Under exceptional circumstances Laurel Ridge Community College can grant tuition refund/debt removals for students who withdraw after the final drop date. Refund/debt removals are guided by Virginia Community College System (VCCS) Policy 188.8.131.52 Exceptional Cases Caused by VCCS or College.
Appeals will not be considered unless the you have officially withdrawn from the class (es). All tuition refund requests must be in writing and submitted with written supporting documentation. A review panel comprised of at least one representative each from instruction, student success and financial services is responsible for determining if a tuition refund/debt removal is justified.
Appeals must be initiated no later than the end of the subsequent academic semester in which the refund request is requested. Requests outside of this deadline will NOT be accepted.
What circumstances are considered?
- Administrative error – request should explain the circumstances of the error, including dates, names of employees, and publications, if applicable. Requests must be submitted within 90 days of the date the error was first discovered or made known. 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/grievance procedures.
- Extreme financial hardship – an event that created a financial hardship for the student such that the student’s enrollment could not continue and involving sudden and unforeseen loss such as foreclosure, job termination, or catastrophic event such as fire.
- Major medical emergency of extraordinary circumstances – an extended illness or major medical issue 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. You must have been absent more than 10 percent of the session length. 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 OR 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 OR Death of the student or a member of the student’s immediate family (mother, father, sister, brother, partner or child). A copy of the death certificate or obituary should accompany the request.
- National emergency or mobilization declared by the president of the United States – Military students being called to active duty should refer to the Tuition Refunds – Military Students Policy found on the college website.
Financial Aid Recipients:
Students who are receiving financial aid will be required to meet with their financial aid office prior to withdrawal to determine what, if any effect this action may have on future financial aid eligibility. Any aid used toward the payment of tuition and fees will be removed, as the student is no longer eligible to receive aid funds. Students who withdraw from all classes are subject to a Return of Title IV Funds calculation in accordance with federal regulations. For more information, please review the Refund and Repayment policy.
What circumstances are NOT considered?
The following circumstances do not qualify for a refund:
- If a student has received a financial aid refund during the term in which the refund or forgiveness of debt is requested
- Student’s failure to drop a class by assuming it would be dropped for him/her by the College due to nonpayment or nonattendance.
- Misunderstanding or lack of knowledge about College policies and procedures.
- Dissatisfaction with the course content or instructor and/or his/her academic progress in a class.
- Inadequate investigation of course requirements, including prerequisites.
- Change in personal work schedule/hours, geographic location, or available transportation.
- Bookstore charges
Steps to Appeal
- Review the policy, definitions, and procedure to ensure you meet the requirements to appeal.
- Collect supporting documentation and complete the appeal form
- Send both the appeal and supporting documentation to [email protected].
- This email puts the documents into our imaging system to be processed.
Allow 10-14 business days for the appeal to be processed, you will receive the decision via the email listed on the appeal. If additional information is requested, the processing timeline restarts. All committee decisions are final.