CONNECTICUT STATE COMMUNITY COLLEGES REFUND AND COURSE WITHDRAWAL POLICY

CONNECTICUT STATE COMMUNITY COLLEGES REFUND AND COURSE WITHDRAWAL POLICY: REFUND APPEAL PROCESS

Implementation

The policies and procedures for the refund appeals process will begin for courses within the summer 2021 semester.

Overview

Common policies and procedures will be implemented across the twelve Connecticut State Community Colleges to ensure that students are treated equitably across each of the colleges.

This process includes the following:

  • A single Refund Appeals Form for use at each college,
  • A single Refund Appeals Committee to review appeals,
  • Common criteria for consideration in the review process,
  • Common timeframe for students to submit appeals,
  • Common practice for retaining documentation when the appeal is received.

Consideration for Appeals

Appeals must fall under one of the following categories to be considered by the Refund Appeals Committee:

  • Documented medical emergency
  • Documented personal emergency
  • Documented military relocation or deployment
  • Incorrect advisement for the program of study

Appeals Process

All appeals must include the Refund Appeal Form (available online as well as each college Registrar’s Office and Bursar/Business/Finance Office). The form includes instructions for submitting an appeal, and any relevant information regarding notification to the student of the outcome.

Each appeal must contain supporting documentation to substantiate the appeal. This may include:

  • A medical professional’s note
  • Hospital discharge documentation
  • Obituary or death certificate
  • Military deployment
  • Other documentation on a case-by-case basis

Timeframe to Appeal

Appeals are expected to be submitted during the term for which the appeal is being made.

Appeals Committee

To provide consistency in decision-making, a Refund Appeals Committee from Connecticut State Community College (a subdivision of the Connecticut State Colleges & Universities System Office) will make all appeal decisions in a timely manner upon review of the appeal form and any applicable documentation.

The Committee should consist of the following membership:

  1. Associate Vice President for Enrollment & Retention Services (or designee)
  2. Associate Vice President for Financial Aid Services & Title IV Compliance (or designee)
  3. Chief Financial Officer, CT State Community Colleges (or designee)

The Committee will respond to the student within 30 calendar days of the receipt of the request. A written response will notify the student of the outcome.

Appeal Status

If the student’s appeal is approved, the Registrar will update the student’s registration status code in Banner and inform the Director of Finance/Bursar that a refund is due.

If the student’s appeal is denied, the student is responsible for any monies owed to the college and that amount will remain on the student’s account until paid.

Final Appeals

A final appeal of the decision of the Refund Appeals Committee may be made to the Vice President of Enrollment Management & Student Affairs (or designee). The decision of that official shall be final.

Download the CSCU Refund Appeal Form

The following policy is effective starting Summer 2021.

Refunds

Traditional Fall/Spring Semester Courses:

  • Students who drop courses prior to the term or up until the 7th day of the term having elapsed (i.e. 10% of the term) will be entitled to a 100% refund of tuition and fees.
  • Students who drop subsequently to the 7th day of the term but prior to the 21st day of the term having elapsed will be entitled to a 100% refund of tuition and fees less a “late drop” fee assessed at $50 per dropped course.
  • Students who withdraw subsequently to the 21st day of the term having elapsed will be charged 100% of all tuition and fees.

Courses Offered in Abbreviated Terms (e.g. summer, winter, late start courses, etc.):

  • Students who drop courses prior to the abbreviated term and up until 10% of the abbreviated term having elapsed will be entitled to a 100% refund of tuition and fees.
  • Students who drop subsequently to 10% of the abbreviated term having elapsed but prior to 20% of the abbreviated term having elapsed will be entitled to a 100% refund of tuition and fees less a “late drop” fee assessed at $50 per dropped course.
  • Students who withdraw subsequently to 20% of the abbreviated term having elapsed will be charged 100% of all tuition and fees. Dates representing the 10% – 20% points of the respective abbreviated terms will vary according to each session/part of term in which the student is registered. Please see the Registrar or Bursar’s office for the exact dates on which the “late drop” fee will be assessed.

Withdrawals

Traditional Fall/Spring Semester Courses:

No course withdrawals will be accepted once 80% of the semester has passed. For a typical 15-week term, 80% of the term is considered the last day of the twelfth week of the term. A student may appeal the course withdrawal deadline due to mitigating circumstances.

Courses Offered in Abbreviated Terms (e.g. summer, winter, late start courses, etc.):

No course withdrawals will be accepted once 80% of the abbreviated term has passed. For abbreviated terms, 80% is considered the last day of the business week of that period. A student may appeal the course withdrawal deadline due to mitigating circumstances.

Note: financial aid students who withdraw from summer courses subsequently to 20% of the abbreviated term having elapsed but prior to the summer financial aid census date may be charged 100% of tuition and fees for those courses with no corresponding/offsetting summer financial aid disbursement.


Adding & Dropping Courses

Full-Term Courses (15 weeks)

Students may drop courses through the end of business day of the 21st calendar day of the term. Courses dropped during this period would not appear on a transcript. Courses can only be added up to calendar day seven of a full, 15-week term.

Abbreviated Term Courses

Students may drop courses through the first 20% of an abbreviated term length. Courses dropped during this period would not appear on a transcript. Courses can only be added up to the first 10% of the abbreviated term length.


Non-Participation (Academic Engagement)

The community colleges are required to verify the academic engagement of each student in each registered course by demonstrating “academic attendance” or an “academically-related activity” for Title IV purposes. This must be completed prior to the predetermined census date of each traditional semester, as well as during periods of enrollment shorter than the traditional 15-week semester (i.e., summer terms and other abbreviated terms).

Students who are determined to have not academically engaged in a period of enrollment leading up to census shall be assigned a registration status of “Never Participated (NP)” for each affected course. Students with the NP designation will be dropped from the course(s) they have not participated in and will be assessed a Late Drop Fee of $50 for each affected course as outlined in BOR policy 3.7.

Updated 4/13/21