Course Cancellation and Refunds 

Number:

1.11 (printable version)

Policy/Operational Procedure Name: 

Course Cancellation and Refunds

Sponsor: 

Matthew Williams, Vice President, Finance and Administration

Custodian: 

Finance and Administration

Effective Date(s): 

January 2017

Next Review Date:

2018–2019

Location: 

durhamtech.edu/policies-and-procedures/
course-cancellation-refunds

Citation: 

1E SBCCC 900.98

 

Policy Statement

N/A

Procedure

Curriculum (Credit) Courses

Tuition and student fee refunds for curriculum (credit) courses are subject to the following requirements:

  1. A 100 percent refund for tuition and fees is issued when a student officially drops a course prior to the first day of classes of the academic semester noted in the academic calendar. If a course is canceled by Durham Tech, that portion of tuition paid for the canceled course is refunded in full.

  2. A 75 percent refund is issued when the student officially drops a course prior to or on the official 10 percent point of the semester. Requests for refunds are not considered after the 10 percent point of the semester.
  3. Student fees, including administrative, laboratory, malpractice insurance (if required for a program of study), and graduation fees are not refunded when the student officially drops a course prior to or on the official 10 percent point of the semester except in the case of courses canceled by the college.

For specific deadlines, including the 10 percent point of the semester, please see the Withdrawal and Refund Deadlines.

To begin the refund process, a student must drop the course(s) using WebAdvisor. For a 100 percent refund, the course must be dropped by 11:59 p.m. on the day prior to the first day of the academic semester. For a 75 percent refund, the course must be dropped by 11:59 p.m. on the day designated as the official 10 percent point of the semester. Refund checks are automatically generated provided a student completes the drop process within the designated refund period. The tuition refund check is mailed to the student’s address on record with the college after the end of the 75 percent refund period, typically about three weeks after the beginning of the semester. Contact the Business Office at 919-536-7201 for any questions or concerns about tuition refunds.

Printed copies of this procedure are available at the following locations:

  • Main Campus: Cashier’s Window (White Building), Corporate Education Center Reception Area
  • Northern Durham Center: Information Desk
  • SouthBank Building: Information Desk
  • Northgate Mall: Durham Tech Information Desk
  • Orange County Campus: Information Desk
  • Orange County Skills and Development Center/JobLink Center

The curriculum refund procedure is subject to change by action of the North Carolina Community College State Board. 

Continuing Education (Noncredit) Courses

Registration fee refunds for continuing education (noncredit) classes are subject to the following requirements:

  1. If a course is canceled, a complete refund is issued automatically within four to six weeks. A 100 percent refund of occupational extension registration fees is issued upon the request of the student if the student officially withdraws in writing from a course prior to the first class meeting.

  2. A 75 percent refund of occupational extension registration fees is issued upon the student’s request if the student officially withdraws and requests a refund prior to the 10 percent point in the course. For courses with 10 or fewer class meetings, refund requests must be submitted to the college no later than the first class meeting. No partial refunds are given for courses with one class meeting.
  3. No refund is issued after the 10 percent point of the course.
  4. Student fees, including administrative, supply, and insurance fees, are not refunded unless the college cancels the course for which the fee is collected. Fees for specific instructional materials collected at registration are refunded unless the student receives the materials.

To begin the refund process, a student must complete the Continuing Education Course Withdrawal/Request for Refund form. The college refunds only by check to students regardless of the payment option used. Students who withdraw from continuing education courses cannot withdraw using WebAdvisor, Self Service, or Instant Enrollment. The tuition refund check is mailed to the student’s address on record with the college.

Printed copies of this procedure are available at the following locations:

  • Main Campus: Cashier’s Window (White Building), Corporate Education Center Reception Area
  • Northern Durham Center: Information Desk
  • SouthBank Building: Information Desk
  • Northgate Mall: Durham Tech Information Desk
  • Orange County Campus: Information Desk
  • Orange County Skills and Development Center/JobLink Center

The continuing education refund procedure is subject to change by action of the North Carolina Community College State Board.

Purpose/Definitions

The purpose of this procedure is to provide a clear and coherent process for applying for a course related refund at Durham Technical Community College. Durham Technical Community College will systematically provide a refund for any class that is canceled by the college or dropped by the student prior to the census date. Refunds will be handled in accordance with the North Carolina Community Colleges State Board Code (SBCCC) tuition refunds requirements.