Refunds and Withdrawals

Refunds

If your credited aid exceeds Boston Conservatory at Berklee charges, you may be eligible for a refund check. For the majority of students, refunds are not provided until four to five weeks after the start of classes.

If there is an overpayment on your account, we will process the refund as quickly as possible provided the funds have cleared. Because a final assessment of your account balance cannot be determined until your schedule is finalized at the end of add/drop, we cannot issue any refunds during the first two weeks of classes.

We will begin issuing refunds for a credit balance resulting from overpayment starting only after the third week of classes. It is therefore in your best interest to pay only the exact amount due on your account. In addition, we will only be able to process your refund if the credit balance is the result of actual (not anticipated) funds, and all checks have had 10 days to clear. After the third week of classes, we will issue refunds one day per week for those students who have become eligible. 

Depending on the circumstances of your overpayment, you should be aware of the following details affecting your refund:

Refunds will be issued beginning with the Friday after the third week of class. Students will receive an email to their Boston Conservatory at Berklee email address letting them know when the check is available for pickup. 

  • If the payment causing a credit balance was made by check, cash, or Flywire transfer, the refund will be in issued in the student’s name. 
  • If the last payment on your student account was made by credit card, your refund will be issued back to the card used if the refund is processed within 90 days of the initial payment. After 90 days, please expect the refund in the form of a check issued in the student’s name. 
  • If your statement includes anticipated Federal PELL Grants, Federal SEOG, Federal Perkins Loans, or other Federal Direct Loans, and this results in a credit balance on your account, your refund cannot be processed until you formally check-in and sign the required documents in accordance with federal regulations, and the funds represented by these awards are obtained by the college from the federal government.
  • Refunds from Plus Loans will be issued to the initial borrower or student depending on what is stated on the Plus Loan application. If the Plus Loan application states that any overage should go to the borrower, a check will be issued to the borrower. If the Plus Loan application states any overage should go to the student, a check or direct deposit will be issued to the student. Please note we do not have the ability for Plus Loan borrowers to receive direct deposit refunds at this time.
  • If you are receiving a private loan or financial aid from any state, local, or private agency, any resulting refund will be made only after the college receives the funds. Theses refunds will not be released any earlier then the third week of classes regardless of whether funds are received before this date. It is important to remember that students should plan to arrive on campus with sufficient funds to cover indirect costs such as off-campus housing, books, supplies, etc.

Please realize that the first money received by the college is the money that is applied toward your tuition and fees. Therefore, if you have taken out a loan for living expenses and it arrives at the college before other financial aid funds are received, the loan will be applied to your tuition expenses. Overpayments or refunds only occur after your tuition and fees have been paid. If you are enrolled in TMS and overbudgeted on your TMS account, we may adjust your budget down or end your plan early to prevent overpayment after the departmental add/drop week of the semester ends. 

Any student that does not receive a check due to an incorrect or foreign address will be required to wait at least two weeks (could be longer depending on the address state) before another check will be issued.  We highly recommend that students fill-out the direct deposit form or verify that the preferred address on file in the Registrar’s Office is correct.

Checks should be ready for pickup or mailing no later than 14 days after the funds are posted to the student’s account. Checks not picked up by the student within 21 days of processing will be mailed. If the student or parent cannot be located, the funds must be returned to the appropriate Title IV program.

Withdrawal

If you wish to withdraw from the college, you must contact the Office of the Registrar to complete a withdrawal form. If you withdraw before the end of the fourth week in either the fall or spring term, you are entitled to a credit for part of the tuition. During the summer term, you are entitled to a tuition credit through the third week of classes. At the time you withdraw, you will be informed of the exact amount of tuition credit that will be applied to your account.

For those who officially withdraw from the college, the withdrawal date is the date the student completed the college's withdrawal process. Students not receiving any federal financial aid who withdraw before the end of the fourth week of either the fall or spring semester or the end of the third week of the summer semester, are entitled to a partial credit of tuition and residence hall/board charges under the college's standard refund policy. Credits are made by assessing 20 percent of the semester's tuition per week (or portion thereof) of attendance for fall/spring, and 25 percent for summer. After the fourth week of the fall or spring semester, and after the third week of the summer semester, no refund will be made. See chart below.

Tuition and Aid Percentage Chart for Students Withdrawing

Fall and Spring Semesters – Undergraduate and Graduate Students 

 

Tuition Charged

Institutional Aid Earned

Federal Aid Earned*

Before Classes Begin 

0%

0%

0% 

Week 1 

20%

20%

4%

Week 2

40%

40%

11%

Week 3

60%

60%

18%

Week 4

80%

80%

25%

Week 5

100%

100%

32%

Week 6

100%

100%

37%

Week 7

100%

100%

45%

Week 8

100%

100%

52%

Week 9

100%

100%

57%

Week 10-15

100%

100%

100%

Summer Semester – Undergraduate Students

(Note: There are no tuition refunds granted for graduate students during the short summer semester.) 

