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
Textbooks and Course Materials
Students must present an official copy of their class schedule in order to pick up their textbooks form the bookstore. Official copies include: a copy of the schedule printed for them by Admissions after registering; a copy printed by the student from the class schedule link in the Student Information System; or a copy presented to bookstore staff on a hand held device.
- A full refund will be given for Course Materials returned prior to the refund deadline. Contact the campus bookstore for specific refund deadline dates.
- Course Materials purchased after the campus specific deadline must be returned within 7 business days of purchase for a full refund.
- Course Materials purchased during the last week of classes or final exams are not refundable.
- Brytewave Digital Textbooks must be returned within 14 days of purchase for a full refund.
Contact the bookstore for additional information about this policy and refunds on supplies and merchandise other than textbooks.
Financial Aid and Bookstore Purchases and Refunds
Students may use excess financial aid in the College Bookstore to purchase only required books and supplies for registered courses deemed eligible for financial aid for the term. A course would be deemed ineligible for financial aid if any of the four following circumstances exist:
- The course does not apply to the student’s academic program;
- The course has already been repeated once after having been successfully completed. Successful completion is defined as any grade other than an F, U, R, or W;
- The course is developmental and the student has already attempted 30 or more developmental credits; and/or
- The course is a basic skills class (BSK) that is below the postsecondary level.
Items not approved for purchase with financial aid include but are not limited to apparel, food, cell phones, gift items, and gift/prepaid cards. The college has discretion to establish policies and procedures pertaining to the purchase of courserelated electronics (e.g., laptops, tablets, cameras, and scientific calculators), uniforms, and tools. Policies and procedures pertaining to courserelated electronics, uniforms, and tools must address the types and frequency of items students may purchase.
During the book purchase period, books and supplies purchased using financial aid cannot be returned or sold back to the College Bookstore for cash. Amounts for returned items must be credited back to the aid types that paid for the books and supplies on the student’s account.
Refund Policy for Financial Aid Students
A refund may also be due to the Department of Education for any Title IV aid awarded to a student who withdraws completely from all courses within 60% of the session length. This refund will go back to the Federal Government and not to the student, if the student owes a Title IV refund. The 60% date is determined by Financial Aid and incorporated into the College’s Academic Calendar. This refund is required by the Title IV aid program, and is not subject to appeal.