I-17: Policy on Tuition Refunds
Policy Number: I-17
Last Reviewed: November 4, 2014
Responsible Dept.: Dean of Student Services/Enrollment Office Manager
Students qualify for a tuition refund for those credit hours officially dropped during the drop period. This refund will be at the full credit rate. After the drop period has passed, no tuition refund will be issued. Exceptions to this policy may be made in extreme, mitigating circumstances which are appropriately documented in accordance with Virginia Community College System (VCCS) Policy 4.3.2.
Qualifying tuition refund exceptions may include:
- Major medical emergency
- Extreme financial hardship involving sudden, unforeseen loss
- Death of an immediate family member; immediate family is defined as a father, mother, stepfather, stepmother, spouse, sibling, step-sibling, child, or stepchild
- Errors by Virginia Western personnel; documentation for these errors must be submitted by the department in which the error occurred
- National emergency or mobilization declared by the President of the United States in accordance with Section 23-9.6:2 of the Code of Virginia
- Military service as defined in VCCS Policy 4.3.2.3, pursuant to 23-9.6:2 of the Code of Virginia, and in conjunction with the State Council of Higher Education of Virginia (SCHEV) Guidelines.
- For certain federal financial aid recipients as defined in VCCS Policy 4.3.2.5
Qualifying tuition refund exceptions do not include:
- Misunderstanding of deadlines, college policies and accompanying procedures as published in the College Catalog, the Student Handbook, the college website, or course syllabi
- Misunderstanding of course requirements or prerequisites
- Dissatisfaction with course content, instruction, or academic progress
- Conflicts with child care, work, or vacation schedules
- Changes in eligibility for financial aid or scholarships
- Personal errors in judgment
- Lack of transportation
- Incarceration
Students requesting a tuition refund policy exception must submit a Tuition Refund Request Form to the Enrollment Center. This form must be accompanied by appropriate supporting documentation of the extreme, mitigating circumstance that qualifies for an exception to the refund policy.
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I-30: Student Domicile/Eligibility for In-State Tuition Policy
Policy Number: I-30
Last Reviewed: June 17, 2015
Responsible Dept.: Coordinator of Financial Aid, Records, and Veterans’ Affairs
The Virginia Community College System is guided by the Code of Virginia and the regulations of the State Council for Higher Education on determining domicile.
For the purposes of in-state tuition, a Virginia resident is defined by state law as one who has lived in Virginia, with intent to remain a Virginian, for a period of at least one year prior to the first official day of class for the semester in which he or she is enrolling. The burden of proving eligibility for in-state tuition rests with the applicant. All applicants to Virginia Western who claim entitlement to Virginia in-state tuition rates must complete the domiciliary items included with the application for admission as well as whatever additional documentation may be deemed necessary.
Initial determination of eligibility for in-state tuition rates is made by a member of the Student Services staff. Applicants may appeal this initial determination to the Coordinator of Financial Aid, Records, and Veterans Affairs in writing within 30 days of the decision. This appeal must include copies of the applicant’s driver’s license, motor vehicle registration, income tax returns for the previous tax year, and any other relevant documents that may support the claim of eligibility for in-state tuition rates. This intermediate review will be completed within 30 days of the receipt of the written appeal and supporting documentation.
Applicants may appeal the intermediate review by the Coordinator of Financial Aid, Records, and Veterans’ Affairs. This appeal must be submitted in writing to the Domicile Appeals Committee within 30 days of receiving the results of the intermediate review. The decision of the Domicile Appeals Committee represents the final administrative review.
Students classified as out-of-state who can provide clear and convincing evidence through this appeals process that they were eligible for Virginia domicile on the first day of classes for a semester may have their status changed for the current term.
In the event that a student’s circumstances change after a semester has begun, the student’s tuition status may be eligible for reclassification; this reclassification shall be effective for the next academic semester following the submission date of a new Application for In-State Tuition. It is the responsibility of the student to submit a new Application for In-State Tuition to the Virginia Western Admissions Office. Virginia Western will not initiate this process on behalf of the student.
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I-1: Refunds, Credits, and Reinstatement as a Result of Military Service
Policy Number: I-1
Last Reviewed: April 8, 2014
Responsible Dept.: Records Office
In accordance with the Code of Virginia, Section 23-9.6:2 and the corresponding SCHEV Virginia Tuition Relief, Refund, and Reinstatement Guidelines, Virginia Western Community College provides for the tuition relief, refund and reinstatement of students whose service in the uniformed services has required their sudden withdrawal or prolonged absence from their enrollment due to a call or order to active duty, of more than 30 days, after the beginning of a semester. Dependents of military members may also be given consideration under this policy.
