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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.

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:

  • a medical issue that prevents you from continuing your studies,
  • your death or the death of an immediate family member,
  • a national emergency declared by the President of the United States,
  • an administrative error made by the College or
  • you are going through extreme financial hardship.

Procedures

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.

Decisions

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.

 

 

Notes

Dropping or withdrawing from a class may impact your financial assistance. 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 assisting organization.

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 nonpayment or nonattendance.
  • 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 preexisting 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.
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

Refunds for books must be discussed and arranged with the campus bookstore.

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