Tuition Refund Appeal Information

• Appealed course(s) must be dropped with a W grade (no other grade will be accepted and you cannot still be enrolled in the course(s)). If you have not dropped the needed course(s), that will need prior to filling a TRA. If it is past the date for you to withdraw with record (W grade) for the needed course(s) per the registration calendar or your term statement, you will then need to file an academic petition through the Provost Office for consideration of a grade change to a W and it will need approved prior to filling a TRA. Please Note: An Academic petition is only needed if it is past the date to withdraw with record (W grade) and you have not previously dropped the course(s) with a W.
• Complete all needed fields on the online Tuition Refund Appeal Form.
• On the TRA form select the circumstance beyond your control (i.e. medical situation, death of an immediate family member, military deployment, etc.) causing your reason for the refund request.
• Attach supporting documentation to the TRA form to substantiate your request. The support documentation must be within the same timeframe of the course/term you are appealing.
  1. If a medical situation, attach a physician’s statement on their letterhead for the medical emergency/situation involving yourself or a medical emergency involving an immediate family member (mother, father, legal guardian, brother, sister, spouse, or child). Date(s) of situation must be provided in letter. If travel out of state was required in the case of a family member, travel itinerary must be provided. If you are required to provide care for an immediate family member, a formal letter from the physician or other official with explanation must be provided. Please do NOT submit medical records.
  2. If an immediate family death, attach a copy of obituary or other formal notice in the case of a death of an immediate family member (parent or step-parent, legal guardian, spouse, child or stepchild, sibling or step-sibling, spouse's parent or stepparent, son-in-law, daughter-in-law, brother-in-law, sister-in-law, grandfather, grandmother, spouse's grandparent, or grandchild). Other family members outside of the ones listed are not considered immediate family for this purpose. The notice/support documentation must show your relationship with deceased. Travel itinerary must also be provided if travel out of state was required.
  3. If military deployment, attach a copy of your military orders for an unexpected military deployment that caused the withdrawal.
  4. If a college error, attach a letter, email, or other from an instructor, advisor, ombudsman, or other college official for the error on the college’s part that supports your request for refund. For system related issues, login or other support from the Help Desk is required.

The Committee will NOT review or consider a Tuition Refund Appeal with no follow-up completed to the student when:

• The request is beyond one year of the date of withdrawal from a particular course/term and/or your account has been turned over to the Ohio Attorney General for collection
• Course(s) were not dropped with a grade of a W
• Course(s) were dropped for work related reasons (i.e. job change, promotions, added hours, shift changes, etc.)
• Failing a course or semester workload
• Course(s) were dropped for childcare purposes
• Never attended (It is the student’s responsibility to drop the course(s) within the designated refund period if not planning to attend)
• Insufficient support documentation and/or the dates provided in the support documentation do not correlate with the term/course dates you are appealing

It is the responsibility of the student to make sure all requirements are met for the tuition refund appeal to be reviewed.

ATTENTION:

• Approval of your request for an appeal may not relieve you of your financial obligations and may affect your financial aid, veteran’s benefit, or other received funding. Please check with your funding source for the impact dropping a course(s) and a tuition refund appeal approval may have on your funding. An appeal only reviews tuition related charges, not charges related to other items such as books, refund received, etc.
• Tuition Refund Appeals for Financial Aid recipients will not be reviewed until the end of the term in accordance with Financial Aid adjustment processes. Check with the Financial Aid Office to see how dropping course(s) impacts your aid. The granting of an appeal could result in owing a balance for FA recipients.
• All decisions made through the Sinclair Community College Tuition Refund Appeal Committee are final. A student has an opportunity to re-appeal if new information or documentation is provided.
• Partial refunds may be given based on the date of formal withdrawal, presented circumstances, and documentation.

PLEASE NOTE:

• The Committee meets only once a term which takes place the week after the term ends. An email notification of the decision will be sent to your Sinclair email within 14 business days of the committee meeting. An email could be sent sooner if there are reasons that warrant it (e.g., did not meet the criteria to have a tuition refund appeal reviewed, did not supply needed support documentation, etc.). Please be sure to check your Sinclair email for information concerning your tuition refund appeal.  An appeal submitted the day of or after the scheduled committee meeting will not be reviewed until the next committee meeting.
• A tuition refund appeal has no impact on the W grade.  A “W” will remain on your record and appear on transcripts.  If you are requesting a grade change, you must file an Academic Petition with the Provost Office; call 937-512-2522 with questions.

If unable to complete the Tuition Refund Appeal Form online, please mail or drop off in-person (M-F, 8am to 5pm in 10-016; Dayton Campus) the form along with required support documentation to:

          Bursar Office (10-016)
         444 West Third Street
         Dayton, OH 45402

        Call 937-512-2606 with questions.