Drop/Withdrawal Refund Policy
1. Get Help and Advice.
Before a student drops one or more courses, the student must speak with an Academic Coach and with a Financial Aid Specialist. They can advise how dropping courses may affect a student, including how dropping courses will affect 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 money owed to the federal government and/or WATC.
3. Dropping courses can be done electronically on myWATC or by being submitted in writing.
Students can complete a drop by logging into a myWATC account, clicking on “drop/add courses,” and then following the on screen directions.
If a student is unable to drop courses electronically, a written drop notice is required.
Students can complete an online form at www.watc.edu/student-drop-and-withdrawal-request. Or if preferred, a written drop notice may be provided to the appropriate Academic Coach.
- 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
- Students can also send a letter that contains a printed name, signature, the date, address, telephone number, student ID number, and a list of the courses for which the drop is requested.
- If the form is sent electronically, it is the student’s responsibility to follow up with the appropriate Academic Coach to make sure that the form was received.
4. Effective Date of Written Drop Notices.
The effective date of a 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 a student’s transcript. The written drop notice must be received by this date for the course to appear as a “W” (Withdrawn) on a student’s transcript.
- To receive a “W” (Withdrawn) on a transcript for all other courses (those not equal to 8 weeks or 16 weeks), the written drop notice must be received after the date that equals 25% of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.
- Questions about the dates for a course should be directed to the appropriate Academic Coach or the Office of the Registrar.
- Note that Transcripts are released after an account has a zero balance.
- 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
- 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 certain 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 as of the 9th calendar day and will be charged non-refundable fees.
- 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 as of the 5th calendar day and will be charged non-refundable fees.
- 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 as of the 1st day of class and will be charged non-refundable fees.
- 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
Student Fee (per credit hour) TEAS test (initial) and retest
Graduation Fee Compass Re-Test
State Nurse Aide Testing Test Out-Credit by Exam
- Any refunds owed to students will be used to offset any financial obligations a student may have at WATC. If financial aid paid all or part of a student’s tuition, it is often necessary for any refund to be sent back to the financial aid source.
- 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.
- 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. Supporting documentation from a healthcare provider, funeral home, military supervisor, or another authoritative source is required for the committee to review the appeal. Incarceration is not considered a legitimate basis for an appeal and any such claims will be rejected.
A committee will review the student’s appeal and provide a recommendation to the Vice President of Student Services, who will approve or reject the committee’s recommendation. The committee will be comprised of the Director, Enrollment Management (Chair); Assistant Director, Financial Aid; Director, Business Office; and the Registrar. 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.
Claims related to academic issues, quality of instruction, or other educational factors are not eligible for the Tuition Refund Appeal process.
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
- If students 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 that student from the course(s) in which he/she is enrolled.
- If a student is not going to pay and not going to make arrangements for payment, it is to that student’s financial advantage to submit a written drop notice before the first day of the course.
- 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 a student’s behalf, or
- Completion of a payment plan agreement made by a student 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.