 

Tuition Charged

Institutional Aid Earned

Federal Aid Earned*

Before Classes Begin 

0%

0%

0% 

Week 1 

25%

25%

4%

Week 2

50%

50%

12%

Week 3

75%

75%

20%

Week 4

100%

100%

31%

Week 5

100%

100%

39%

Week 6

100%

100%

48%

Week 7

100%

100%

56%

Week 8

100%

100%

100%

*These percentages are weekly guidelines. This represents the amount of student aid that is unearned at the point of withdrawal and may be returned to the federal student aid programs. Final eligibility will be determined by the Office of Student Financial Services within 30 days of the student withdrawing from classes. 

A student who is hospitalized for psychological reasons during the course of the semester must provide to the director of the Counseling and Advising Center a copy of the hospital discharge summary and a letter from a treating physician stating that the student is stable to return to the college environment. In some cases, a similar letter may also be required of students who medically withdraw from the college (but are not hospitalized) or students who are suspended from the college for serious behavioral incidents. This information will be reviewed by the Re-admittance Review Team, which will make a recommendation to the OVPSA regarding a student's ability to safely function in the Berklee community.

Students who receive Title IV federal financial aid and fully withdraw from Boston Conservatory at Berklee on or before the 60 percent point in the term (in calendar days) are entitled to keep only a portion of Title IV federal student aid that he/she has earned to that point of withdrawal from the college. If a student who is receiving federal financial aid withdraws after the 60 percent point of the term, he/she is considered to have earned all of their federal student aid for that semester. If the student has received a refund before withdrawing from school, the student may be required to repay some or all of those funds.

Title IV federal financial aid includes: Academic Competitiveness Grant, Pell Grant, SEOG, Perkins Loan, Direct Stafford Loans (subsidized and unsubsidized), and Direct PLUS Loan. Federal Work-Study is excluded.

State or Private Aid

State and/or private aid will be refunded to the appropriate providers if required. The Commonwealth of Massachusetts requires that a refund calculation similar to the federal calculation be done for students who withdraw with state aid. 

Federal Loan Aid and Withdrawal

Students with federal loan aid (Direct Subsidized and Unsubsidized loans and Direct Grad PLUS Loans) are required by law to go through the Exit Counseling Interview process. The exit interview goes through your rights and responsibilities as a borrower from the federal government. It also provides you with a listing of your federal loans, estimated repayment amounts, and information on different repayment plans. The exit interview is located at www.nslds.ed.gov. Students will need to sign in using their Social Security number and their FAFSA pin number. If they don’t have a FAFSA pin number, they can get one at www.pin.ed.gov. Students will need to complete the entire exit interview and receive a congratulations notification before they are considered finished.

STUDENTS WILL NOT RECEIVE FORMAL TRANSCRIPTS OR GRADES UNTIL THE EXIT INTERVIEW HAS BEEN COMPLETED.

For more information on student loans and student loan repayment, these are a few of the many websites available:

For additional information regarding withdrawal and financial aid, visit the Financial Aid Office.

Tuition Refund Appeal Process

The Enrollment Division Appeals Committee will review an appeal received no later than 120 days from the date on which the student withdraws from the course(s). Any appeal must be submitted via email to enrollment@berklee.edu and must include supporting documentation (e.g., copies of registration forms, drop/add forms, medical documentation, military activation papers). Since the information concerning procedures, dates for drop/add, and/or course withdrawal are widely publicized, the Enrollment Division Appeals Committee will not consider an appeal that is not filed in compliance with these guidelines.

An appeal will be considered for the following reasons:

  • Death of the student or death in the student’s immediate family (parent, sibling, offspring, spouse, domestic partner, or guardian)
  • Voluntary or involuntary medical withdrawal
  • A medical emergency in the student’s immediate family (parent, sibling, offspring, spouse, domestic partner, or guardian)
  • Military activation

This appeal process pertains to tuition charges only. Fees are non-refundable, and room and board charges are refunded according to the refund policy, publicized in the Bursar section of the Student Handbook and the website. A tuition refund appeal for any student who has financial aid is subject to guidelines and/or restrictions set forth by federal/state agencies. The committee may decide that the credit balance, which results from a refund of tuition, will remain on the student’s account and be applied against future charges when he or she returns to the Conservatory.

The committee will issue its decision within four weeks of receipt of all necessary documentation. The committee’s decision is final.

Please direct any questions regarding this process to enrollment@berklee.edu.