your loan being disbursed, the College must receive written permission from the borrower prior to disbursing the loan to your account. The College will send a request for a post withdrawal disbursement of a student/parent loan that you must return within 14 days for the College to disburse the loan.

Future Financial Aid Eligibility

State Aid
If you were eligible for state aid (TAP, Part-time Tap, or APTS) before withdrawing, you may still receive that funding for this semester. Your TAP award will be based on your tuition charge. Students who withdraw will lose their eligibility for a state award for the following semester. New York State requires that a student make academic progress toward a degree in each term for which an award is received. If you withdraw, you do not make academic progress.

Federal Financial Aid
You may also lose eligibility for federal financial aid for the following semester you are enrolled because of not making satisfactory academic progress during the term for which the aid was received.

Loan Repayment
Your federal Direct Student Loans will go into repayment status in six months from your withdrawal date, unless you have already used up your grace period. If you have already used the grace period, repayment will begin immediately.

If you were issued a financial aid overage check (refund) from the College prior to withdrawing, it is very possible that you will have to return some or all of that refund once the Title IV recalculation is completed. Above all, if you have questions about your financial aid status and are thinking about withdrawing, please stop by or contact the Student Accounts Office BEFORE you withdraw.

Students Residing in On-Campus Housing

If you live on campus and formally withdraw, you must submit a Housing Corporation Application for Early Release. All personal belongings must be removed from the apartment, and premises vacated no later than midnight on the date the withdrawal becomes effective. For regulations governing refunds and deposits, please refer to your Housing Corporation Student Housing Contract.