Procedures

The student must withdraw from all pertinent classes for the semester before submitting a request.  However, prior to withdrawing, we strongly recommend that you meet with an advisor to discuss possible options. Additionally, all issues regarding financial aid should first be discussed with a NOVA Financial Aid office prior to you dropping or withdrawing from any classes.

• Medical Emergency defined as an extended illness, major medical event, or a severe psychiatric/psychological emergency affecting you or a member of your 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, the requirement that you cannot continue classes, and the duration of required absence. In the event you are acting as a primary caregiver for an immediate family member, we will require a letter from the patient’s physician stating that they are unable to care for themselves, and you are acting as their primary caregiver beginning on a specific date, and continuing through a projected date, which precludes you from attending classes.  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 a student or a member of your 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. The request must be submitted within 90 days of the date of death. If the student is the deceased and, it is necessary to process a refund via check, the check will be made payable to the "Estate of (__________)". (A tax ID number will need to be provided for this as well.  Please contact tuition-exceptions@nvcc.edu separately for further clarification)  Pro-ration applies to requests based on the death of immediate family members only.
• Permanent re-assignment/transfer, national emergency, or mobilization declared by the president of the US and in accordance with Section 23.1-207 of the Code of Virginia. Attach a copy of military activation orders. This does not include annual training. 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, emails/correspondence, 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. You should be advised that information such as eviction/foreclosure documents, and/or employment termination documentation may be required.  There will be no refund of paid tuition will be granted.  This exception if for the removal only of outstanding tuition charges.

Pro-ration of refund/exception requests are as follows:

During first 25% of class completion = 100%
During 26% to 50% of class completion – 50%
After 51% of the class has been completed – 0%

• 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 NOVA 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 NOVA's student complaint/grievance procedures.