Tuition refunds and appeals

Review the circumstances and processes for requesting a refund appeal

You will receive a tuition refund if:

  • your class is canceled by the college
  • you drop a class by the tuition refund deadline listed in the Academic Calendar 


You must drop your class online through myTCC or in person at your campus Enrollment Services Office to avoid financial obligation for the class. It is your responsibility to make sure your class is dropped by logging into SIS and checking your schedule.

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. If the new class carries more credits, you may owe the college money and may risk being dropped from your classes if the balance is not paid in full.

Financial aid recipients who drop all classes on or before the Last Day to Drop for a Tuition Refund will receive a full refund of tuition and fees. Any aid used toward the payment of tuition and fees will be removed, as you are no longer eligible to receive aid funds.

Students who withdraw from all classes after the Last Day to Drop for a Tuition Refund are subject to a Return of Title IV Funds calculation in accordance with federal regulations. 

If you are receiving financial aid, you should check with your financial aid office before withdrawing from a class to determine what, if any, effect this action may have on your future financial aid eligibility.

If you owe the college money, it is our policy to deduct this amount from your tuition refund. Debts include past due tuition, bad checks, student loans, traffic fines, library fines, or other overdue obligations. If you are eligible for a refund but have an outstanding debt to another State agency, the Commonwealth Treasurer’s Office may apply your refund to the outstanding debt.

Tuition refunds – special circumstances

You may request a refund after the tuition refund deadline for special circumstances:

  • Death or an unexpected medical situation affecting you or your immediate family, causing you to miss 20 percent or more of scheduled instruction. Immediate family is defined as your spouse, child/stepchild, parent/stepparent, sibling/stepsibling, grandparent, or legal guardian. This must be an unscheduled medical emergency diagnosed after the Last Day to Drop for a Tuition Refund.
  • Military orders resulting in a permanent reassignment/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. Refund eligibility is available to military students who have been issued Permanent Change of Station orders after the start of the semester and require execution prior to the end of the semester.
  • Mandatory job transfer outside of Hampton Roads, causing you to miss 20 percent or more of scheduled instruction
  • Administrative error by the college, including error in academic advising by TCC personnel resulting in inappropriate course enrollment; late notification of your denial in a specific academic program; or errors by TCC causing a delay in registration or delivery of financial aid

Submitting a tuition refund appeal

In accordance with VCCS policy 4.3.2.2, Policy on Tuition refunds in Exceptional Cases, the grade of “W”, shall remain on the official record as a student’s courses cannot be deleted after the add/drop period has passed.

All requests must be submitted within 6 months of the start of the semester when the charges were incurred.

Military-related students should contact the CMVE’s Director of Military Student Support Services before submitting a tuition refund appeal.

  1. Refund appeals will not be considered unless you have officially withdrawn from the class(es) and were making satisfactory progress in the class(es) at the time of the withdrawal. If you have a grade other than a “W," you must first contact the instructor and/or the academic dean to determine whether you are eligible to have the grade in question changed to a “W.”  If the change is granted, it must be submitted to Enrollment Services/Records Office for processing. 
     
  2. Download and complete the TCC Tuition Refund Appeal Form.
     
  3. Submit the completed form, along with the appropriate written documentation, to your campus Business Office. Submissions are accepted in person, by mail, online using the document portal, and by email (from your VCCS email address).
     
Written documentation to be included with your appeal:
  • Medical emergency: A letter signed by a physician attesting to the date you (or your immediate family member) were first seen for the condition; requirement that you not continue with classes; and the duration of your required absence. The letter must be on the physician’s official letterhead (not a prescription pad). The letter must state that “the student was physically unable to attend classes or to participate in online courses." Copies of medical records will not be accepted.
  • Death: A certified copy of the death certificate. In the event of a student’s death, a refund check issued will be made payable to the “Estate of (student name)."
  • Military orders: A copy of your military orders
  • Mandatory job transfer: A letter from your employer on official letterhead confirming the job transfer out of the Hampton Roads area
  • Administrative error: The request should explain the circumstances of the error, and must include dates, names of employees you dealt with, and publications (if applicable).
Appeal process

Appeals are reviewed on a continuous basis. Depending upon the complexity of the appeal and receipt of all supporting documentation, processing time may be 2 to 4 weeks. Campus Business Managers approve appeals that meet the established criteria and provide guidance on how an appeal might be considered under the procedure. If you are dissatisfied with the Business Manager’s decision, you may submit your appeal request to the Vice President for Finance for further review.

