Relief, Refund, and Reinstatement Policy

Purpose: Central Virginia Community College (CVCC) policy statement providing for the tuition relief, refund, and reinstatement of military students whose service in the uniformed services has required their sudden withdrawal or prolonged absence from continuing their education.

Policy: It is the policy of CVCC to provide for the tuition relief, refund, and reinstatement of military students whose active military duty during a time of national emergency has required their sudden withdrawal or prolonged absence from continuing their education, as described in the Code of Virginia (§23-9.6:2). The policy is consistent with the Code of Virginia (§ 23-9.6:2), the corresponding guidelines of the State Council of Higher Education for Virginia, and Virginia Community College System (VCCS) Policy 4.3.2.3 (Policy on Refunds, Credits and Reinstatement as a Result of Military Service).

Responsibilities: It is the responsibility of military students to initiate the processes outlined in the policy. Military students on active military duty who are called away due to a national emergency should notify the appropriate College officials and provide a copy of their Orders as soon as possible to initiate the processes outlined in the policy.

Procedures: For purposes of this section, military services are defined as service (whether voluntary or involuntary) on active duty in the Armed Forces, including such service by a member of the National Guard or Reserve, when mobilized or deployed for a period of more than 30 days.

Tuition and Required Fees

Should a military student as defined above, be called to active duty after the census date, the military student should take the following steps:

The military student contacts the Veteran’s Coordinator to discuss their options and for assistance dropping or withdrawing from classes. If the military student is receiving active duty or veterans’ education benefits, tuition assistance, or financial aid, the military student is required to speak with the Veteran’s Coordinator to discuss implications/consequences of withdrawing.  When applicable, CVCC will fully refund tuition and fees.

Textbooks CVCC contracts with an external bookstore for textbooks.  Refunds for textbooks are made according to the contracted bookstore’s policy and are handled independently.

Academic Credit

Students who are called to active duty or are mobilized, meaning serving in the uniformed services, as described in Virginia Tuition Relief, Refund, and Reinstatement Guidelines, will have the opportunity to receive an incomplete grade ("I") until released from active duty (for reservists) or mobilization (for active military personnel). All course requirements shall be completed within one year from the date of release from active duty or mobilization.

Students may be given the option of taking their examinations prior to regularly scheduled times as an exception to VCCS policy 5.6.1 in accordance with the Virginia Tuition Relief, Refund, and Reinstatement Guidelines.

Careful consideration will be given, and special options are available for students who receive student financial aid or Veterans Administration benefits.

Reinstatement

General Provision: Military students as defined above shall be assured a reasonable opportunity to be reinstated in the same programs of study without having to re-apply for admission if they return to after a cumulative absence of not more than five years so long as the military student provides notice of intent to return to the institution not later than three years after the completion of the period of service.

Specific Program of Study: the military student shall be reinstated in the same program of study in which he or she had been enrolled prior to withdrawal. Exceptions may be made in cases where the program has been discontinued by the college or the program has specialized accreditation and selective admission requirements. In the latter case, reinstatement shall be consistent with any relevant standards of the respective accrediting agency. A student, who was admitted to a program but did not begin attendance because of service in the uniformed services, shall be allowed to defer his or her enrollment in the program until reinstatement to the college as described above. A student returning from active duty or mobilization should contact the Veteran’s Coordinator and submit the updated DD-214 to determine the impact of absence from the program and to review available options when a program is no longer available or suitable.

Deferral of Enrollment

A student who has been admitted to the College and/or to an academic program as well as called to active duty or mobilized before the last day to drop courses with tuition refund for the initial term of enrollment in the College or in that program’s courses, shall be permitted to defer enrollment in the College or the program’s courses under the same conditions delineated above for return to the College and/or program reinstatement. At the time of requesting deferred enrollment, the student must provide documentation of the call to active duty or mobilization and of the end of the period of service as required.

Documentation

Military students who are called to active duty must provide a copy of their Active Duty Orders to preserve his or her prerogatives under this policy and to initiate any of the above processes. The Orders must be provided as soon as is reasonably possible.