Deadlines + Policies

Maintaining Eligibility for Financial Aid

To be considered as making satisfactory academic progress (SAP), students must complete and pass at least 75% of the cumulative credit hours that they have attempted. Transfer hours counting towards the student’s program are included in attempted and earned credits.

Students must have a minimum semester or cumulative GPA of at least 2.0.

Credit hours attempted versus earned and GPA are evaluated each semester. If students do not meet the minimum credit hours, or GPA they will be placed on financial aid warning for one semester. Upon completion of the warning period (one period only) the student does not make academic progress, they will lose their federal aid.

Merit and competitive scholarship recipients are required to maintain a 2.5 GPA to receive their scholarship.

A student can appeal the SAP determination through the academic dismissal appeal process by submitting a written appeal to the academic standards committee after losing federal aid. This should be sent to the vice president for academic affairs, stating why they believe they should be allowed to return for another semester and improve their performance and also receive federal aid. Students should address issues they believe kept them from success and indicate what they can do to be more successful.

Although not required, students are highly encouraged to present their appeal before the academic standards committee in person in addition to the written appeal so they have the opportunity to present their situation effectively. Written appeals must be received two working days before the committee’s posted meeting dates. Students will be notified of these dates when receiving their dismissal notice. The committee will make recommendations to the vice president for academic affairs for final action. The decision of the vice president for academic affairs is final. Students will receive a decision via letter from the vice president for academic affairs, which may include conditions for readmission as well as an academic plan.

Students who chose not to appeal will be academically dismissed and will also not be eligible for federal aid. They will need to appeal the SAP determination if they ever apply to the institution in the future.


Payment Deadlines

Tuition and fees plus living center charges, if applicable, are due in full 17 calendar days prior to the first day of the semester. Students must ensure that all financial obligations are met by the published due dates. It is the sole responsibility of the student to access their tuition and fee account on MyKCAI and meet all financial deadlines. Term charges will be made available for viewing approximately six weeks before the start of the semester. If payment is not received by the due date, the student forfeits his/her registration and is dropped from his/her classes. Once fees are paid, the student may re-register for class if a space in the class still exists.

Any prepayment or financial aid is deducted from the bill, providing all financial aid requirements are met.

Registration Deadlines

Students who do not complete the financial aid process (if applicable), registration and make payment in full prior to 17 calendar days before the first day of the semester will be assessed a late fee of $200. Students who find it necessary to withdraw from the college before completion of the semester should follow the KCAI withdrawal/refund policy. (see below)

Scholarship and Loans Deadlines and Policies

For specific information on deadlines and policies view the Loans or Scholarships pages.

Withdrawal and Refund Policy

According to federal regulations, KCAI must use the withdrawal date for refund calculations as “either the date the student officially notifies the school that he or she is withdrawing or the last date of class attendance that the school can document.” The Kansas City Art Institute has adopted the following withdrawal policy to establish charges based on the amount of time completed in the enrollment period.

Tuition Refund Policy 

  • Before 5 pm on the last day of the add/drop period: 100%
  • Before 5 pm on Friday of the second week of class: 75%
  • Before 5 pm on Friday of the third week of class: 50%
  • Before 5 pm on Friday of the fourth week of class: 25%

Anytime after the beginning of the fifth week of class there will be no tuition refund adjustments given. All institutional aid will be reduced by the same percentage of tuition refund.

Federal Refund Policy

For those students who are eligible and receive federal financial aid, the following federal refund policy applies. The focus of the policy is to return the unearned portion of the federal financial aid for the enrollment period. The refund will be calculated based on the date you begin the official withdrawal process, the last date of the documented attendance or, for an unofficial withdrawal, the mid-point of the term or the last documented date of attendance. If a student withdraws from school on or before 60% of the term is complete, then the percentage of unearned Title IV federal aid shall be returned by the school and possibly by the student.

The following distribution of returned funds is as follows:

  • Federal Unsubsidized Stafford Loan
  • Federal Subsidized Stafford Loan
  • Federal Perkins Loan Federal PLUS Loan
  • Federal Pell Grant FSEOG (Federal Supplemental Educational Opportunity Grant)
  • Other Title IV aid programs
  • Other federal sources
  • State, private, or institutional aid.

