Gadsden State Community College
The Business Offices answers student's questions concerning refunds. If student's are requesting a refund, they may leave their request with a Business Office and the Business Office can forward the request to the Accounts Payable Office.
The Accounts Payable Office processes requests for student refunds. When a student completely withdraws, the Accounts Payable Office receives a completed copy of the student's complete withdrawal form in order to process the refund. When a student drops a class, the Accounts Payable Office automatically processes the refund. A refund is issued if a student has a credit balance on their account. Any other request for a student refund is to be in writing and should provide the student's name, their student number, the reason why a refund is due, and the amount of the refund due.
If a class is deleted, an administrative drop is processed or a drop is processed for a mini term, the computer system may not adjust the student's accounts receivable record. In this case, the Accounts Payable Office must receive a copy of the drop form in order to process the refund.
If a student drops one of their classes before the official first day of classes or during the add/drop period and they are still registered for other classes in the semester, a full refund is due for the class dropped. If a student drops one of their classes after the add/drop period, no refund is due.
If a student officially withdraws from all of their classes before the first official day of classes or during the below given weeks, the following refund of tuition will be made:
|Withdrawal prior to the first official day of classes
Withdrawal during the first week of classes
Withdrawal during the second week of classes
Withdrawal during the third week of classes
Withdrawal after the end of the third week of classes
75% of net tuition*
50% of net tuition*
25% of net tuition*
*Net tuition is tuition minus a 5% administrative fee.
This refund policy applies to a 16-week semester. Refunds of tuition for terms of less than 16 weeks, such as the Summer Semester,
mini-mesters, and the May-Mester, will reflect a prorated week based on the number of days in the term.
The official first day of classes is indicatedon the college calendar as the day that classes begin.
This day may not be the first day on which all classes begin.
If a student is participating in a financial aid program and officially or unofficially completely withdraws, the student must repay that program a portion of any refund received from GSCC. The Financial Aid Administrator can be contacted for more information concerning this policy.
Students who officially withdraw from the dormitory after the semester begins are entitled to a refund on the same basis as complete withdrawals. If a student moves from the dormitory and does not request the dorm deposit be refunded, it will automatically be refunded to the student at the end of the following semester.
A student may carry a negative balance on their account during the time they are registered at the college. If the student is not registered for a semester by the end of the add/drop period, and they have a negative balance on their account, a refund will be processed in the amount of the negative balance.
Exceptions to the refund policy are:
- If the College deletes one or more of a student's classes, the student is due a refund of tuition.
- Alabama National Guard and Reservists called to active duty in a time of national crisis shall receive a full tuition refund.
- The president has the authority to make exceptions to the refund policy in the event of the death of a student or of a family member or other catastrophic event requiring the student to leave the institution.
REFUND CHECK INFORMATION
If a student paid their fees by check, the college must wait a three week period of time before issuing a refund check in order to insure that the check has cleared the bank.
If a student paid their fees by credit card, a refund will be charged to the credit card on the date that refund checks are mailed.
If a student's fees are paid by scholarship, the scholarship will receive the refund.
Any tuition, fees, fines, or penalties owed by the student are deducted from the student's refund amount.
The dates that refund checks are mailed is published in each semester's class schedule. Refund checks are mailed to the student's address as on record in the Registrar's Office.
Student refund checks expire after 90 days. If a student refund check expires, the College will attempt to get the funds to the student. If the College is unable to get the funds to the student, the College may forward the funds to State of Alabama Department of the Treasury Unclaimed Property. If the funds are financial aid, the funds may be returned to the financial aid source.