2022-2023 Course Catalog 
  
    Aug 13, 2022  
2022-2023 Course Catalog

Withdrawal & Tuition Refund Policy



Please note: Withdrawal from a course may negatively affect your financial aid award. Students are encouraged to check with the Financial Aid Office to determine the impact of a course withdrawal on financial aid eligibility. Withdrawals can be completed by telephone, online, or in person. If a student withdraws from a class prior to the refund date of the term, the student is removed from the class roll and no grade is awarded. After the add/drop period, but prior to the completion of 60 percent of a session (nine weeks for regular session), a student who withdraws or is withdrawn from a course will be assigned a grade of “W.” A student who withdraws after the last day to receive a tuition refund will receive a “W” grade and will not receive a tuition refund. If the student is receiving Financial Aid, a Return to Title IV calculation will be completed in the PeopleSoft SIS system, to determine the percent of aid earned by the student based on the withdraw or last date of attendance. The unearned portion of aid will be returned to the Department of Education, and the student will be responsible for any remaining tuition and/or bookstore charges. After the 60% point, if a student withdraws or is withdrawn from a course(s) or the college, a grade of “F” will be assigned. Exceptions to this policy may be made under mitigating circumstances, which must be documented and a copy of the documentation placed in the student’s academic file. If mitigating circumstances cause the withdrawal, and the student is making satisfactory progress at the time of withdrawal, the grade of “W” will be given. Division deans will decide whether the reason for withdrawal is mitigating. Students are eligible for a tuition refund if they drop classes or withdraw from DCC on or before the announced refund date each semester, as published in the academic calendar on the DCC website and catalog. The add/drop form or withdrawal form must be processed by the Admissions Office. Classes of shorter duration may have a different withdrawal deadline.

DCC will not consider refunds after the announced date unless:

  • The student has encountered severe medical problems that relate directly to the individual student,
  • If military service requires the student’s sudden withdrawal or prolonged absence from their enrollment, or
  • In case of an administrative error.

Before any consideration can be made, the student must appeal to the Vice President of Academic & Student Services, and then to the Vice President of Financial & Administrative Services. The tuition refund policy and the deadline dates are established by state policy.

Students who are withdrawn by the college for disciplinary reasons are not eligible for a refund of tuition/fees. A student expelled from the college after the designated refund date forfeits all payments for tuition/fees incurred for the semester the incident occurred.

Effective May 21, 2015, the State Board of Community Colleges approved a revision to the VCCS Tuition Refund Policy as listed in the VCCS Policy Manual Section 4.3.2. The revision to the VCCS policy 4.3.2 directs that course registrations shall not be deleted for students who receive a tuition refund for extenuating circumstances after the end of the add/drop period, but a grade of “W” would be assigned instead. Students who request to be withdrawn with a tuition refund, after the stated refund date, must submit a request to the Vice President of Academic Services, with supporting documentation. If approved, the Admissions Office, the Business Office, and the Financial Aid Office will be notified of the tuition amount approved for refund.

This policy only relates to tuition, so the student may be responsible for bookstore charges.

For students who paid using gift aid, the amount of aid earned will not be impacted. The Return to Title IV process will be followed. The tuition amount approved for refund will be based on any remaining balance after adjustments have been made, but will not exceed the original tuition cost.

Pro-rated Tuition Refund

Students are eligible for a pro-rated tuition refund if they drop classes or withdraw from college on or before the published refund date as indicated in the academic calendar. DCC will not consider tuition refunds after that date unless you meet one of the following circumstances:

  • A medical issue that prevents you from continuing your studies, Your death or the death of an immediate family member,
  • National emergency declared by the President of the United States,
  • An administrative error made by the college, or
  • The student is going through extreme financial hardship.

Requests for pro-rated tuition refunds after the refund date must be submitted within 30 days following the official drop date for the class(es). The student must document the extenuating circumstance as follows:

  • Medical Emergency, such as:
    • An extended illness or major medical issue affecting the student or members of student’s immediate family (mother, father, sister, brother, wife, child or grandparent) occurring during the semester you are registered, which requires hospitalization, is life-threatening or is contagious and a danger to the remainder of the college community. A written verification on letterhead by the attending physician is required and must include the initial date of the problem, a statement that you are required not to attend class, and the duration of the problem.
    • A psychiatric/psychological emergency or severe, extended illness occurring during the semester you are registered, which requires hospitalization or that prevents you from attending classes. A written verification on letterhead by the attending mental health therapist is required and must include the initial date of the problem, a statement that you are not required to attend class, and the duration of the problem.
  • Death of the student or a member of the student’s immediate family (mother, father, sister, brother, husband, wife, child or grandparent). A copy of the death certificate or obituary should accompany the request.
  • 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. Attach a copy of military activation orders. Please see policy on Military Service.
  • Administrative error by the college*. The request should explain the circumstances of the error, including dates, names of employees, and publications, if applicable.
  • Extreme financial hardship on the student. The request should explain the circumstances, outlining the financial issues and provide documentation as appropriate. In some cases, certain information such as tax returns, bill copies, foreclosure documents and/or employment termination documentation may be required prior to determination.