FAQs

What circumstances do not qualify for a tuition refund appeal?

The following circumstances do not qualify for a tuition refund appeal:

  • Failure to drop a class by assuming it would be dropped by the college for non-payment or non-attendance
  • Misunderstanding or lack of knowledge about college policies and procedures
  • Dissatisfaction with the course content, instructor, and/or your academic progress in a class. Issues concerning academic instruction must be addressed with the appropriate academic dean.
  • Personal errors in judgement or irresponsibility involving finances, academic ability, and time management
  • Inadequate investigation of course requirements, including prerequisites
  • Incarceration in a civilian or military facility
  • Non-qualification, loss of eligibility, or applying too late for financial aid or scholarships
  • Non-receipt of mailed notifications because of an incorrect address in SIS
  • Notification of a change in domicile status after the last day to drop a class
  • Student errors that delay registration or the delivery of financial aid
  • Change in personal work schedule, geographic location, or available transportation
  • Other reasons not included in the criteria set by the State Board of the Virginia Community College System
When will I receive my refund?

Refunds are processed after the Last Day to Drop for Tuition Refunds in the Academic Calendar.

If you were enrolled in TCC’s Tuition Payment Plan, your refund will be processed within 4-6 weeks after the last payment plan payment date for the term.

How will I receive my refund?

The refund method depends on how you paid your tuition.

Credit card - QuikPay
Refunds will be issued to the credit card used for payment.

Payments made at a campus business office
TCC has contracted with Tuition Management Services (TMS) to process electronic disbursements and tuition refunds to students. You may choose to receive your refund on a reloadable VISA-branded prepaid debit card, direct deposit (ACH) into an existing bank account, or have a check mailed to your current address listed in SIS. Visit the Electronic Disbursements page to learn more.

Refunds will be issued to the student enrolled at the college, rather than the individual who originally made the payment to the college (if other than the student).

Third-party payments
A refund check (issued by the Treasury of Virginia) will be sent directly to the third party that paid the tuition and fees.

Tuition payment plan
The refund will be issued to the student, not the responsible party on the payment plan agreement. Refunds will be issued by Tuition Management Services.

Note: Any amount less than 1 dollar will not be refunded to the student.

I have questions about the status of my refund. Who do I contact?

Questions related to the status of a refund check (other than financial aid refunds) should be directed to a Campus Business Office. In the event a refund check is deemed to be lost, you should complete the Lost Check Affidavit form and submit it to the appropriate Campus Business Office for processing.

Questions related to the status of a refund issued by the college's third party vendor, TMS, should be directed to TMS by calling 888-425-1138.

Business Offices

Help with student accounts is available 24/7/365 by phone and online

Regular office hours are:
Monday and Tuesday: 8:30 a.m. - 6:30 p.m.
Wednesday - Friday 8:30 a.m. - 5 p.m.

Chesapeake

Pass Building, Room 172
1428 Cedar Road
Chesapeake, VA 23322

Phone: 855-308-5614

Norfolk

Andrews Building, Room 1125
300 Granby St.
Norfolk, VA 23510

Phone: 855-308-5614

Portsmouth

Building A, Room A120
120 Campus Drive
Portsmouth, VA 23701

Phone: 855-308-5614

Virginia Beach

Building B (Bayside), Room B109
1700 College Crescent
Virginia Beach, VA 23453

Phone: 855-308-5614

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