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Tuition Refunds

Students may be eligible for a tuition refund or forgiveness of debt under some very special circumstances. Learn more about tuition refunds and forgiveness of debt.

You will receive a refund or forgiveness of debt if:

  • You drop a class by the deadline for the last day to drop with a tuition refund (also known as the census date). View the Academic Calendar or the Schedule of Classes to find the census date.
  • The class is canceled by the College.

If you don’t plan to attend a class, you need to drop it online through NOVAConnect or visit a Student Services Center in order to avoid financial obligation for the class. Never assume your class will be dropped automatically or by someone else. It is your responsibility to make sure your class is dropped by checking your schedule through NOVAConnect.

You will automatically receive a refund in the same form of payment you used to pay for the class (check, credit card, etc.).

If you replace the dropped or canceled class with another class for a different number of credits, you may be entitled to a refund if the new class carries fewer credits or you may owe the College money if the new class carries more credits.

Refund2Card

Northern Virginia Community College has contracted with Tuition Management Services (TMS) to process electronic financial aid disbursements and tuition refunds to students.  Students have the ability to receive refunds in as little as six business days.

Click here to view the contract.

Students will have the option to choose a reloadable Visa branded prepaid debit card or direct deposit (ACH) into their existing bank accounts. To learn more, visit Refund2Card.

Students may use the reloadable Visa Prepaid Debit card fee free at ATM’s within the AllPoint network and any retail store which accepts Visa Debit.

If you selected the Visa PrePaid Educatecard as your refund disbursement option, please DO NOT throw your card away. The card has an expiration date and will be used for all future refund disbursements from NOVA.

Information on Student Usage of the Prepaid Card Program for the 2016-2017 Academic Year:

The total number of students with a prepaid account who were enrolled during the award year. 757
The mean amount of fees charged to students during the award year. $7.92
The median amount of fees charged to students during the award year. $4.00
The total invoice amount paid to TMS for the Refund Program. $29,013.05

When can you expect your money to be available?

  • NOVA Visa PrePaid Educatecard (Reloadable Debit Card) - Funds are usually available within 6-8 business days AFTER the refund is posted to your Student account. If the VISA PrePaid Educatecard is not activated prior to the refund date, a check will be mailed to the student’s US Postal Mailing address as listed on their Student account.
  • Direct Deposit (ACH) - Funds are usually available within 6-7 business days AFTER the refund is posted to your Student account.

Please note: If you paid your tuition with a credit card using QuikPAY and are due a refund, your tuition refund will be issued back to the card that was originally used for payment.

If you select the NOVA Visa Prepaid Educatecard (Debit Card) to receive your refund disbursements, you must follow certain rules to ensure you are not charged any fees.  Visit the NVCC Visa Prepaid Educatecard site, NVCC.Educatecard.com, to log in and view the card fees information and see how to use the card for free.

Please log in to the NOVA Student Information System (SIS) via myNOVA and verify that your mailing address, name, and date of birth are correct. Date of birth and the myNOVA login ID are used to authenticate users when you register on the NOVA Refund Disbursement Portal. If needed, you may contact the NOVA Admissions and Records to update your name and date of birth.

Please Note: The College's default delivery method is check. Checks may take as many as 10 to 14 days AFTER the refund is posted to your Student account for the check to arrive at your mailing address.

Future Refund Disbursements

Once you receive your initial Visa Prepaid Educatecard (Reloadable Debit Card), please retain it. All future refund disbursements will be loaded on the card.

If you have your refund sent to your bank account, all future refunds will be sent the same way unless you make changes to your refund preference with TMS.

Replacement Cards - Lost and Stolen Cards

If your NOVA Visa Prepaid Educatecard (Reloadable Debit Card) is lost or stolen you should contact TMS or visit the NVCC Visa Prepaid Educatecard website, NVCC.Educatecard.com, immediately to have your card deactivated. The College cannot be held responsible for lost or stolen cards. TMS charges a $9.00 replacement card fee at the time of ordering a replacement card.

