Enrollment Policies

Find information about our enrollment policies and what they mean for you.

For any questions that aren't addressed on this page, reach out to the One Stop office at: 319-398-7600


Residency Policies

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.

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:

  • 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

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.

The domicile of a minor shall follow that of the parent with whom the minor resides.

A financially dependent minor student whose parents move from Iowa after the student is enrolled remains a resident provided the student maintains continuous enrollment. A financially dependent minor 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 minor 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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.

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.


Appeals, Complaints, and Conduct Policies

The Special Appeals Committee may consider an appeal to a Kirkwood refund or enrollment policy for situations that are beyond the student’s control. There is no form to fill out. To make an appeal, the student must:

1. Write a letter to the “Special Appeals Committee” that:

  • Includes the student’s full name and k-number
  • Explains what happened that was beyond the student’s control
  • Explains when it happened
  • Describes what the student is asking Kirkwood to do

2. Make copies of documents such as a doctor’s note that support the student’s claim, are detailed and include the date of the event.

A request for a tuition refund due to medical reasons must include a document that proves the medical condition has been treated or improved to the point where it will no longer prevent the student from completing future courses.

3. Mail the letter and copies of supporting documents to:

One Stop Office
202 Kirkwood Hall
Kirkwood Community College
6301 Kirkwood Blvd SW
Cedar Rapids, IA 52404

Students who receive financial aid and withdraw from all classes may end up with a balance due even if an appeal is approved. Federal regulations govern how much of the aid a student must pay back. The One Stop office makes this calculation after all classes are dropped. Any student considering dropping all classes should first speak with a financial aid representative in the One Stop office, 202 Kirkwood Hall, to determine how it would affect their financial aid.

Keep in Mind

  • Committee decisions are final.
  • Detailed supporting documentation must be submitted with the letter but it does not assure the request will be granted.
  • Generally, a student will only have one appeal of policy approved. Only in extraordinary circumstances will another request be considered by the committee.

Find your course’s last day to drop and last day for a refund.

Iowa Code Section 261F.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:

  • 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.

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.

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.

Kirkwood encourages students to share concerns about the quality of service provided by any support area or the quality of the learning experience provided by faculty. Kirkwood’s complaint policy is intended to provide a clear process for the college to address student and community concerns.

The vast majority of complaints can and should be handled by the department closest to the issue where the complaint originates. Given this goal, the expected process for student complaints is:

  • Discuss the complaint directly with the staff member or faculty involved. (In cases where this is not possible such as alleged harassment or discrimination a student may move to the second step.)
  • Discuss complaint with the director or dean with supervisory responsibility for the area where the issue occurred.

In cases where a resolution is not reached at the department level, a student may submit a complaint in writing to the appropriate vice president, Bill Lamb (academic issues) or Jon Buse (student services and miscellaneous issues) by filling out the Student Complaint Form.

This policy does not circumvent other existing review committees such as Special Appeals Committee, Academic Policies and Procedures Committee, or the Student Conduct Hearing Board.

Students wishing to file complaints with Kirkwood’s accreditor may contact the Higher Learning Commission by accessing the instructions located here.

The Division of Community Colleges within the Iowa Department of Education maintains a complaint process for Iowa community colleges. Most complaints are referred to the institution’s formal student complaint process outlined in Kirkwood’s student handbook and policies. Additional information concerning this complaint process can be located here.

If the complaint is completed manually, it may be mailed or faxed to:

Iowa Department of Education - Division of Community Colleges and Workforce Preparation:

Fax

515-242-5988 (Attention: Amy)

Mailing Address

Iowa Department of Education

Division of Community Colleges

400 East 14th Street

Des Moines, IA 50319

Division of Community Colleges
The Iowa College Student Aid Commission (ICSAC) accepts questions from the public and complaints from students concerning unresolved issues with schools in the following categories: Schools that are physically located in Iowa Schools that are registered in Iowa, including schools that are registered in Iowa only to provide programs via distance education.

Any school in the U.S., if the party registering the question or complaint with the Commission is an Iowa resident.

The Commission may refer the inquiring party to or request the assistance of the regulatory authority in the state in which the school is located.

