Refund Policy

Students who take a leave of absence or withdraw from Bates before the 50th day of the semester may be eligible for a partial refund of the single fee.

Students requesting a leave of absence or withdrawal from Bates are required to apply in writing through Student Affairs. Refunds are calculated in accordance with the schedule outlined below and are issued as a credit to the student’s account by Student Financial Services after the leave of absence or withdrawal has been granted. The first day of the leave or withdrawal is the date indicated by the student on the Leave of Absence or Withdrawal Form. If no date is indicated, the first day of the leave or withdrawal is defined as the last day the student attended any class.

Some off-campus study programs have an earlier start date than the courses offered on the Bates campus. When this occurs, the refund schedule begins on the first day of the off-campus study program.


Refund Schedule
If Enrollment Ceases…                                       Percent of Fee Refunded
on or before the 1st day of classes  100%
 2nd through the 10th calendar day  90%
 11th through 20th calendar day  75%
 21st through 30th calendar day  50%
 31st through 50th calendar day  25%
 after 50th day  0%

Special guidance for students who decide to leave campus and study remotely before the last day of on-campus instruction during the Fall 2020 semester:

Students who formally withdraw from Bates student housing (which involves the removal of all belongings and forfeiture of housing assignment) to return home and complete coursework remotely are eligible for a prorated adjustment of room and board fees.

Students who choose to return home early for a break and complete coursework remotely but otherwise retain their student housing are not eligible for a prorated adjustment of room and board fees.


Refunds of Title IV Federal Financial Aid

Per federal regulation, when a recipient of Title IV (federal) grant or loan assistance withdraws or takes a leave of absence from the college during the semester, the college must determine the amount of federal aid that the student may retain as of the withdrawal date. Any federal aid the student is not eligible to keep according to the federal refund policy must be returned to the federal government.

Up through the first 60% of the semester, the amount of federal funds a student may retain is based on the number of days he or she was enrolled in the semester. After the 60% point in time of the semester, a student is eligible to keep all of his or her federal aid for that semester.

Refunds of Title IV federal financial aid are made in the following order:

  1. Unsubsidized Federal Direct Student Loan
  2. Subsidized Federal Direct Student Loan
  3. Federal Perkins Loan
  4. Federal Direct PLUS Loan for Parents
  5. Federal Pell Grant
  6. Federal SEOG grant

Requesting a Credit Balance Refund

If your student account has a credit balance (funds that remain after all charges have been paid, usually from an over payment or the application of financial aid), you can request a refund by submitting a Refund Request through the Garnet Gateway. If you do not request a refund, any credit balance balance will remain on the student account to be applied toward future charges.