All refunds policies are subject to change by direction of the Tennessee Board of Regents and will be posted on Roane State's website as changes are made.
Adjustments to all fees and charges must be in accordance with the following provisions except as previously stated, or when required by federal law or regulation to be otherwise.
Pursuant to T.C.A. § 49-7-2301 and 49-7-2302, students called to active military or National Guard service during the semester are entitled to a 100% adjustment or credit of mandatory fees. Housing and meal ticket charges may be prorated based on usage.
Maintenance Fee Refunds and Adjustments
Refunds are 100% for courses canceled by the institution.
Changes in courses involving the adding and dropping of equal numbers of SCH's for the same term at the same time require no refund or assessment of additional maintenance fees. The change of course fee would be applicable.
The fee adjustment for withdrawals or drops during regular terms (fall and spring) is 75% from the first day of classes through the fourteenth calendar day of classes and then reduced to 25% for a period of time which extends 25% of the length of the term. There is no fee adjustment after the 25% period ends. Students enrolling in more than a full-time course load receive the benefit of additional course work at no additional cost. Dropping or withdrawing from classes during either the 75% or the 25% fee adjustment period will result in a fee adjustment of assessed maintenance fees based on the total credit hours of the final student enrollment as described in item 10 below.
For summer sessions and other short terms, the 75% fee adjustment period and the 25% fee adjustment period will extend a length of time which is the same proportion of the term as the 75% and 25% periods are of the regular terms.
All fee adjustment periods will be rounded to whole days and the date on which each fee adjustment period ends will be included in publications. In calculating the 75% period for other than the fall and spring and in calculating the 25% length of term in all cases, the number of calendar days during the term will be considered. When the calculation produces a fractional day, rounding will be up or down to the nearest whole day.
A full refund (100%) is provided on behalf of a student whose death occurs during the term. Any indebtedness should be offset against the refund.
A 100% refund will be provided for students who enroll under an advance registration system but who drop a course or courses prior to the beginning of the first day of class.
A 100% refund will be provided to students who are compelled by the institution to withdraw when it is determined that through institutional error they were academically ineligible for enrollment or were not properly admitted to enroll for the course(s) being dropped. An appropriate official must certify in writing that this provision is applicable in each case.
When courses are included in a regular term's registration process for administrative convenience, but the course does not begin until later in the term, the 75%/25% fee adjustment periods will be based on the particular course's beginning and ending dates. This provision does not apply to classes during the fall or spring terms which may meet only once per week. Those courses will follow the same refund dates as other regular courses for the term.
The fee adjustment is calculated as the difference between (1) the cost of originally enrolled hours and (2) the per credit hour cost of the courses at final enrollment after adjustments have been applied for all courses dropped. Adjustments are calculated at the full per credit hour rate less the fee adjustment credit at the applicable fee adjustment percentage (regardless of the original number of hours enrolled) with total costs not to exceed full-time tuition. For students dropping courses resulting in a change from full-time status to part-time status, a fee adjustment in the tuition and fees will result only if the new calculated charges are less than the original charges. Not all drops/withdrawals will result in a fee adjustment.
Financial Aid Return of Title IV Funds- Students who receive assistance from Title IV financial aid programs and drop classes may have funds returned to each grant and/or loan account in accordance with applicable federal regulations.* For additional information, contact the Business or Financial Aid Office.
*If a student does a total withdrawal, he/she may owe a portion of funds back to either Roane State and/or the Department of Education.
Refund Appeals Process- Students may appeal a refund by submitting a written request by email outlining the basis for the appeal to the firstname.lastname@example.org. Refund appeal requests will be decided by the Assistant Vice President of Fiscal and Auxiliary Services. The student will be notified in writing of the decision within ten (10) working days of receipt of the written appeal request. Students may appeal the decision of the Assistant Vice President of Fiscal and Auxiliary Services to the President by submitting a written request for a refund appeal review to the Vice President for Business and Finance. The student will be notified in writing of the decision within ten (10) working days of receipt of the request for refund appeal review.
Community Services Activities: Withdrawals and Refunds
Withdrawal Policy- Registrants must notify the appropriate Continuing Education Unit, either by phone or in writing, of the intent to withdraw from a non-credit program. Failure to attend does not constitute withdrawal.
Refund Policy (Community Services Non-credit Courses) – For courses that meet on a weekly basis, registration may be canceled without penalty prior to the first class meeting. After the first class and prior to the second class, an 80% refund will be given. No refund will be made after the second class meeting.
For one and two day courses, withdrawals received prior to the first class meeting will be refunded in full. No refunds will be given after the course begins.
Courses canceled by Roane State Community College will be refunded in full or the registrants may elect to transfer into another course.
Refund Policy (Community Services Non-credit Conferences, Workshops or Seminars)- Registrants in conferences, workshops or seminars should make withdrawals no later than five working days prior to the activity start date in order to receive a complete refund. If a notification of less than five working days is given, a refund, less 10% of the registration fee, will be returned to the registrant. No refunds will be made after the activity begins. Substitutions can be made without prior notification. Registrants should check all literature on the activity for any special exceptions.
Special Exceptions- Some Community Services non-credit courses, conferences, workshops, or seminars may have special deadlines and/or requirements established for registration or refunds. Registrants should check all literature received on the activity for exceptions to the general policies.
Centers for Training Refund Policy- The Centers for Training and Development (CTD) consist of three “Centers” within Roane State’s Continuing Education division, the Center for Business and Industry, the Center for Computer Training and Professional Development and the Center for Health Sciences. CTD strives for “Excellent Customer Service” and will work to ensure this happens by offering credible, timely courses led by field expert consultants. Our goal is to make lifelong learning exciting and worth your investment of both time and money. To do this we design our classes to “make” with a small number of participants and therefore it is critical that we know the commitment of each course registration. Our Refund Policy serves participants by providing a 100% refund when CTD personnel are notified of a cancellation within 48 hours of the event, workshop, course, etc. It also serves the participants in the class by letting CTD decide two days in advance if the class will “make” or not.