Policy Number: I-81
Last Reviewed: November 14, 2024
Responsible Dept.: Vice President of Academic & Workforce Solutions
A signed copy of this policy is available in the President’s Office.
Full tuition refunds must be requested at least ten calendar days prior to the first day of classes. Partial refunds are provided when requested nine or fewer calendar days before the first day of class and before attending 10% of the course. Students are responsible for any material costs associated with enrollment. These costs will be retained by the college. Online classes are non-refundable.
81.1 Policy on Tuition Refunds in Exceptional Case (Appeals)
Exceptions to this policy may be made in extreme, mitigating circumstances which are appropriately documented in accordance with Virginia Community College System Policy 4.3.2.
Appeals will be reviewed by the Tuition Appeals Committee on a case-by-case basis.
Qualifying tuition refund exceptions may include:
- Documented major medical emergency
- Documented extreme financial hardship involving sudden, unforeseen loss
- Death of an immediate family member; is defined as a father, mother, stepfather, stepmother, spouse, sibling, step-sibling, child, or stepchild
- Errors by Virginia Western personnel; documentation 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 and VWCC Policy I-1: Refunds, Credits, and Reinstatement as a Result of Military Service.
- Certain Active Duty Military Students Covered by U.S. Department of Defense Military Tuition Assistance Program 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 funding or scholarships
- Personal errors in judgment
- Lack of transportation
- Incarceration
Students requesting a tuition refund policy exception must submit a Tuition Appeal Request Form online (please review the allowable exceptions above). This form must be accompanied by appropriate supporting documentation of the extreme, mitigating circumstance that qualifies for an exception to the refund policy. Please allow 2-3 weeks processing time for the Tuition Appeal Committee to review your request. Once the review process is complete, a determination will be emailed to the address provided on the Request Form. All determinations made by the committee are considered final.
If the request is denied for a FastForward (Workforce Credentials Grant) funded course, the student is also responsible for paying the second 1/3 of tuition.
81.2 Financial Obligation for Workforce Credential Grant
The Workforce Credential Grant provides training to obtain an industry credential to aid in employment. Failure to complete the course results in loss of any upfront tuition payments and owing the state an additional amount equal to 1/3 of the full tuition. A debt to the state can be collected through state tax returns. If a student does not pass but desires to retake, it will be at the student’s own expense.
81.3 Tuition Request for Corporate and Professional Training
Corporate and Professional Training refunds are processed on a case-by-case basis with approval from the academic dean.
