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Tuition Refund Appeal Information

It is the responsibility of our students at Sinclair Community College to be aware of the refund policy as stated: www.sinclair.edu/services/welcome-center/bursar/refund-policy/.

Withdrawal dates for standard term courses are located at: www.sinclair.edu/registration-calendar/.

In order to review or consider a Tuition Refund Appeal, the Committee requires the following items:

  • Complete all needed fields on the Tuition Refund Appeal Form.
  • Provide a brief written explanation of the circumstances beyond your control (i.e. medical situation, family death, military deployment, etc.) causing your request of refund past the posted refund date.
  • Attach documentation to substantiate your request:
  1. A physician’s statement on their letterhead for 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. Copy of obituary or other formal notice in the case of a death of an immediate family member (mother, father, legal guardian, brother, sister, spouse, or child); the notice must show your relationship with deceased. Travel itinerary must also be provided if travel out of state was required.
  3. Copy of your military orders for an unexpected military deployment that caused the withdrawal.
  4. Supporting documentation from an instructor, advisor, ombudsman, or other college official for an error on the college’s part. For system related issues, login or other support from the Help Desk is required.
  5. If you are filing a tuition refund appeal for COVID-19 Virus purposes, you have two options available to you. You can request one of the two options:
    1. A future tuition scholarship equal to the tuition (lab/program fees not included) of the number of credit hours dropped with COVID reason that must be used by Spring 2021
    2.  Have the Tuition Refund Appeal reviewed for consideration of up to a 50% refund of the cost of the dropped course(s).

Please click the COVID-19 Virus Impact reason under the Reason for Refund Request Section on the online Tuition Refund Appeal form. Once you click that reason on the online form a sub-menu will appear allowing you to select one of the two options mentioned above. If you select the Tuition Refund Appeal review option several different virus impacts will then appear, please select the one that best describes your impact.

  • Medical impact for yourself and/or a family member under your care: please provide a physician’s letter if possible but not required.
  • Employment/financial impact (laid off from job, filing unemployment, and/or other financial burden from virus): please provide your place of employment and date of lay off.
  • Technology impact: please let us know what technology was not available for you so we can evaluate for any potential future needs.

Support documentation is not required if filing a tuition refund appeal or requesting the future scholarship under the COVID reason unless you are filing under this reason for more than one term. If filing under the COVID reason for more than one term you must provide supporting documentation starting with the second term of filing a tuition refund appeal or requesting the future scholarship in order to have it reviewed or considered. You are still required to withdraw from the course(s) with a W for COVID-19 purposes to have the refund appeal reviewed or considered. It is also encouraged to have selected COVID as the drop reason when you dropped the course(s). A tuition refund appeal for COVID-19 purposes must be filed for Spring 20, Summer 20, Fall 20, and Spring 21 terms by April 30, 2021 to be considered. They will no longer be reviewed/considered after those dates for the given terms. If you select the future scholarship option it will need used toward course(s) that begins before May 1, 2021. Filing a tuition refund appeal for COVID purposes does not always guarantee a future scholarship or up to a 50% refund. If you are seeking more than a 50% refund, you will need to go through the normal tuition refund appeal process, not select COVID as the reason - select another reason that best describes your situation, and provide the needed support documentation to be considered for a refund. 

Course(s) must be dropped with a W to have the tuition refund appeal reviewed. If it is past the withdrawal period you will need to file an academic petition through the Provost Office for consideration of a grade change to a W.

* The Tuition Refund Appeal will NOT be reviewed or considered and no follow-up completed to the student if any of the above items are incomplete or required support documentation is not submitted with the appeal. It is the responsibility of the student to make sure all requirements are met in order for the tuition refund appeal to be reviewed.*

The Committee will NOT review or consider a Tuition Refund Appeal when:

  • The request is beyond one year of the date of withdrawal from a particular course / term
  • 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 child care purposes
  • Never attending (It is the student’s responsibility to drop the course(s) within the designated refund period if not planning to attend)

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 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 toward the end of a term and written notification of the decision will be mailed to the address listed on your student account within 14 business days of the committee meeting. An appeal submitted the day of or after the scheduled committee meeting will not be reviewed until the next committee meeting. An address change will need to fall in accordance with Sinclair’s policy and completed through the Registration Office.
  • A 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 Vice President and Provost Office; call 937-512-2522 with questions.

Return completed Tuition Refund Appeal Form, along with required documentation to:

         Sinclair Community College                            

          Bursar Office
         444 West Third Street
         Dayton, OH 45402

        Forms may also be faxed to 937-512-5010 or submitted online.
        Call 937-512-2606 with questions.