Virginia Commonwealth University

Refunds

Harris Hall

Refund Policy (Drop v. Withdrawal)

The official university tuition and fees refund policy is outlined in the tables below. Refunds are calculated on a course-by-course, per hour basis, disregarding the full-time cap amounts. Students who are enrolled and withdraw from courses may not receive a refund.

Definition of Drop vs. Withdraw

Drop - Charges are removed to indicate that the student never attended the class. The student is not eligible to receive financial aid, and any financial aid already credited to the student's account based on the original course registration will be removed from the student's account and may create a balance due to the university.

Withdraw – Results in the academic grade of W. Charges are assessed and adjusted according to the University Refund Policy. Students who have been given a medical withdrawal are assessed and adjusted no differently than other withdrawals. Students may owe a balance to the university.

Fall and Spring Semesters – standard classes only

This table pertains to both complete withdrawals and reduced course loads for standard classes in the fall and spring semesters only. The policy is based on the weeks of the semester and not the class meeting days (if the semester begins on a Thursday, the first week of classes is from Thursday through the following Wednesday).

Withdrawal/drop period

Student refund

Retained by university

Drop prior to the first day of classes

100% tuition and fees

0%

Drop first week of classes

100% tuition and fees

0%

Withdraw second week of classes

80% tuition and university fee

20% tuition and university fee; 100% of all other fees

Withdraw third week of classes

60% tuition and university fee

40% tuition and university fee; 100% of all other fees

Withdraw fourth week of classes

40% tuition and university fee

60% tuition and university fee; 100% of all other fees

Withdraw after fourth week of classes

0%

100% tuition and all fees



Fall and Spring Semesters – short and non-standard classes

This table pertains to both complete withdrawals and reduced course loads for classes classified as non-standard or short by the Office of Records and Registration. A full refund for a non-standard or short course's tuition and applicable fees will be granted if the course is dropped no later than the day following the first day of a given class. (This deadline also is applicable if the class does not meet on two consecutive days.) No refund of tuition and fees is given for withdrawals of short and non-standard courses.

Withdrawal/drop period

Student refund

Retained by university

Drop prior to the first day of class

100% tuition and fees

0%

Drop no later than the day following the first day of the class

100% tuition and fees

0%

Withdraw

0%

100% tuition and all fees



Summer Semester – all courses

This table pertains to both complete withdrawals and reduced course loads for the summer semester. A full refund for summer tuition and applicable fees will be granted if the course is dropped no later than the day following the first day of a given class. (This deadline also is applicable if the class does not meet on two consecutive days.) No refund of tuition and fees is given for withdrawals during the summer semester.

Withdrawal/drop period

Student refund

Retained by university

Drop prior to the first day of the class

100% tuition and fees

0%

Drop no later than the day following the first day of the class

100% tuition and fees

0%

Withdraw

0%

100% tuition and all fees



Holiday Intersession – all courses

This table pertains to holiday intersession courses. A full refund for holiday intersession will be granted if the course is dropped on the day of the first class meeting. No refunds are given for withdrawals of holiday intersession courses.

Withdrawal/drop period

Student refund

Retained by university

Drop prior to the first day of the class

100% tuition

0%

Drop no later than the first day of the class

100% tuition

0%

Withdraw

0%

100% tuition



The refund policy and deadlines of the English Language Program are different from the university's refund policy for academic classes. Details of the policy may be obtained from the English Language Program Office in the Office of International Education.

Students who are financial aid recipients and withdraw from all courses prior to completing 60 percent of the semester are subject to the Federal Return of Title IV Funds Policy. For more details see the financial aid section of this bulletin.

Refunds will be computed based on the actual withdrawal date certified by the Office of Records and Registration. Refunds will not be made to students who do not attend classes and have not completed the required withdrawal procedure. Refund processing may take approximately two weeks. Exceptions to this refund policy are made only in rare instances. Written application for an exception must be filed in the Student Accounting Department to the university's Refund Waiver Appeals Committee. Appeals must be submitted within three years from the semester in which the student is appealing.

For information regarding cancellations and adjustments to dining and housing charges, refer to the room and dining contract terms and conditions or the Housing and Dining Services websites.

Requests for Refunds of Overpayments

An overpayment from financial aid and scholarships will be refunded automatically through the Financial Aid Refund Process if the overpayment occurs while the student is currently enrolled. During the fall and spring semesters refunds will begin to be issued starting on the first day of classes. Students are responsible for paying any increase in charges that may occur after the generation of a refund. Students are also responsible for paying an outstanding balance as a result of canceled or reduced financial aid.

Requests for refunds that are not generated from the overpayment of financial aid should be made in writing to VCU Student Accounting Department, P.O. Box 843036, Richmond, VA 23284-3036. Refund Request Forms are available at the Student Services Centers.

A student must have a current active address on file through eServices in order for a refund to be processed. Refund checks are mailed to the permanent address on file. Students are strongly encouraged to participate in the Direct Deposit Program.

Refunds generated from a personal check payment (including web check payments) will be held for a minimum of twenty-one days from the date that the check payment was received.

Credit Card Policy

In accordance with credit card regulations, the university will refund the credit card account with any credit balance that may result on a student's account as the outcome of a credit card payment. The remaining credit balance, if any, will be refunded to the student.

Direct Deposit

Student refunds can be directly deposited into a student's bank account by completing a Direct Deposit Authorization Form. Application forms are available in the Student Services Centers on both campuses. Students are strongly encouraged to participate in the Direct Deposit Program. Please note that direct deposit authorizations will remain in effect until a written cancellation is submitted to Disbursement Operations.

If you do not have an established bank account, you may contact Wells Fargo Bank about opening a Wells Fargo college checking account.

Students not participating in the Direct Deposit Program will be mailed refund checks. Therefore, students are strongly encouraged to maintain a current active permanent mailing address with the Office of Records and Registration. Typically, there is a five to seven working day delay after the Office of Financial Aid has disbursed an award before a refund will be mailed.