Deadlines & Policies

Maintaining eligibility for financial aid

Satisfactory Academic Progress

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

Students must have a minimum semester and 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.  If 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 3.0 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 full10 calendar days prior to the first day of the semester. A statement of tuition and fees will be mailed to independent students and parents of dependent students 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 10 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. All students who withdraw from KCAI will be charged a $100 administrative fee.

Tuition refund policy

  • Before 5 pm on Friday of the first week of class: 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 refund given.

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:

  1. Federal Unsubsidized Stafford Loan
  2. Federal Subsidized Stafford Loan
  3. Federal Perkins Loan Federal PLUS Loan
  4. Federal Pell Grant FSEOG (Federal Supplemental Educational Opportunity Grant)
  5. Other Title IV aid programs
  6. Other federal sources
  7. 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 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.

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