Refund Policy and Requirements for Withdrawal
Drop/Withdrawal Refund Policy
1. Get Help and Advice
Before you drop one or more courses, speak with your Academic Coach and with a Financial Aid Specialist. They can tell you how dropping courses may affect you, including how dropping courses will affect your financial aid obligations and eligibilities.
2. Failure to Attend
Failure to attend class does not constitute a withdrawal or a drop. To officially drop a course, the appropriate withdrawal process must be followed. Failure to withdraw from courses properly may result in you owing money to the federal government and owing money to WATC.
3. Dropping courses can be done electronically on Firefly or by being submitted in writing
You can complete a drop by logging into your Firefly account, clicking on “drop/add courses,” and then following the on screen directions.
If you are unable to drop courses electronically, a written drop notice is required.
You can complete an online form at www.watc.edu/student-drop-and-withdrawal-request. Or if you prefer, you can submit a written drop notice to the Academic Coach who serves your program area.
- Get a copy of the form at the Reception Desk, complete it and leave it at the Reception Desk, or
- Fax it to 316.677.9555, or
- Scan it and email it to firstname.lastname@example.org, or
- Mail it to:
Academic Coach/Drop Notice
Wichita Area Technical College
4004 N. Webb Road
Wichita, KS 67226
- You can also send a letter that contains your printed name, your signature, the date, your address, your telephone number, your student ID number, and a list of the courses you wish to drop.
- If the form is sent electronically, it is your responsibility to follow up with your coach to make sure that the form was received.
4. Effective Date of Written Drop Notices
The effective date of your written drop notice is the date the form is received by the College. If the form is being mailed, be sure to allow for enough time for mail delivery since the effective date is the date the notice is received.
5. Transcripts and Drop Notices
- For 8 week and 16 week courses, the academic calendar shows the last day to withdraw with a “W” on your transcript. The written drop notice must be received by this date for the course to appear as a “W” (Withdrawn) on your transcript.
- To receive a “W” (Withdrawn) on your transcript for all other courses (those not equal to 8 weeks or 16 weeks), the written drop notice must be received after the date that equals 25% of class meetings and before the date that equals the first 75% of class meetings.
- Withdraw notices will not be accepted after the applicable date each semester. A grade of “W” will not be assigned; rather the earned grade to date will be entered on the transcript.
- If you have questions about the dates for a course, contact your Academic Coach or the Office of the Registrar.
- Note that Transcripts are released after your account has a zero balance.
1. To receive a tuition refund, or an adjustment, students must drop course(s) by the deadlines shown below. When courses are dropped by the deadlines shown below, any refunds or adjustments will be automatically computed by the College.
2. For 8-week to 16-week Courses
- Drops received from the 1st day of class through the 9th calendar day: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.
- After the 9th calendar day: There are no refunds.
- Students who did not drop and who failed to attend class during the first 9 calendar days are administratively dropped on or after the 10th calendar day. There are no refunds in such cases.
3. For 3-week to less than 8-week Courses
- Drops received from the 1st day of class through the 5th calendar day: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.
- After the 5th calendar day: There are no refunds.
- Students who did not drop and who failed to attend class during the first 5 calendar days are administratively dropped on or after the 6th calendar day. There are no refunds in such cases.
4. For Courses less than 3 weeks and for Non-Credit courses:
- Drops received on or before the 1st day of class: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.
- After the 1st day of class: There are no refunds.
- Students who did not drop and who failed to attend the first day of class are administratively dropped on or after the 2nd calendar day. There are no refunds in such cases.
5. Book Store purchases and tool purchases are not refundable. Non-refundable fees include, but are not limited to:
- Registration Fee (per student per semester)
- Test Proctoring (per hour)
- Student Fee (per credit hour)
- TEAS test (initial) and retest
- Graduation Fee
- Compass Re-Test
- State Nurse Aide Testing
- Test Out-Credit by Exam
6. Any refunds owed to you will be used to offset any financial obligations you may have at WATC. If your financial aid paid all or part of your tuition, it is often necessary for any refund to be sent back to the financial aid source.
7. Refunds can be processed only after any required adjustments to financial aid are completed. Be sure to talk with a Financial Aid Specialist for information about the rules for financial aid adjustments.
8. No refunds or adjustments will be made after the dates shown above, except in rare cases. Examples of rare cases may include death of an immediate family member, the student’s own serious injury or illness, serious injury or illness of someone that was dependent upon the student for support and care, and military deployment. To request a rare-case exception, students must complete a Tuition Refund Appeal Form. This form is available online at www.watc.edu/tuition-refund-appeal or at the reception desk at NCAT or Southside campuses. The following deadlines to submit a refund appeal will be enforced.
- For courses dropped in the fall semester, the Appeal Form must be received by April 1st of the next calendar year.
- For courses dropped in the spring semester, the Appeal Form must be received by September 1st of the same calendar year
- For courses dropped in the summer term, the Appeal Form must be received by November 1st of the same calendar year.
Drop Actions by WATC
There are no refunds for drops resulting from actions of WATC, such as administrative actions, suspensions, or expulsions.
Administrative Drops due to Unmet Financial Obligations
1. If you do not drop, do not pay, and do not make arrangements for payment by the due date announced each term by WATC, WATC may drop you from the course(s) in which you enrolled.
2. If you are not going to pay and not going to make arrangements for payment, it is to your financial advantage to submit a written drop notice before the course begins.
3. Arrangements for payment typically can include any one of the following methods:
- Completion of the financial aid application,
- Receipt by WATC of necessary documents for third party payment on your behalf, or
- Completion of a payment plan agreement made by you with the Business Office.
Repayment of Title IV Funds
For all students, if the student has received funding from student financial assistance (Stafford loans, PLUS loans, Pell Grants or ACG Grants) and withdraws during a period of enrollment or payment period, the amount that has been earned up to that point is determined on a pro rata
basis. See Financial Aid section or contact the Financial Aid office for further information. Any amounts that are unearned are added back to the student’s account as a reduction in the amount of financial aid that has been previously posted. This calculation is independent of the calculations used to determine tuition and fee refunds as described in the refund policy above. After both calculations have been performed, any resultant amount owed to the college is due immediately.
Credit Balance Refunds
Students who have a credit balance on account after payment of current enrollment charges with Title IV funds (Federal Pell grants, student loans, etc.) receive refund checks automatically within 14 days. These refund checks are mailed directly to the student using the local mailing address reported by the student to the Registrar’s office. Refund checks for credit balances created by payment with PLUS loans are issued to the parent. Financial aid for the applicable enrollment period is not credited to a student’s account until enrollment has been finalized and all associated charges have been posted. Credit balances are not refunded until all current charges have been paid in full. Students who wish to retain the credit balance in their account to cover anticipated additional educational expenses may arrange to do so by written request. Forms are available in the Financial Aid and Bursars offices. In the event that a manual check is approved and issued from a student’s account, a processing fee of $25 is charged.