Withdrawal 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but prior to the completion of 60 percent of a session (nine weeks for regular session), a student who withdraws or is withdrawn from a course will be assigned a grade of “W.” A student who withdraws after the last day to receive a tuition refund will receive a “W” grade and will not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 After the 60% point, if a student withdraws or is withdrawn from a course(s) or the college, a grade of “F” will be assigned.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 Enrollment Services. 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, Enrollment Services, 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.
Tuition Appeal Process
Students are eligible for a tuition refund if they drop classes or withdraw from the 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 and complete/submit the tuition appeal form:
- 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 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.
Administrative Withdrawal Policy
Students missing 25% or more of the total time allocated for classes and/or labs may be administratively withdrawn from he course upon recommendation of the instructor. Students administratively withdrawn prior to the completion of 60% of the classes and/or labs will be issued a grade of “W”. After that point, students who are administratively withdrawn will be issued a grade of “F”. Faculty have the discretion to establish more restrictive policies published in the course outline. Faculty also may excuse a student when documented, mitigating circumstances prevent the student from attending a class or lab session. Failure to attend classes will negatively affect one’s financial aid award.
Mitigating Circumstance Withdrawal Process
A student withdrawing after the last day to receive a “W” grade for the course, can only receive a “W” grade if mitigating circumstances exist AND the student is passing the course. The curricular division dean must approve mitigating circumstances. Request should be made using the Mitigating Circumstance Form.
NOTE: Withdrawing from a course(s) can have a negative impact on the status of your financial aid.
|