For the purposes of this policy, the following definitions shall apply:
“Service in the uniformed services” means service (whether voluntary or involuntary) on active duty in the Armed Forces, including such service by a member of the National Guard or Reserve, for a period of more than 30 days under call or order to active duty of more than 30 days.
“Dependents” is defined as any civilian qualifying as a military dependent under 37 USC 401 currently or as otherwise amended.
“Tuition” means the actual price of education charged to a student for the term in which service in the uniformed services caused his or her sudden withdrawal or prolonged absence from enrollment at a Virginia institution of higher education.
“Reinstatement” means the re-admittance and reenrollment of a student whose service in the uniformed services has caused his or her sudden withdrawal or prolonged absence from enrollment.
“Sudden withdrawal” means leaving an institution after a semester has begun or after the tuition and required fees for a term have already been billed to or paid by the student.
Documentation
To be eligible for the considerations detailed in this policy, the College requires students to complete the following:
- The student must complete a Student Registration Change Form. Student Registration Change Forms are available through the Admission Office located in Chapman Hall, Room 108 (540-857-7231).
- If the student elects to receive an “I” Incomplete grade for a course(s), the instructor should forward an Incomplete Grade Contract to the Registrar’s Office.
- The student must provide a copy of the applicable military orders or enlistment contract.
- For verification purposes, the student must present a valid, active duty military identification card.
- Complete an exit interview with the Financial Aid Office.
- Return the completed Student Registration Change Form and the above-mentioned documents to the Registrar’s Office for processing.
Tuition and Required Fees
If the student is deployed to active duty military service during the semester and the student requests to be dropped from their classes after the last date to drop and receive a refund of tuition, the student can:
- Drop all classes and all tuition charges will be waived with:
- Personal payments refunded (when a student’s account balance does not show a balance due, following the drop)
- Financial aid adjusted as required
- Financial aid refunds repaid by student if appropriate
- Maintain all or part of enrollment with:
- Tuition adjusted accordingly
- Financial aid adjusted as required
- Financial aid refunds repaid by student if appropriate
- Withdraw from all or part of their courses with no refund and be assigned a grade of “W.”
If the event that there is an unpaid student account balance at time of deployment, the college will work with student on payment arrangements. No collection actions will occur during deployment; however, the student must resolve any unpaid balances prior to subsequent enrollment.
Academic Credit
When a student is deployed to active duty military service (for reservists) or mobilized (active military) as described in the Code of Virginia, Section 23-9.6:2 and the corresponding SCHEV Virginia Tuition Relief, Refund, and Reinstatement Guidelines, the student will have the following options concerning grades assigned for the semester in which the call to active duty occurs.
- If the student leaves at any time during the semester and elects to receive a full tuition refund, no courses or grades will be recorded on the student’s transcript.
- If the student elects to receive an “I” (Incomplete) grade, the regulation regarding conversion of an “I” to “F” grade will be suspended until the student returns to Virginia Western. Should the student not return to Virginia Western, the “I” will revert to a “W” (Withdrawal).
- The student may be given the option of taking their examinations prior to regularly scheduled times as an exception to VCCS policy 5.6.1.
- If the student leaves at a point in the semester after which a significant amount of work has been completed, the student may request the assignment of a grade for work completed. This option requires a joint agreement of the student and the faculty member(s).
Textbooks
Upon sudden withdrawal or prolonged absence, students in uniformed service at Virginia Western Community College requesting a refund for textbooks will be refunded the cost of textbooks purchased from the college’s local textbook vendor (Follett Higher Education Group), according to the contractual agreement between the college and the bookstore.
Reinstatement
The following provisions govern reinstatement to the College upon release or return from service in the uniformed services.
- The student will be assured a reasonable opportunity to be reinstated to their program of study (if available), without having to reapply for admission if they return to the College after a cumulative absence of not more than five years, and they provide notice of intent to return to the College not later than three years after the completion of the period of service.
- Relevant exceptions to these timelines can be found in the Higher Education Opportunity Act.
- Throughout the entire process, the student will have access to advising services to determine the impact of absence from the program, to evaluate the ability to resume study, and to assess options.
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