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Student Information

TUITION Refunds & Appeals

 

Tuition Refund Eligibility
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To be eligible for a refund, you must do one of the following on or before the published last day to drop for tuition refund each semester/session:

Refer to the college calendar for the deadline for tuition refunds for the semester. This deadline should not be confused with the last day to withdraw without academic penalty. An exception may be granted and you may be able to drop your classes by mail. To officially notify the college by mail, you must send a letter to the Enrollment Services/Records Office listing the course(s) to be dropped. The envelope must be postmarked on or before the published refund date. You must include written documentation verifying your inability to comply with the above procedure.

Active Military/National Guard/Reservists as described in the Code of Virginia (§ 23-9.6:2) who are mobilized or ordered to active duty may request to be withdrawn from the college after the last day to drop classes with refund of tuition and fees.  You must submit your request to a campus Dean of Students or the college's Director of Military Student Support Services providing your student identification number and a copy of your military orders, deployment orders, or other documentation indicating you must leave the area or are otherwise unavailable to attend classes due to service in the uniformed services.  You may elect either to be deleted from the registration file and be awarded a full refund of tuition and fees or to be administratively withdrawn with no refund and assigned a grade of "W".  Except in cases of third-party arrangements, if you elect to receive a full refund you may opt to have the refund retained and applied to tuition and fees charged in the semester or term in which you return to study. 

The refund eligibility above 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. 

Tuition Refund Procedure
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If the college cancels a class (es) and you elect not to add another one, you will receive a full refund of tuition and fees for that class (es). These refunds are processed after the published Last Day to Drop for Tuition Refunds deadline has passed.

1) Credit Card payments via the college’s on-line payment system (QuikPay).

Credit card payments made via the college's website (Student information System) using the college’s on-line system (QuikPay) will be refunded to the cardholder.

2) On-campus payments

TCC has contracted with a third party vendor to issue refunds. All tuition refunds will be issued electronically to either a prepaid debit card or direct deposit (ACH) to a bank account. A refund in the form of a paper check will only be issued if Prepaid Debit Card or ACH (direct deposit) is not selected. Checks will be mailed to the student’s address on file with the college in the Student Information System (SIS). Refunds will be issued to the student enrolled at the college rather than the individual who originally made payment to the college if other than the student. For more information visit the Refund2Card - Electronic Disbursements page.

Refunds to the Visa prepaid debit card are usually loaded within 1 to 2 business days. Refunds by direct deposit (ACH) are delivered within 2 to 3 days. Refunds by check are delivered within 10 to 14 days.

3) Third-Party payments

Tuition and fees paid by a third-party in conjunction with a billable document will be refunded to the third-party and will be issued by the Treasury of Virginia.

4) Tuition Deferred Payment Plan

Students utilizing the College’s tuition payment plan will receive a refund payable to the student, not the responsible party on the payment plan agreement. Refunds will be processed within four to six weeks of the last payment plan payment date for the term. Refunds will be issued by the College’s third party vendor as indicated above.

5) Other

Payments made by other means on campus using credit card, cash, and check, will be issued by the College’s third party vendor as indicated in #2 above.

Any amount less than one dollar will not be refunded to the student.


Financial aid recipients who drop all classes prior to the Last Day to Drop for a Tuition Refund are also subject to a full refund of tuition and fees. Any aid used toward the payment of tuition and fees will be removed, as the student is 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. This policy is available from the Financial Aid office.

If you are indebted to the college, 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 a student eligible for a refund has an outstanding debt to another State agency, the Commonwealth Treasurer’s Office may apply the refund to the outstanding debt.

Refund checks will be made payable to the student, not the person who originally paid, if different from the student. The only exception will be if the student presented a letter or contract from his/her employer authorizing them to be billed for tuition.

Tuition Refund Appeal Procedures
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Tuition refund appeals are accepted in any Business Office during normal hours of operation, or by mail, and are reviewed on a continuous basis. Appeals that do not represent a sound basis for reimbursement will be denied. Notification of approval/denial of appeals normally occurs by mail within two to three weeks. Tidewater Community College will promptly refund tuition and/or cancel a financial charge from a student’s account provided the student meets the requirements outlined below.

