Refunds

Policy 5.20 · Adopted 1996 · Last revised 2023 · Responsible office: Office of the Vice President for Finance and Administration · Next review 2028

1. Scope. This policy governs the refund of tuition and fees on a student’s withdrawal or reduction in enrolled hours. Refunds are computed from the date the drop or withdrawal is recorded by the Office of the Registrar, not from the date of last attendance. Ceasing to attend does not constitute withdrawal and does not generate a refund. The refund schedule is incorporated into the Student Financial Responsibility Agreement accepted by each student at registration, which governs regardless of any verbal statement by any employee of the College. Non-credit offerings of Workforce Training are not governed by this policy; their refund terms are published with registration.

2. Refund schedule

For summer sessions and other parts of term shorter than 14 weeks, the schedule is applied on a prorated calendar published by the Registrar with the term calendar. Charges are non-refundable after the second week of instruction except as provided in this policy.

3. Charges not subject to refund. The application fee, the records fee, late registration and late payment charges, and the returned payment charge are non-refundable in all cases. Kit charges are refundable only if the kit has not been issued. Refundable deposits are governed by the terms stated for each deposit in the Schedule of Charges. A change from credit to audit after the add period generates no refund. Tuition is not refunded on the basis of denied licensure.

4. How refunds are paid. Refunds are first applied against any outstanding balance on the student account. Any remaining credit is paid to the student by the method on file with the Bursar, normally within 30 days of the withdrawal being recorded. Amounts paid by a sponsor or under a third-party billing agreement are returned to the payer.

5. Return of Title IV funds. Federal law requires a separate calculation, independent of the refund schedule above, for students receiving Federal Pell Grant or Federal Direct Loan funds who withdraw before completing more than 60 percent of the term. Under 34 CFR 668.22, the College determines the percentage of aid earned based on the number of calendar days completed, and returns unearned funds to the federal programs within 45 days of the date of determination, in the order prescribed by regulation. The student is notified in writing of the calculation and of any post-withdrawal disbursement for which the student is eligible. Because the return calculation and the refund schedule operate independently, a student who withdraws may owe a balance to the College after federal funds are returned.

6. Exceptions. A student called to active military duty during a term may elect a full refund of tuition and refundable fees, or incomplete grades with re-enrollment rights, on presentation of orders to the Registrar. Petitions for refund outside the schedule on the grounds of documented medical circumstances or College error are submitted in writing to the Bursar within 90 days of the end of the term and are decided by the Refund Appeals Committee. The committee’s decision is final. Dissatisfaction with instruction, schedule changes initiated by the student, and financial hardship are not grounds for exception.

7. Death of a student. On the death of an enrolled student, the term’s tuition and fees are refunded under Policy 2.60, Death of a Student or Employee.

8. Schedule of Charges. Where this policy and the Schedule of Charges differ on the amount of a charge, the Schedule governs.

Students considering withdrawal are advised to consult the Financial Aid office, Room A-108, ext. 2170, before doing so. Procedures for withdrawal and refund are also published at Refund Policy.