9.2.12 – Withdrawals / Drops / Refunds

POLICY:  Students wishing to withdraw from, drop, or add a course(s) must receive official authorization from the Registrar Office as described in the procedures below. Students are liable for all adjustments of tuition and fee payments.

SCOPE:

This policy applies to all Spoon River College students.

DEFINITIONS:

Add:  The official authorization to add a class to a student’s schedule within the schedule adjustment period.  Additional tuition and fees apply.

Course Withdrawal:  The official authorization to cease participating in a class after the schedule adjustment period.  Student is NOT eligible for a refund.

College Day:  A day when the College is open for normal operation (classes and business).

Complete Withdrawal:  The official authorization to withdraw from the College and all courses.  A student is NOT eligible for a refund.

Drop:  The official authorization to eliminate a class from a student’s schedule within the schedule adjustment period.  Student is eligible for a refund.

Final Date for Withdrawal from Course(s):  The final date that a student may withdraw from a class and receive the grade of “W” as published in the Academic Calendar or course schedule.

Medical Withdrawal:  A complete withdrawal from the College or all courses based upon documentation from a physician.  A student may be eligible for a refund.

Refund:  The credit for tuition and fees applied to a student’s account for classes dropped or cancelled from a schedule.

DETAILS:

  1. Withdrawals for Non-Attendance: Students are officially withdrawn from the course by the faculty on the mid-term roster and appropriately noted on the academic transcripts by the Registrar by the letter grade of W if the faculty determines the student to be:
    1. not making an attempt to finish the course;
    2. not regularly attending; or
    3. have never attended.

    It is the student’s responsibility to officially withdraw from the class thereafter.

  2. Course or Complete Withdrawal from College: If students elect to discontinue their studies within an academic term, they must officially withdraw from Spoon River College (refer to the Course or Complete Withdrawal from College procedure below).
  3. Refunds for Withdrawals: Students receiving authorization to withdraw from course(s) or for a complete withdrawal from college may be eligible to receive a refund for tuition and fees (refer to the Refund for Withdrawals procedure below).  Students are liable for all adjustments of tuition and fee payments when refunds are not applicable.
  4. Course Drop: If students elect to eliminate a course from their schedule for the academic term, they must officially initiate a drop during the scheduled adjustment period (refer to the Course Drop Procedure below). A student is eligible for a refund for a course drop.

PROCEDURE(S)

  1. Course or Complete Withdrawal from College Procedure:
    1. Students must initiate and notify an Advisor to complete the official withdrawal form. Students may notify their Advisor via email, phone or in person.  The Advisor will ensure that the student is aware of all or any services available to them. The student will obtain the necessary signatures on the withdrawal form-course instructor, advisor, and financial aid staff.
    2. Financial Aid makes necessary financial aid adjustments.
    3. Students not officially withdrawing from the College may receive grades of “F” in all of their courses. Students totally withdrawing from college may receive a “W” in all of their courses.
    4. The Dean of Student Services or designee may initiate the official complete withdrawal administratively with extenuating circumstances or when the situation warrants such action.
  2. Course Drop Procedure:
    1. Students must initiate a course drop by working with a faculty or college advisor and completing a course drop form, or by logging into the MySRC student portal.
    2. Financial Aid makes necessary financial aid adjustments.
  3. Refunds for Dropping Procedure:
    1. Students dropping a credit course(s) with the approval of the appropriate personnel will be eligible for refund of tuition and fees according to the following schedule:
      1. All Courses: 100% refund if course is dropped before the first class of the session.
      2. Courses of 9 to 16 weeks duration: 100% refund if course is dropped after classes begin and through the fifth day of the session.  There will be no refund if the course is dropped after the fifth day of the session.
      3. Courses of 5 to 8 weeks duration: 100% refund if course is dropped after classes begin and through the fifth day of the session.  There will be no refund if the course is dropped after the fifth day of the session.
      4. Courses of 2 to 4 weeks duration: 100% refund if course is dropped after classes begin but before the second day of the session.  No refund if course if dropped after the second day of the session.
      5. Courses of 2 weeks or less duration: 100% refund if course is dropped after first class but before second class.  No refund if course is dropped after the second day of the session.
    2. Students dropping community education, non-credit, course(s) are eligible for 100% refund if the course is dropped one college day before the first class meeting.
    3. 100% refund of tuition and fees is granted if a scheduled course is cancelled by the College.
    4. Students asked to leave the College or a course(s) for misconduct or delinquent attendance are NOT eligible to receive a refund of tuition and fees.
    5. Students may request a refund based upon a Medical Withdrawal by completing a Medical Withdrawal form, located in the Student Services Office. All requests are approved by the Chief Financial Officer or designee.