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).
Students will be sent a letter, advising them of the approval or denial (with an explanation) of their request. Appeals to denials must be submitted to the campus business manager within 30 days of the notification of the original request denial for processing by higher authority and must include factual information as to what basis the denial is considered incorrect. All decisions routinely take a minimum of 10 business days to be determined. You will be sent a letter advising you whether or not your appeal has been approved.
If a refund is approved for medical issues, it may be prorated. For a problem that occurs in the first quarter of the course, a full tuition refund will be approved. For a problem that occurs in the second quarter of the course, a refund of 50% will be approved. No refunds are granted for medical problems occurring in the second half of a course, regardless of the justification.
If a refund is granted for a documented administrative error, or the request is approved for a full refund due to a medical issue that occurred in the first quarter of the course, the course will be dropped from the official transcript. Requests granted for medical problems occurring after the first quarter of the course prior to the halfway point will not include dropping the course from the official transcript; courses will remain marked as a withdrawal.
If a refund is approved, the student will receive a refund check mailed to their address or a credit applied to their credit card, depending upon the form of initial payment. It is the student’s responsibility to make sure the College has a current and correct mailing address on file, which the student can do though NOVAConnect.