I-17: Policy on Tuition Refunds
Policy Number: I-17
Last Reviewed: December 4, 2012
Responsible Dept.: Dean of Student Services/Admisisons Office Manager
Students are eligible for a refund for those credit hours officially dropped during the drop period for the
session. The refund will be at the full credit rate for those credits dropped. After the drop period for the
session has passed, there will no refund unless there is a documented extreme, mitigating circumstance which
could provide an exception to the policy. All tuition refund exceptions are managed in accordance with VCCS
Policy 4.3.2.
Tuition
refund exceptions include:
- Major medical emergency -- involving the extended incapacitation / hospitalization of the student,
documented by a physician's statement or other medical support. This must be an unscheduled medical
emergency diagnosed after the last day to drop for tuition refund. Pre-existing conditions are not allowable as
a reason for refunds.
- Extreme financial hardship - involving the sudden, unforeseen loss of an extreme nature. An example of
such an extreme hardship would be that caused by the loss of the student's owned home through fire or
flood.
- Death of a student's immediate family member -- with certification. Immediate family is defined as father,
mother, stepfather, stepmother, spouse, sibling, stepbrother, stepsister, stepchild, or your child.
- Institutional errors by VWCC personnel that cause the delay of administrative processes relative to
registration or withdrawal. Request for refund in these instances must be initiated through the VWCC office
where you were advised.
- A national emergency or mobilization declared by the President of the United States and in accordance with
Section 23-9.6:2 of the Code of Virginia.
- As a result of Military Service as defined in VCCS Policy 4.3.2.3 and Pursuant to 23-9.6:2 of the Code of
Virginia, and corresponding SCHEV Guidelines.
- For certain federal financial aid recipients as defined in VCCS Policy 4.3.2.5.
Tuition refund exceptions will not be approved in the following instances:
- Personal errors in judgment or irresponsibility involving transportation, availability of finances, academic ability,
time management.
- Misinterpretation of college policies and procedures as published in the VWCC Catalog, VWCC Student Handbook, VWCC Schedule of Classes or the VWCC webpage.
- Lack of knowledge of college policies and procedures as published in the VWCC Catalog, VWCC Student Handbook, the VWCC Schedule of Classes or the VWCC webpage.
- Dissatisfaction with course content. Issues concerning academic instruction must be addressed with the
appropriate academic dean.
- Dissatisfaction with academic progress in course.
- Non-attendance or minimal attendance of class.
- Inadequate investigation of course requirements prior to registration and attendance.
- Non-qualification, late application, or loss of eligibility for financial aid or scholarships.
- Non-receipt of mail due to obsolete address on file with the Enrollment Services Office.
- Notification of domicile status after the refund period.
- Changes of, or personal conflicts with, the instructor of record.
- Student errors resulting in the delay of administrative processes relative to registration or the delivery of
financial aid funds.
- Voluntary/involuntary acceptance of employment or other activity impacting ability to attend class (i.e., lack of
child care; work schedule/hours changed; vacation).
- Incarceration in a civilian or military facility.
Information related to the late tuition refund procedures can be found in the Admissions and Dean of Student
Services offices and in the college catalog. Request for late tuition refunds should be made using the Tuition
Refund Request Form.
