- All tuition and fees assessed by the College, except for the Miscellaneous
Student Fees described previously, shall be refunded under the following
- The College will refund or cancel obligations that relate specifically
to the cancellation of a course by the College.
- All refunds to students, except charge transactions such as VISA
or Mastercard, are to be made by check. Refund checks will
be mailed to the Region for distribution to the student. The
charge transactions should be refunded by issuing a credit to the
student's VISA or Mastercard account.
- The effective date for calculating the amount of fees to be refunded
is the date the written notification for the official withdrawal
is received. This procedure is performed in the Registrar's
office. The refund amount is automatically calculated
in the SIS system based on a drop code entered by the registrar.
- Tuition and fees to be refunded for withdrawal from courses will
automatically apply toward assessment of additional courses in the
- Students or parents, who feel that individual circumstances warrant
an exception to the standard refund policy, may appeal to the Vice
- The Student Information System processes student refunds based on the percentages
noted below. Refunds are calculated on business days regardless of holidays. Technology fees, consumable fees, and tuition are refunded at the same rate noted below. Regardless of the day of the week that a course first meets, the refund period would begin on Monday of the first week of classes that a particular course meets.
1st - 10th Day
11 days or more
||1st - 8th Day
9 days or more
||1st - 6th Day
7 days or more
||1st - 4th Day
6 days or more
||1st - 2nd Day
4 days or more
|Less than 4 weeks
For an automatic refund to occur, a student account must have a credit
balance in the account. On an exception basis, the Region
will manually post a refund transaction to an account to generate a check
regardless of the student account balance.
A refund schedule is established at Central Office, and distributed to
all appropriate personnel. The routine schedule generally
is that a refund cycle is run Monday, Wednesday, and Friday. There
are exceptions to the routine schedule; therefore, it is necessary to
refer to the schedule for planned exceptions. In those instances
when refunds do not run as scheduled, you will be notified.
The business office is responsible for the custody and distribution of
refund checks. The Region must ensure that a check is rightfully
due a student before releasing a check. This includes analyzing
the student account balance, and if any financial aid is involved, advising
the Financial Aid Department so that they may analyze the financial aid
awarded for propriety. After all analyses have been completed and
it has been determined that the check is due the student, then the business
office may distribute the check to the student. If the check is
not due the student, the business office must void the check and initiate
the process to reverse the transaction by following the steps described
in the SIS B/R Users Manual.
The Region does have the authority to issue student refund checks using
the revolving fund when there is a need to issue the check in a more expedient
manner. However, this process is to be used on an exception basis
When a vendor, student, or employee's check
is alleged to have been negotiated by someone other than the payee without
permission to do so an"Affidavit Concerning Forged Endorsement"
may be completed. The affidavit must be submitted within one year from
the date of issue of the forged check. The College performs this as a
courtesy to the payee. If the Affidavit is not filed within the one year
time period, the payee may pursue the matter directly with his/her bank
and the local authorities.
Refer to the FMM Section M, Financial Documents,
for procedures to complete and process the affidavit.
There may be circumstances in which it is appropriate for the region to waive tuition or other charges.
These situations however should be rare and this practice should not be utilized on a regular basis.
Examples of when a tuition waiver might be appropriate would include: student has a valid complaint about
a class and requests a refund; the waiving of a late fee; in lieu of a cash refund after the normal refund
period; and adjustments to tuition.
Tuition waivers must be approved in writing by the Chancellor. If deemed appropriate, the Chancellor may
delegate this approval to the Executive Director of Finance, Director of Business Office or equivalent, or
Executive Campus Dean. In all cases the region must complete a Tuition Waiver/Adjustment form.
When processing a tuition waiver, the initial charge being waived must always be posted to the students
account. The tuition waiver is then to be posted utilizing the regional tuition waiver sub-code. This would
also be the procedure if the amount of the fee is being reduced; the original fee should be posted to the
account and the tuition sub-code utilized to reduce the charge.
Copies of the approved Tuition Waiver/Adjustment form must be filed with CRF associated with the dayís
transactions for which the waiver was posted. A copy of the form must be forwarded to Financial Aid.
A copy of the waiver should also be sent to the student in situations where the waiver is being utilized in
lieu of a refund.
All Tuition Waiver/Adjustment forms are valid one year from the date of issuance. In situations where a
waiver/adjustment form is presented for redemption, the Business Office must ensure the propriety of the form.
This may be accomplished by comparing the studentís form to the copy maintained in the Business Office.
This should be done prior to posting to the studentís account.