ICSAC can be contacted through the following:

Iowa College Student Aid Commission

475 SW Fifth Street, Suite D

Des Moines, IA 50309‐4608

info@iowacollegeaid.gov 

Phone

877-272-4456, option 1

Online

Use the Online Student Complaint Form


Other Policies

Kirkwood retains official academic records of enrollment and credit earned (transcripts) in perpetuity. The transcript is considered the final accurate record of academic accomplishment. 

Read the full student records 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 MyHub, or is withdrawn at the One Stop office or at a Kirkwood center.

Log in to MyHub to find the last day to get a refund for a class.

Read the full tuition refund policy

If a student withdraws completely or fails all courses (or any combination of the two), the Higher Education Amendments of 1998, Public Law 105-244, requires colleges to determine how much aid must be returned (repaid) to the U.S. Department of Education. Students could be required to return (repay) all or a portion of federal grants if they earned zero credit hours for the term.

Students will be notified if they must return (repay) federal financial aid funds to the Federal Department of Education. Failure to repay this, or to make satisfactory arrangements for repayment, will result in becoming ineligible for Federal Financial Aid funds at any institution.

In addition, this regulation requires colleges to return a portion of financial aid funds originally used to pay charges at Kirkwood Community College. When this occurs, students will then owe Kirkwood for the amount of tuition, books, etc. paid for by the aid the school was required to return to the Department of Education. Students will receive a statement if they owe Kirkwood Community College. The return of financial aid policy applies to students who completely withdraw, are expelled or stop attending all classes or any combination thereof, (indicated by -0- academic activity).

Kirkwood determines a student's withdraw date in the following order:

• The date as determined by Kirkwood Community College, the student began the withdrawal process prescribed in the official withdrawal process;

• The date as determined by Kirkwood Community College the student otherwise provided official notification to a designated office of his or her intent to withdraw;

• The student’s last date of attendance based on documented academically related activity;

• If Kirkwood Community College determines that a student did not begin the withdrawal process or otherwise provide official notification (including notice from an individual acting on the student’s behalf) to Kirkwood Community College of his or her intent to withdraw because of illness, accident, grievous personal loss, or other such circumstances beyond the student’s control, the date that Kirkwood Community College determines is related to that circumstance.

In accordance with federal regulation, unearned Title IV financial aid is returned by Kirkwood Community College in the following order; Direct Unsubsidized Stafford loans, Direct Subsidized Stafford loans, PLUS, Pell grants, FSEOG, other Title IV assistance.

It is the student’s responsibility to return unearned aid that was disbursed directly to the student. Unearned loan proceeds paid directly to the student must be repaid under the terms and conditions of the promissory note. Unearned grant proceeds paid directly to the student must be returned by the student to the Department of Education. The amount of grant proceeds a student must repay is limited to the amount by which the grant overpayment exceeds half of the original grant funds but does not have to be repaid if the overpayment is $50 or less. The student must make arrangements with the Kirkwood Community College One Stop to return such grant proceeds. Failure to make repayment arrangements within 45 days of the date of the notice of overpayment will cause the student to be reported to the National Student Loan Data System (NSLDS) and will result in the loss of any further financial aid eligibility at any institution.

In the event that a student received less aid than the amount he/she earned at the time of withdrawal, the student is eligible to receive those funds. Kirkwood Community College will send this post-withdrawal disbursement to the student.

Once the unearned aid is established based on the Federal calculation, the Kirkwood One Stop office reduces the award and creates a letter of notification to the student. The unearned aid is removed from the student’s account by the One Stop Office and reported to Common Origination and Disbursement (COD). The owed amount is then placed on the student’s account and they must make payment in full if they wish to enroll for a future term.

Students are not permitted to re-enroll if they have a balance on account at Kirkwood Community College and are not eligible for Federal Title IV aid if they owe a repayment to of returned financial aid.

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 the National Guard or reserve forces of the United States and who is ordered to start national guard, 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.

Read the full National Guard or Reserve policy



Questions?

Contact the One Stop Office:

Phone: 319-398-7600 or 1-877-386-9101
Fax: 319-398-4928
Email: Enrollment - enrollment@kirkwood.edu

Location: 2nd Floor Kirkwood Hall
Monday – Friday, 8 a.m. – 5 p.m.

Mailing Address:

Kirkwood Community College
One Stop Office
6301 Kirkwood Blvd. SW
Cedar Rapids, Iowa 52404