Correcting the Date of Determination on an R2T4

Issue

The Date of Determination (DOD) on a student's R2T4 record does not match the school's internal records or the date when withdrawal paperwork was formally processed. Auditors or the school's FA staff may flag this as an inaccuracy that needs to be corrected in Campus Ivy.

What Is the Date of Determination?

The Date of Determination is the date the school officially determined that the student withdrew. Under federal regulations (34 CFR 668.22), the institution must complete the R2T4 calculation within 30 days of the DOD. An incorrect DOD can misrepresent the school's compliance with this timeline and may be flagged in an audit.

Steps to Resolve

1. Gather documentation supporting the correct DOD — this is typically the date withdrawal paperwork was processed in the SIS, the date the student submitted a withdrawal form, or the date the school determined the student was no longer attending (for unofficial withdrawals).
2. Submit a ticket to CI Refund with:
   • Student name and Campus Ivy ID
   • Current DOD shown in Campus Ivy
   • Correct DOD with documentation (attach the withdrawal form or a screenshot from the SIS)
3. If multiple students need DOD corrections (e.g., following an audit), compile all corrections into a single ticket as a list with student ID and correct DOD for each.
4. The CI Refund team will update the DOD on the R2T4 record and, if the R2T4 calculation has already been completed, will review whether the corrected DOD affects the return amount or timeline.

Important Notes

• Do not simply change the withdrawal date in the SIS to match the DOD without confirming this with the CI Refund team. Changes to underlying enrollment dates can affect other financial aid calculations.
• If the corrected DOD would push the R2T4 completion date beyond the 30-day window, the CI Refund team can note the correction and provide documentation to support the school's audit response.