Request a Refund for Special Circumstances
You must drop or withdraw from all pertinent classes before submitting a request for a refund or forgiveness of debt. (Prior to this, it is recommended that you meet with an advisor to discuss possible options.)
Requests must be submitted within 90 days of the date of the occurrence.
Write a letter or email (all correspondence by email requires use of the student’s college email address) including appropriate documentation to the campus business manager to justify one of the following:
- Medical Emergency such as:
- an extended illness or major medical issue affecting the student or members of student’s immediate family (mother, father, sister, brother, wife, child or grandparent) 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.
- 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.
Death of the student or a member of the student’s immediate family (mother, father, sister, brother, husband, wife, child or grandparent). A copy of the death certificate or obituary should accompany the request.
If a refund is approved for medical issues or a death, it may be prorated. For a problem that occurs in the first quarter of the class, a full tuition refund will be approved. For a problem that occurs in the second quarter of the class, a 50% tuition refund will be approved. No refunds will be granted for medical problems occurring in the second half of the class, regardless of the justification.
- National emergency or mobilization declared by the President of the United States and in accordance with Section 23-9.6.2 of the Code of Virginia. Attach a copy of military activation orders. Requests must be submitted within 90 days of the date of your orders.
- Administrative error by the College. The 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.
- Extreme financial hardship on the student. The request should explain the circumstances, outlining the financial issues and provide documentation as appropriate. The student should be advised that in some cases, certain information such as tax returns, bill copies, foreclosure documents and/or employment termination documentation may be required prior to determination.
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.
You will be sent a letter advising you whether your request has been approved or denied. Official communication will be sent only by U.S. mail or to your NOVA email address. Communication with individuals other than the student may require written consent of the student in accordance with the Family Educational Records and Privacy Act of 1974 (FERPA).
If your request is approved, you will receive a refund based on your original form of payment. If you paid by check, you will receive a refund check mailed to your address on file with the College. Make sure your address is current through NOVAConnect. If you paid by credit card, credit will be applied to the card.
If your request is denied, you will be provided an explanation. You have the right to appeal. To do so, submit in writing all factual information explaining why you believe the denial is incorrect. All appeals must be submitted within 30 days of the notification of the original request denial. The written appeal should be submitted to the campus business manager, who will process the request through a higher authority. All decisions routinely take a minimum of 10 business days to be determined. You will be sent a letter advising you whether your appeal has been approved or denied.