Student Record Retention Policy
Kirkwood retains official academic records of enrollment and credit earned (transcripts) in perpetuity. All other student record documents are destroyed two years after the student was last enrolled at Kirkwood. At that time the transcript is considered the final accurate record of academic accomplishment.
Tuition Refund Policy
Prior to and through the first week of a 16-week term, you may change your registration by adding or dropping classes that run the full term with the required signatures of faculty and dean, where necessary.
All refunds are for tuition only and are computed as of the date the class is dropped via EagleNet, or is withdrawn at the One Stop Office or at a Kirkwood center.
To find the last day to get a refund for a class, go to EagleNet for Students, then Search for Sections, then click the link for this term's Last Day to Drop and Refund Dates list, or click here.
- For a standard length class, a student may drop up to the
end of the first week and receive a 100 percent refund.
- For a standard length class, a student may drop up to the
end of the second week and receive a 50 percent refund.
- For a class that is one to eight days long, a student receives
no refund beginning the first day of class.
- For a class that is nine to 33 days long, a student may drop
up to the end of the first day of the class and receive a 50 percent refund.
- For a class that is 34 to 81 days long, a student may drop up to the
end of the second calendar day of the class and receive a 100 percent refund.
- For a class that is 34 to 81 days long, a student may drop up to the
end of the fourth calendar day of the class and receive a 50 percent refund.
Return to Title IV
- According to the Higher Education Act (HEA) of 1965 as amended, schools are required to follow the Return of Title IV procedure. Students earn their Title IV federal financial aid by attending class. If they are not enrolled long enough to earn all of their aid, the ’unearned’ portion must be returned to the appropriate Title IV program. The Title IV programs include Pell Grant, Supplemental Educational Opportunity Grant (SEOG) and Stafford Loans. Federal Work-Study earnings are not affected by Title IV regulations concerning the return of unearned federal financial aid.
Medical Refund Policy
A student who has a specific medical issue that prevents him or her from completing the semester may submit an appeal of policy and request a refund. The process is as follows:
- Write a letter explaining the situation
- Along with the letter, provide all detailed documentation
- Submit all information together to the One Stop Office, 202 Kirkwood Hall
- Students will receive written notification of the decision via email by the
end of the semester in which the request is submitted
The decision of the committee will be considered the final decision of the institution. No further appeals will be considered.
Extenuating Circumstances Petition
The Special Appeals Committee may approve an exception to a Kirkwood policy in situations that are beyond the student’s control. Students who feel they have extenuating circumstances that would warrant an exception to an enrollment or refund policy should appeal in writing to the One Stop Office, which will present the appeal to this committee.
Extenuating Circumstances Request Guidelines
Requests for extenuating circumstances are considered on a case by case basis by a special appeals committee according to the following guidelines:
Extenuating Circumstances Petition Process
- Requests must include detailed supporting documentation. However, documentation alone does not assure a request will be granted (e.g. a doctor’s excuse or note).
- Students receiving financial aid and who withdraw from all classes are subject to the federal regulations regarding return of funds. The One Stop office will make this calculation after all classes are dropped. This may result in a balance due for the student. Any student who is considering dropping all classes should speak with a financial aid representative to determine how this will affect the financial aid award. Contact the One Stop office, 202 Kirkwood Hall, for the appropriate schedule.
- Generally, extenuating circumstances requests will not be granted more than once during a student’s tenure at Kirkwood unless extraordinary circumstances merit such consideration.
- The decision of the committee will be considered the final decision of the institution. No further appeals will be considered.
- Students granted a tuition refund due to medical reasons will be required to provide evidence that the condition that precipitated the need for the refund has been sufficiently treated or improved to the point where it will no longer adversely affect the student’s ability to complete future courses for which the student is registered.
- Submit a request explaining the situation.
- Along with the request, provide ALL detailed documentation. Be sure the documentation includes the dates of your extenuating circumstances.
- Submit all information together to the One Stop Office, 202 Kirkwood Hall.
- Students will receive notification of the decision via email.
Appeals will be reviewed and acted upon within approximately 10 business days of submission.
Students enrolling at Kirkwood are classified as residents or nonresidents of Iowa, or as international students, for admission and tuition purposes by the college’s One Stop office.
The college definition requires 90 consecutive days of residency within the state for a U.S. citizen or permanent resident (green card) prior to the start of enrollment. Students who come to the state of Iowa for the purpose of attending college will remain at nonresident status. Residency status is established at the start of the student's program and does not change until completion of the program.
Determination of Residency Status
To determine resident or non-resident residency, the primary determination is the reason a person is in the state of Iowa. The second determination will be the length of time a person has resided in Iowa. If a person is in the state primarily for educational purposes, that person will be considered a non-resident. To determine international residency, if a person holds an F-1 or J-1 student visa status, the residency classification is international. The International Programs office may require written documents or copies of passports, visas and other immigration documents to determine status. The burden of establishing the reason a person is in Iowa for other than educational purposes rests with the student.
The Registrar or International Programs office may require written documents, affidavits or other related evidence deemed necessary to determine why a student is in Iowa. The burden of proof is on the student.
A student will be required to file at least two of the following to documents about his/her purpose for being in Iowa. No two documents may come from the same source:
In all events, to be determined a resident of Iowa, the individual must document residing in the state of Iowa for at least 90 days prior to the beginning of the first term for which he/she is enrolling, and not be enrolled in any Iowa college or university.
