Westchester Community College, State University of New York

Tuition Refund Appeal

Statement on Tuition and Fee Refunds Related to COVID 19

If you have received Financial Aid, you MUST consult with a Financial Aid Counselor BEFORE submitting the Tuition Refund Request Form. The date that you speak with the Financial Aid Counselor is required on the Tuition Appeals Form. If you do not speak with a Financial Aid Counselor first, your appeal will not be reviewed.

Undergraduate Credit Courses

Statement

This statement describes the guidelines to be followed by the WCC Tuitions Appeals Committee pertaining to tuition refund requests related to the COVID-19 pandemic. This statement also explains what refunds of fees students may receive and how those refunds will be applied.

Westchester Community College remains operational with remote and other digital alternative learning methods and support services through the COVID-19 related interruption. The college is continuing to deliver its educational commitment to students. Resources are being utilized on an unprecedented scale as the college continues to meet student needs. Therefore, the college will not issue tuition refunds, partial or otherwise, due to the change in delivery/mode of instruction in response to the COVID-19 pandemic.

Westchester Community College remains operational with remote and other online support services and programs. The college is continuing to deliver programs and services to students. Therefore, the college will not issue Student Activity Fee refunds, partial or otherwise, due to the change in delivery of services and programming in response to the COVID-19 pandemic.

Westchester Community College’s Meal Plan (Viking Dining Dollars) Refund Policy regarding COVID-19 describes the reimbursement of the unused balance for those students who purchased the meal plan.

Eligibility (Tuition)

This policy is applicable to students

• who have tested positive for and become ill due to COVID-19;
• who have become the primary caregiver to an immediate family member who has tested positive for and become ill due to COVID-19;
• who are responders (Fire, Police, EMS, Army National Guard/Reservist) or Healthcare workers providing care during the COVID-19 pandemic.

Protocols and Procedures (Tuition)

Student who tested positive, became ill due to COVID-19, and were impacted so severely as to not be able to finish their course work may request a medical tuition appeal. The student is encouraged to seek a refund as a last resort as many other options exist to support and encourage completion of course work. Please speak with an academic counselor to consider all of your options.

The student will follow the same guidelines outlined in the medical tuition appeal policy.

• The student must provide a letter from their Health Care Provider (medical doctor or county health department) that must include a positive test result for COVID-19, dates of the symptoms and its effect on the student’s ability to attend classes remotely.

Protocols and Procedures (Fees)

Most areas funded by the Student Activity Fee are continuing to be offered remotely allowing students to have access to the same services, programs and support in remote environments. Only a small portion of the Student Activity fee as it relates to the spring 2020 athletic teams is not being utilized due to the discontinuation of onsite intercollegiate athletics.  However, the Athletic Department is shifting funds to provide virtual recreational athletic programs for students.

Protocols and Procedures (Meal Plan)

Any student who purchased a Viking Dining Dollars meal plan will be reimbursed the unused balance.

• Refunds will be credited directly to the student’s account.

What is a tuition refund appeal

A Tuition Refund Appeal is the process of determining if a student is eligible for a tuition refund based on extenuating circumstances beyond his/her control preventing attendance or completion that occurred during a given term. Students who complete their coursework and earn valid final grades cannot submit a tuition appeal for a balance waiver or tuition refund.

You have 1 year from the last day of instruction for the semester you are filing the Tuition Appeal for. Before you decide to apply for a refund, please review the refund policy and guidelines to determine if you have met the criteria. https://www.sunywcc.edu/admissions/bursars-office/refunds/

If you are considering filing an appeal based on MEDICAL CIRCUMSTANCES, please visit the Medical Refund Policy Page.

What are appropriate circumstances for an appeal?

• Death of the student or of an immediate or very close family member: (parent, child, spouse, domestic partner, sibling or grandparent) Submit a copy of the death certificate, obituary or death notice. Documents must clearly indicate the relationship of the deceased to the student.
• Call to active military duty: A copy of the official deployment/reactivation notice. Deployment and reactivation dates must be within the semester you are appealing.
• An accident that prohibited your continued attendance: Accident report must be provided.
• Severe family circumstance/hardships: Supporting documentation of hardship must be provided.
• Illness or Injury of immediate family member for whom you provided care: (parent, child, spouse, domestic partner, sibling or grandparent) A letter from your family member’s medical provider on their letterhead indicating the dates of illness and naming you as the primary caregiver. The letter must be signed by the medical provider. The medical condition does not need to be disclosed to the committee. Copies of invoices, appointment confirmations, statements of insurance payments etc. are not acceptable documentation.

These are some of the circumstances that will NOT be considered for an appeal:

A.) Incomplete documentation (Documentation is required for ALL appeals).

B.) Missed deadline for submitting an appeal.

C.) Change in employment.

D.) Misunderstanding of start date and classes. Failure to consult the academic calendar and payment liability guidelines before registering. Failure to meet published dates and deadlines regarding registration, payment, drops and withdrawals.

E.) Inability to transfer a course(s) to another college/university.

F.) Failure to seek academic and/or financial advisement before registering.

G.) Dissatisfaction with a course content, scheduled meeting time, location, mode of instruction, professor or grade.

H.) Your account has NOT been turned over for collection/litigation or NOT in the collection process.

I.) Involuntary Withdrawals will NOT be considered by the Tuition Appeals Committee.

J.) Dismissal for academic or disciplinary reasons.

K.) Discontinued attendance or failure to attend a course(s) at all. Students are responsible for officially dropping or withdrawing from courses.

L.) Failure to follow college policies and procedures available for review within the college’s handbook, catalog or @mywcc.suny.edu.

M.) A tuition liability resulting from Late Registration (on or after the first day of the session, regardless of attendance).

N.) Failure to review registration information for accuracy, tuition and payment policies.

What do I need in order to file a tuition refund appeal?

• Complete the Tuition Appeal Form and Personal Statement explaining the circumstances surrounding your request for a tuition appeal
• Third party documentation supporting your statement/appeal
• Without supporting documentation your appeal will be denied.

How can I file the tuition refund appeal form?

• You can submit your appeal online by accessing the online Tuition Appeals Request Form Instructions.  Appeals will be reviewed within 45 business days of receipt

PLEASE NOTE: A filed appeal DOES NOT grant approval. If an appeal is granted, it is for a one-time courtesy and future appeals will NOT be granted.

If you have received Financial Aid, you MUST consult a Financial Aid Counselor before submitting the Tuition Refund Request Form.