The Student’s Role

Students must complete all withdrawal procedures to be eligible for a refund. In all cases of withdrawal, no fees will be refunded. Financial aid recipients may be required to return all or a portion of financial assistance (federal and/or institutional aid) received if they withdraw from school during the semester, which may result in a balance due by the student.

If students are called by the Reserves into active duty, or if they are required to withdraw for health reasons, they may request a refund. If approved, the refund will be on a pro-rata basis. No reduction in liability is available to students who withdraw from the Institute except when approval is given by the proper authorities or in previously cited instances. Individual fees are not refundable after the first day of the term.

Check registration schedules and the KCAI calendar for exact liability deadline dates each semester. Withdrawal from courses does not automatically cancel housing or meal plans. It is the responsibility of residents in the Living Center to notify the Dean of Students or Campus Activities Coordinator of their intent to withdraw from KCAI as penalties for housing and meal plans are calculated based on the date of withdraw.

Financial Aid Code of Conduct

The Higher Education Opportunity Act (HEOA) requires institutions of higher education participating in the administration of educational loan programs to develop and publish a code of conduct that prohibits conflicts of interest for financial aid personnel. In compliance with this law, the Kansas City Art Institute adopted this Financial Aid Code of Conduct. Any KCAI employee, or agent who has responsibilities with respect to student financial aid must comply with this Financial Aid Code of Conduct as set forth below.

Ban on Revenue Sharing Arrangements

Kansas City Art Institute shall not enter into any revenue-sharing arrangements with any lender nor accept any fee or other material benefit in exchange for recommending a lender to its students.

Gift Ban

No KCAI officer, employee or agent with student financial aid responsibilities shall solicit or accept a gift from a lender, guarantor, or servicer of educational loans. For purposes of this prohibition, the term “gift” means any gratuity, favor, discount, entertainment, hospitality, loan, or other item having a monetary value of more than a de minimus amount, but does not include:

  • Standard materials, activities or programs on issues related to a loan or financial literacy, such as a brochure, a workshop or training.
  • Food, refreshments, training or informational materials furnished to an KCAI officer, employee or agent as an integral part of a training session that is designed to improve KCAI’s services.
  • Favorable terms, conditions or borrower benefits provided to a student employed by KCAI if comparable terms are provided to all KCAI students.
  • Entrance and exit counseling services provided to borrowers as long as KCAI’s staff is in control of the counseling and the counseling does not promote one specific lender.
  • Philanthropic contributions to an institution unrelated to educational loans.
  • State educational grants, scholarships or financial funds administered on behalf of a state.

Contracting Arrangements Prohibited

A KCAI employee or agent with student financial aid responsibilities shall not accept from any lender or affiliate of any lender any fee, payment, other financial benefit (including the opportunity to purchase stock) as compensation for any type of consulting arrangement or other contract to provide services to a lender or on behalf of a lender relating to educational loans.

Interaction with Borrowers

KCAI shall not automatically assign a particular lender to any first-time borrower and shall not refuse to certify, or delay certification of, any loan based on the borrower’s selection of a particular lender or guaranty agency.

Prohibition on Offers of Funds for Private Loans

KCAI shall not request or accept from any lender any offer of funds to be used for private educational loans, including funds for an opportunity pool loan, in exchange for KCAI providing the lender with a specified number or volume of loans or a preferred lender arrangement for such loans.

Ban on Staffing Assistance

KCAI shall not request or accept from any lender any assistance with call center staffing or Student Financial services office staffing. Lenders, however, may provide professional development training to financial aid administrators, educational advising materials to borrowers provided that the materials disclose that the lender prepared them, or assistance in short-term, non-recurring state or federally-declared natural disasters.

Advisory Board Compensation

All employees with financial aid responsibilities shall be prohibited from receiving anything of value from a lender or guarantor in return for service on its advisory board except that an employee may be reimbursed for reasonable expenses incurred in such service.


Violations of this Code of Conduct may result in disciplinary action, up to and including, termination of employment.

Complaints and Concerns

Any person may submit a complaint or concern about matters covered by this Code of Conduct by contacting the president’s office at:

Board of Trustees
4415 Warwick Blvd.
Kansas City, MO 64111