  • Visit the NVCC Visa Prepaid Educatecard website, NVCC.Educatecard.com;  
  • Sign-in and follow the on-screen instructions; or,
  • Contact TMS customer care at 888.425.1138

Refund Request and Forgiveness of Debt


Special Circumstances

You may request a refund or forgiveness of debt after the census date because of one of these special circumstances:

  • Medical Emergency defined as an extended illness or major medical event affecting the student or member of student’s immediate family (mother, father, sister, brother, wife, child or grandparent) occurring after the Census date.
  • Death of the student or a member of the student’s immediate family (mother, father, sister, brother, husband, wife, child or grandparent).  
  • Permanent re-assignment/transfer, 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.
  • Administrative error by the College.
  • Extreme financial hardship on the part of the student.

Procedures

Student’s must drop or withdraw from all pertinent classes for that semester prior to submitting a request for a refund or forgiveness of debt.  Prior to this, it is strongly recommended that you meet with an advisor to discuss possible options.  Additionally, all issues regarding financial aid should first be discussed at the College Financial Aid office prior to dropping or withdrawing from any classes.
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 is defined as an extended illness, major medical event, or a severe psychiatric/psychological emergency affecting the student, or member of student’s immediate family (mother, father, sister, brother, wife, child or grandparent) occurring after the Census date. Include a letter signed by the physician (on letterhead – not a prescription pad) attesting to date of injury or illness, requirement that student not continue classes, and the duration of required absence. Requests must be submitted within 90 days of date of problem as per physician’s letter. Pro-ration applies to requests based on medical emergency.
  • Death of the student or a member of the student’s immediate family (mother, father, sister, brother, husband, wife, child or grandparent). Attach to the request a copy of the death certificate, obituary, or applicable court documents. Request must be submitted within 90 days of the date of death. With the death of the student, if it is necessary to process a refund via check, the check will be made payable to the “Estate of (student’s name).Pro-ration applies to request based on death of immediate family members only.
  • Permanent re-assignment/transfer, 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 part of 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 information such as tax returns, eviction/foreclosure documents, and/or employment termination documentation may be required. No refund of previously paid tuition with be granted. This exception applies only to forgiveness of existing, unpaid tuition debt.
The following circumstances DO NOT qualify for a refund or forgiveness of debt:
  • Failure to drop a class by assuming it would be dropped for you by the College due to non-payment or non-attendance.
  • Misunderstanding or lack of knowledge about College policies and procedures.
  • Dissatisfaction with the course content or instructor and/or your academic progress in a class.
  • Inadequate investigation of course requirements, including prerequisites.
  • Requests based on pre-existing medical conditions prior to the start of the semester.
  • Change in personal work schedule/hours, geographic location, or available transportation.
  • Other reasons not included in the criteria set by the State Board of the VCCS.
  • 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.
Additional Info

Dropping or withdrawing from a class may impact your Financial Aid. Before dropping or withdrawing:

  • Financial Aid recipients should contact the Financial Aid Office. Forgiveness of debt will NOT be considered if you have already received the funds from the Financial Aid Office. Final decisions for approval of requests involving Financial Aid funds require the consent of the Financial Aid Office.
  • Third-party contract recipients should contact the Third-Party Organization that is assisting with their education payment.

The following circumstances DO NOT qualify for an exception to the refund policy or a forgiveness of debt:

  • Failure to drop a class by assuming it would be dropped for you by the College due to non-payment or non-attendance.
  • Misunderstanding or lack of knowledge about College policies and procedures.
  • Dissatisfaction with the course content and/or instructor and/or your academic progress in a class.
  • Inadequate investigation of course requirements, including prerequisites.
  • Requests based on pre-existing medical conditions prior to the start of the semester.
  • Change in personal work schedule/hours, geographic location, or available transportation.
  • Other reasons not included in the criteria set by the State Board of Community Colleges.

Book Refunds

Any request for refund of books must be handled directly through the Campus Bookstore and are subject to the Barnes and Noble refund policy.  Bookstores are owned and operated by Barnes & Noble and have their own independent refund/return policies.

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