Tuition Refund Requests

If there are extenuating circumstances that have prevented the student from dropping his or her class(es) within the 100% refund period and warrant exception to the refund procedure, the student must complete the tuition refund request form. All tuition refund requests submitted with the statement of explanation, written and signed by the student, and supporting third-party documentation by the deadline are reviewed and approved or denied by a committee. All requestors are notified of the committee’s decision via USPS mail. The following guidelines apply for tuition refund requests:

1. The completed Tuition Refund Request form, along with the statement of explanation written and signed by the student and the supporting third-party documentation must be received in the Records and Registration Department by the dates listed below. Refund requests submitted after these dates will not be considered:

Summer Quarter November 15th of the same year

Autumn Quarter February 15th of the following year

Winter Quarter May 15th of the same year

Spring Quarter August 15th of the same year


2. The following are the steps for the processing of tuition refund requests:

Step 1: The student must read the Tuition Refund Request Information guidelines.

Step 2: The student must drop the course(s) for which a refund is being requested. Tuition refund requests that are submitted for courses) not dropped will be returned via USPS mail to the student

Step 3: The student must complete the Tuition Refund Request Form in it’s entirety.

Section 1: Financial aid receipt and financial aid advisor signature.

Section 2: Student information; Name, CougarID Number, Address, City, State, Zip Code, Daytime and Evening telephone numbers.

Section 3: Quarter and Year for which tuition refund is being submitted (one form per quarter).

Section 4: Course information - list the course(s) for which the refund is being requested. An example is provided on the form

Section 5: Disclaimer and signature - read the disclaimer and sign the form. The student’s signature is required.

Step 4: The student must submit the form with a statement of explanation, written and signed by the student, along with supporting third-party documentation to the Records and Registration Department, Madison Hall, room 201, by the deadline. Requests submitted without the statement of explanation, written and signed by the student, and the supporting third-party documentation will be returned via USPS mail with a letter requesting the information.

Examples of supporting third-party documentation are:

A letter from the faculty member(s) of the course(s) stating the student was not in attendance during the 100% refund period of the class(es).

Physician and/or hospital statement verifying the condition described in the student’s statement.

Obituary of a member of the student's immediate family such as parent, step-parent, sibling, grandparent stating relationship to the deceased and statement of attendance from the funeral home.

Copy of official orders for military active duty assignment/to a different area, state or country.

Letter from an administrator, faculty member or staff member verifying the college error.

The statement of explanation must describe the circumstance that prohibited the student from dropping the course prior to the 100% refund period and correlate to the supporting third-party documentation.

Step 5: Refund requests submitted after the deadline dates listed above will not be considered and will be returned with a letter of explanation to the student via USPS mail.

Step 6: Refund request submitted without the statement of explanation, written and signed by the student, and supporting third-party documentation will be returned with a letter of explanation to the student via USPS mail.

Step 7: The completed request will be submitted to the Tuition Refund Request Committee for consideration. The committee will consider all submissions which have the completed form, statement of explanation written and signed by the student, and supporting third-party documentation. All complete tuition refund requests submitted by the deadline will be reviewed and a decision to approve or deny the request will be made based on the documentation received and whether the extenuating circumstances prevented the student from dropping the course(s) within the 100% refund period. The approval of a tuition refund request is not guaranteed. The student will receive written notification of the decision approximately four (4) to six (6) weeks after the receipt of the completed request.

Requests that are denied by the committee are given, in the letter of notification, information regarding the appeal process.

Step 8: The Tuition Refund Request Appeals Committee will consider and review all submissions which have been completed by the deadline based on the documentation received and whether the extenuating circumstances prevented the student from dropping the course(s) within the 100% refund period The approval of a tuition refund request appeal is not guaranteed. The decision of the Tuition Refund Request Appeals Committee to overrule or sustain the Tuition Refund Request Committee’s decision is final.

If you have questions regarding the Tuition Refund Request or Appeals process, you may contact:

Alisha Reid Monday through Thursday 8:00 a.m. to 5:00 p.m. and Friday 9:30 a.m. to 4:30 p.m. You may contact Ms. Reid via e-mail at amontgom@cscc.edu.



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