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College Catalog: Refunds

I. Tuition Refund Policy for Credit Offerings

Students are eligible for a refund for those credit hours dropped during the add/drop period. After the add/drop period has passed, there shall be no refunds, except as provided below.

The College reserves the right to approve tuition refunds beyond the add/drop period if mitigating circumstances exist. A refund may be authorized by the Office of Admissions in the following mitigating circumstances:

  • In the case of Administrative error by PDCCC or the VCCS.
  • Extreme financial hardship, or in some extraordinary circumstances, a student suffers an unexpected major medical emergency or extended illness that requires hospitalization, is life threatening, or is contagious presenting a danger to the college community. The medical problem must force absence from more than 10% of class sessions. A physician’s verification is required.
  • In the case of student’s death, or if a member of the student’s immediate family (mother, father, sister, brother, husband, wife, or child) dies.
  • When the President of the United States declares a national emergency or a mobilization in accordance with Section 23-96.2 of the Code of Virginia. A copy of military orders is required.

To request a refund for one of the above circumstances, a student must do the following:

  • Withdraw from all classes for the semester in question by executing an official drop form at the College or drop classes on the internet using the VCCS Student Information System (SIS) by refund dates published. Refund requests for only some classes and not others can be considered only in cases of College error or in unique circumstances.
  • Write a letter to the Dean of Student Services requesting a refund and stating the reason for withdrawal.
  • Attach any justifying documents including doctor’s statements, documentation of errors, copies of death certificates, military orders and the like.

Official resignation for a student shall become effective on the date that written notification of intent to resign is received by the Office of Admissions and Records or the date the student drops the course(s) on the internet using the VCCS SIS. If a refund is approved, it will be sent to the student’s address of record. It is the student’s responsibility to make sure the College has a current and correct address on file.

If a refund is granted (after the last day for a refund date has passed) for any of the above listed reasons, the class and the “W” grade will be permanently removed from the student’s official record with a retroactive drop. If a refund is denied, then the Office of Admissions will send a letter to that effect.

All services shall be withheld from a student who owes money to the College for any reason or who has books or materials outstanding from the College.

Revenue refunds are generally generated automatically from the SIS from which a general state warrant shall be issued. The revenue refund is prepared payable to the student at the student’s last known address as payee.

II. Policy on Refunds, Credits, and Reinstatement as a result of a National Emergency

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 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”.

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

Careful consideration is given and special options are advised for students who receive student financial aid or veterans administration benefits.

III. Bookstore Purchases, Refunds, and Financial Aid

Every class begins with a good book. Textbooks and other materials needed for courses are available at the campus store. If you have financial aid sufficient to cover all your tuition and fees, see Textbook Purchase Policy.

Visit the Campus Store or Campus Store website. Click Online Return Policy, and read the important information before making your purchase. Books may be purchased or rented from on-campus or online locations.

You need to have your course schedule, course number and section number to find the right books.

Books may be returned for a full or partial refund based on certain criteria. View the book Buyback Policy.

If you need books on tape or e-text, please contact the Student Support Services Office to register and request services.

For More Information

Refund Policy for Financial Aid Students

A refund may also be due back to federal and state aid programs for aid you received but did not earn, whenever you withdraw completely from all courses within the first 60% of the semester. This will likely result in a debt to you. These refunds will go back to the federal and/or state aid programs as required by government rules, and are not subject to appeal, even if you withdraw for a good reason such as an illness or injury. The 60% date is determined by Financial Aid and incorporated into the College’s Academic Calendar. See section on FINANCIAL AID TITLE IV REFUND POLICY.