*Disagreements with faculty, teaching methods or style, treatment, or grading procedures are not considered administrative errors and must be resolved by contacting the division dean or through the college’s student complaint and grievance procedures.

Mitigating Circumstance Tuition Refund Process

Student withdraws from class with mitigating circumstances after the last day to receive a tuition refund as stated in the college calendar.

Student submits partial tuition request to the Vice President of Academic & Student Services within 30 days after the official withdrawal date. This request should include a typed letter and supporting documentation.

The VP will notify the student of the decision.

The VP will notify the registration office via the Withdrawal with Tuition Refund form. The registration office will notify the business office of the decision if the partial refund is approved.

For students receiving Federal Financial Aid, the Return to Title IV process is completed and adjustments are submitted to the business office. A write-off entry will be made on the account for the approved tuition refund based on the calculated days of award earned. If a tuition or bookstore balance remains, the student will be notified and billed.

For students who have paid out-of-pocket, the withdrawal code will be changed by the registration office upon receipt of the Withdrawal with Tuition Refund form indicating approval by the VP. Partial tuition of 25%, 50%, or 75% will be refunded based on the amount of time the student has remained in the class.

Policy on Refunds, Credits, & Reinstatement due to Military Service

Pursuant to 23-9.6:2 of the Code of Virginia, and corresponding State Council on Higher Education for Virginia (SCHEV) Guidelines, Danville Community College (DCC) has developed this policy providing 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. For the purpose of this policy, “service in  the uniformed services” is defined as 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.

DCC shall provide for the following:

a.       Reinstatement as a Result of Military Service

Students who are called (ordered) to active duty or mobilized shall be entitled to reinstatement to DCC without having to re-qualify for admission following the student’s documented (orders) release or return from service in the uniformed services if:

  • the student provides notice of intent to return to the college not later than three years after the completion of the period of service;
  • The student returns to the college after a cumulative absence of not more than five years; and,
  • The permanent change of station (PCS) orders require the military member to be absent from the college for an extended period, and the PCS orders must have been issued after the start of the semester and require execution prior to the end of that semester or term.

A student returning to the college from active duty or mobilization in accordance with the provisions delineated above will be reinstated in the same program of study in which he or she had been enrolled prior to withdrawal. Exceptions may be made in cases where the program has been discontinued by the college or the program has specialized accreditation and selective admission requirements. In the latter case, reinstatement shall be consistent with any relevant standards of the respective accrediting agency. A student, who was admitted to a program but did not begin attendance because of service in the uniformed services, shall be allowed to defer his or her enrollment in the program until reinstatement to the college as described above. A student returning from active duty or mobilization should contact a counselor or advisor and submit the updated DD-214 to determine the impact of absence from the program and to review available options when a program is no longer available or suitable.

b.      Tuition and Required Fees

Should a student be ordered to active duty (for reservists) or be mobilized (active military) as described in the Code of Virginia, Section 23-9.6:2 and the State Council’s Virginia Tuition Relief,        Refund, and Reinstatement Guidelines and he/she requests to be withdrawn from the college after the census date, the student may elect either to be deleted from the registration file and be awarded a full refund or to be administratively withdrawn with no refund and assigned a grade of “W”. This policy also applies to refunds of Miscellaneous Education fees, General Program fees, Deposits, Auxiliary Services fees and Student Activity fees to students.

DCC shall provide, at the option of the student refunds of deposits to be retained and to be applicable to tuition and fees charged in the semester or term in which the student returns to study.

c.       Textbooks

DCC shall process refunds for textbooks according to contractual arrangement with local vendors.

d.      Academic Credits and Grades

Students who are called to active duty or are mobilized, meaning serving in the uniformed services, as described in Virginia Tuition Relief, Refund, and Reinstatement Guidelines, will have  the opportunity to receive an incomplete grade (“I”) until released from active duty (for reservists) or mobilization (for active military personnel). All course requirements shall be completed within one year from the date of release from active duty or mobilization.

Students may be given the option of taking their examinations prior to regularly scheduled times as an exception to VCCS policy 5.6.1 in accordance with the Virginia Tuition Relief, Refund, and Reinstatement Guidelines.

Careful consideration will be given and special options are available for students who receive student financial aid or Veterans Administration benefits.

e.       Deposits

DCC shall provide, at the option of the student, deposits to be retained and to be applicable to tuition, or fees charged in the semester or term in which the student returns to study.

f.        Dissemination of Information

In accordance with the requirements of the Code of Virginia, Section 23-9.6:2, and the Virginia Tuition Relief, Refund, and Reinstatement Guidelines, DCC will make every effort to ensure that the aforementioned VCCS policies relative to tuition relief, refund, academic credit and reinstatement are well disseminated and carefully explained. DCC has designated the VP of Student Affairs as the office to ensure that these policies are properly disseminated and administered.