- Written and notarized documentation from an employer that the student is employed in Iowa or a signed and notarized statement from the student describing employment and sources of support
- Iowa state income tax return
- Iowa driver’s license
- Iowa vehicle registration card
- Iowa voter registration card
- Proof of Iowa Homestead credit on property taxes
Residency of Minor Dependent Students
The domicile of a minor shall follow that of the parent with whom the minor resides.
A financially dependent student whose parents move from Iowa after the student is enrolled remains a resident provided the student maintains continuous enrollment. A financially dependent student whose parents move from Iowa during the senior year of high school will be considered a resident provided the student has not established domicile in another state.
A student who has been a continuous student and whose parents move to Iowa may become a resident at the beginning of the next term provided the student is dependent upon the parents for a majority of financial assistance.
Residency of Students Who are Not Citizens of the United States
- A person who has an F-1 or J-1 visa status, and his or her spouse or dependents, are classified with international residency status. Note that J-1 visa holders exhibiting a non-student category on their DS-2019 will be classified as a resident or non-resident in the same manner as a US citizen. F-2 dependents are eligible to enroll in six credit hours per semester. Tourist visa holders are not eligible to enroll.
- A person who has immigrant status, and his or her spouse or dependents may establish residency in the same manner as a U.S. citizen.
- A person who has non-immigrant status and who holds a non-student visa, and his or her spouse or dependents may establish residency in the same manner as a U.S. citizen.
- A person who is a refugee or who is granted asylum by an appropriate agency of the U.S. must provide proof of certification of refugee or asylum grantee status. A person may be accorded resident status for admission and tuition purposes when the person comes directly, or within a reasonable time, to the state of Iowa from a refugee facility or port of debarkation and has not established domicile in another state. Any refugee or individual granted asylum not meeting these standards will be presumed to be a non-resident and subject to the usual method of proof of establishment of Iowa residency.
Residency of Veterans, Federal Personnel and Dependents
A person and his/her spouse who has moved into the state of Iowa as the result of military or civil orders from the federal government and the minor children of such persons is entitled to residency status. A military service veteran who was a resident of the state of Iowa prior to entering the service shall be classified as a resident if the veteran returns to Iowa upon separation from service and his/her separation papers are filed with the county recorder. It is Kirkwood's policy that all veterans who have served active duty, for purposes other than training, will be awarded resident tuition upon certification of this status by the VA certifying official.
National Guard or Reserve Forces of the United States Duty Policy
This policy offers the following options to a student who is a member, or the spouse of a member if the member has a dependent child, of Iowa National Guard or reserve forces of the United States and who is ordered to start military service or federal service or duty:
- Withdraw from the student’s entire registration and receive a full refund of tuition and mandatory fees.
- Make arrangements with the student’s instructors for course grades, or for incompletes that shall be completed by the student at a later date. If such arrangements are made, the student’s registration shall remain intact and tuition and mandatory fees shall be assessed for the courses in full.
- Make arrangements with only some of the student’s instructors for course grades, or for incompletes that shall be completed by the student at a later date. If such arrangements are made, the registration for those courses shall remain intact and tuition and mandatory fees shall be assessed for those courses. Any course for which arrangements cannot be made for grades or incompletes shall be considered dropped and the tuition and mandatory fees for the course refunded.
Institutional Code of Conduct for Educational Loans
Iowa Code Section 261E.2 and Title 34 of the Code of Federal Regulations, Section 601.21, require the development, administration, and enforcement of a code of conduct governing educational loan activities.
Our officers, employees, trustees and agents, including the alumni association, booster club, and other organizations associated with KIRKWOOD COMMUNITY COLLEGE, agree to the provisions of this Code of Conduct and will refrain from:
This institution is committed to providing the information and resources necessary to help every student achieve educational success. To accomplish this goal the financial aid staff will consider each student’s individual needs.
- Refusing to certify or delaying the certification of an education loan based on a borrower’s choice of lender.
- Assigning a first-time borrower to a particular private education loan lender through the student’s financial aid award or another means.
- Packaging a private education loan in a student’s financial aid award, except when the student is ineligible for other financial aid, has exhausted his or her federal student aid eligibility, has not filed a Free Application for Federal Student Aid, or refuses to apply for a federal student loan.
- Accepting impermissible gifts, goods, or services from a lender, lender servicer, or guarantor. The institution may accept default prevention, financial literacy, or student aid-related educational services or materials, or other items of a nominal value.
- Accepting philanthropic contributions from a lender, lender servicer, or guarantor that are related to the educational loans provided by the entity that is making the contribution.
- Serving on or otherwise participating as a member of an advisory council for a lender, lender affiliate, or lender servicer.
- Accepting from a lender or its affiliate any fee, payment, or other financial benefit as compensation for any type of consulting arrangement or other contract to provide education loan-related services to or on behalf of the lender.
- Accepting fees or other benefits in exchange for endorsing a lender or the lender’s loan products.
- Requesting or accepting an offer of funds for private education loans from a lender, in exchange for our promise to provide the lender with placement on a preferred lender list, or a certain number of volume of private education loans.
A comprehensive Code of Conduct detailing permissible and impermissible activities has been provided to all of our officers, employees, and agents affiliated with this college.