Submitting an Appeal

Refund appeals will not be considered unless the student has officially withdrawn from the class (es) and was making satisfactory progress in the class (es) at the time of withdrawal. (Students who are receiving financial aid should check with their financial aid office prior to withdrawal to determine what, if any effect this action may have on future financial aid eligibility.) If a student has a grade other than a “W”, the student must first contact the instructor and/or the academic dean to determine whether or not the student is eligible to have the grade in question changed to a “W”. If the change is granted, it must be submitted to the Enrollment Services/Records Office, and processed by that office. The student may then submit a refund appeal to the Business Office. All tuition appeals must be in writing and submitted with written supporting documentation to the Business Office within six months from the beginning of the semester for which the charge was incurred.

Tuition appeals will generally be approved for the following reasons as long as the appropriate written supporting documentation is provided:

  • Extended incapacitation/hospitalization of the student (which caused the student to miss 20 percent or more of scheduled instruction) documented by a physician’s statement on the doctor’s official letterhead (copies of the student’s medical records will not be accepted).  This must be an unscheduled medical emergency diagnosed after the last day to drop for tuition refund. The physician’s letter (on his/her letterhead) must include the date the student was first seen for the medical condition, as well as the beginning and ending date the student was incapacitated/hospitalized and must state that the student was physically unable to attend classes during this period of time. A letter that does not specifically state, “the student was physically unable to attend classes” will not be grounds to approve an appeal. Pre-existing conditions are not justifiable.
  • Extended incapacitation/hospitalization or Death of a student’s immediate family member (which caused the student to miss 20 percent or more of the scheduled instruction) - verified with appropriate documentation. Immediate family is defined as:  father, mother, spouse, child, sibling, stepfather, stepmother, stepchild, stepbrother or stepsister.
  • Involuntary job transfers outside the Greater Hampton Roads Metropolitan Area which are documented by the employer. (Includes dependent(s) enrolled at Tidewater Community College)
  • Error in academic advising by TCC Personnel resulting in inappropriate course enrollment. Requests must be initiated through the TCC office where student was advised.
  • Late notification of denial to a specific degree program—with supporting documents.
  • Institutional errors by TCC that cause the delay of administrative processes relative to registration or the delivery of financial aid funds.
  • Administrative difficulties with internships, placements or practicums involving the single enrollment of a student—with supporting material from placement official.

Tuition appeals will not be approved in the following instances:

  • Personal errors in judgment or irresponsibility involving transportation, availability of finances, academic ability, time management, etc.
  • Misinterpretation or lack of knowledge of college policies and procedures as published in the TCC Catalog, TCC Student Handbook, or TCC Schedule of Classes.
  • Dissatisfaction with course content. Issues concerning academic instruction must be addressed with the appropriate Academic Dean.
  • Dissatisfaction with academic progress in course.
  • Non-attendance or minimal attendance of class.
  • Inadequate investigation of course requirements prior to registration and attendance.
  • Non-qualification, late application, or loss of eligibility for financial aid or scholarship.
  • Non-receipt of mail due to obsolete address on file with the Enrollment Services/Records Office.
  • Notification of change in domicile status after the refund period.
  • Changes of, or personal conflicts with, the instructor  of record.
  • Student error resulting in the delay of administrative processes relative to registration or the delivery of financial aid funds.
  • Voluntary/involuntary acceptance of employment or other activity impacting ability to attend class. (i.e.… work schedule/hours changed; lack of child care; vacation).
  • Incarceration in a civilian or military facility.
  • Other reasons not already specified.
Lost Check Process and Affidavit Form
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Questions related to the status of a refund checks issue by the Commonwealth of Virginia (other than Financial Aid Refunds) should be directed to the Campus Business Offices.  In the event a refund check is deemed to be lost, students should complete the Lost Check Affidavit Form (below) and submit it to the appropriate business office for processing.

Lost Check Affidavit Form (PDF)

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

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