Refund Policies

Payment of Tuition and Fees

All charges are due and payable on or before the registration date for each quarter. Circumstances which prevent a student from adhering to these dates should be discussed with the Business Office. Students attending South College under a grant or loan should confer with the Financial Aid Department concerning the payment of fees; students attending the college under the G.I. Bill should discuss payment of school fees with the VA Certifying Officials in the Financial Aid Department.

Tuition and fees are subject to change at the end of any quarter. Failure to make proper payments, unless otherwise cleared with the Business Office, will result in dismissal from the college.

Grades will not be issued, degrees granted, or transcripts furnished until all financial obligations have been satisfied and all college property has been returned.

Refund of Tuition

Tuition charges are based on the student’s declared major and the total number of credit hours in which a student is enrolled on the first day of classes (as listed in the college calendar). Refunds or tuition adjustments will be awarded according to the following guidelines:

  1. If circumstances prevent matriculation before a student begins attending the college, all monies above the $50.00 application fee will be refunded. The $50.00 application fee will be refunded only if requested within three days of application.
  2. A tuition adjustment will be made when a student officially drops below 10 hours (9 hours or less) during the drop/add period. Official withdrawal is achieved by submitting a completed drop/add form to the Registrar. No adjustments will be made for students dropping individual classes after the drop/add period. The quarterly technology fee is non-refundable.

State Refund Policy

For a student who withdraws from the college, the state refund policy will apply as follows:

  1. If after classes have commenced and before expiration of ten percent (10%) of the period of enrollment for which he or she was charged, a student officially withdraws, the refund shall equal seventy-five percent (75%) of all amounts paid to or to be paid by or on behalf of the student for the period, less administrative fee of one hundred dollars ($100.00).
  2. If after expiration of the ten percent (10%) of the period of enrollment for which he or she was charged, and before expiration of twenty-five percent (25%) of the period, a student officially withdraws, the refund shall equal twenty-five percent (25%) of all amounts paid or to be paid by or on behalf of the student for the period, less administrative fee of one hundred dollars ($100.00).
  3. If after expiration of twenty-five percent (25%) of the period of enrollment for which he or she was charged, a student officially withdraws, the student is deemed obligated for one hundred percent (100%) of the tuition, fees, and other charges assessed by the institution.

Official Withdrawal Procedure

A withdrawal is considered to be official when a student notifies the Executive Vice President or the Registrar. No other college official has the authority to accept official withdrawals. Students who do not officially withdraw will be considered enrolled in courses until an appropriate academic participation verification point. If it is determined a student is no longer academically participating at the regular check points, the student will be officially withdrawn by the college.

Return of Title IV Funds

For Title IV (federal financial aid) recipients who withdraw from enrollment, the college is mandated by federal regulation to determine the amount of Title IV funds the student has earned at the time the student ceases enrollment. The amount earned is based on the amount of calendar days in the term completed by the student divided by the number of calendar days in the same term, excluding any scheduled breaks of at least five (5) consecutive days. The amount earned is based on the amount of time the student has spent enrolled and is not related to the student’s institutional charges. The amount of Title IV funds earned is based upon a proportional calculation through sixty percent (60%) of the term enrolled. The college will utilize the following steps in order to determine the amount of Title IV a student who withdraws has earned:

  1. Determine the date of withdrawal and determine the percentage of payment period (term) in which the student was enrolled.
  2. Determine the amount of Title IV aid earned by the student by multiplying the total Title IV aid for which the student was eligible by the percentage of time enrolled.
  3. Compare the amount earned to the amount disbursed. If the amount earned is greater than the amount disbursed, then a post-withdrawal disbursement must be made if the student is eligible for a “late disbursement.” If the amount disbursed exceeds the amount earned, the excess of Title IV aid must be returned.
  4. Allocate the responsibility for returning unearned aid between the college and the student according to the portion of disbursed aid that could have been used to cover institutional charges and the portion that could have been disbursed directly to the student once institutional charges were covered.
  5. Distribute the unearned Title IV aid back to the Title IV programs. Examples of Return to Title IV and refund calculations may be obtained through the office of financial aid.

Order of Refunds

Should a student withdraw from the institution, any amount of refund will be returned to the Title IV, HEA program funds, including the Pell Grant program, and then to other sources of aid up to the full amount received from the programs.

South College is required to return Title IV funds to the programs from which the student receives aid during the payment period, up to the net amount disbursed from each source, in the following order:

  1. Federal Direct Unsubsidized Stafford Loans
  2. Federal Direct Subsidized Stafford Loans
  3. Federal Perkins Loans
  4. Federal Direct PLUS Loans
  5. Federal Pell Grants
  6. Academic Competitiveness Grant
  7. National SMART Grant
  8. Federal Supplemental Educational Opportunity Grant (FSEOG)
  9. Teach Grant
  10. Other assistance awarded to the student under programs authorized by Title IV
  11. Required refunds to other federal, state, private, or institutional student financial assistance awarded to the student
  12. To the student

The current refund policy applies to all causes of withdrawal including injury, prolonged illness, or other circumstances that prohibit completion of the course or program of study.

Consequences of withdrawal – All refund policy information is available in the South College catalog and on the college website. Examples of refund calculations are available upon request. The treatment of Title IV funds (federal student aid) when a student withdraws is described in the college catalog. Information that details the procedures for withdrawal and demonstrates any financial consequences as a result of the withdrawal is available through the catalog or by contacting the Office of Financial Aid. If a student is unable to estimate how much Federal Student Aid he/she can retain and how much the student may expect to be returned, the registrar will direct the student to the Office of Financial Aid so a sample refund calculation can be performed in order to clearly define the results of a withdrawal. Adjustment to charges are described under the State Refund Policy as outlined in the catalog and will also be demonstrated on request.  Additionally, any charges previously paid by federal aid funds could become an amount owed by the student as a result of the required return of funds. Please see the Office of Financial Aid with any questions.