GA-1032 Tuition Payment and Refund of Tuition Payments and Student Fees

1.0        Purpose

The purpose of this policy is to ensure timely payment of tuition and fees by Virginia Tech Carilion School of Medicine (VTCSOM) students, to outline the consequences of non-payment, and to provide clear guidance regarding tuition refunds, student fees, and health and disability insurance charges in cases of withdrawal or exceptional circumstances. This policy supports the financial integrity of the institution, enables efficient administrative operations, and ensures equitable treatment of all students.

2.0        Policy

Tuition Payments

Students are expected to pay their tuition and fees within 3 weeks of the date the bill is sent. After that time, their student account will be frozen, and they will not be permitted to attend class or assigned clerkship, take exams, receive grades, or have library access. Additionally, this non-payment of tuition could be reported to the Medical Student Performance and Promotion Committee (MSPPC) for further action. 

Students are therefore encouraged to contact financial aid if they are concerned that they may not be able to meet the tuition payment deadline, so they can be counseled regarding what options are available to them. 

Refund of Tuition Payments and Student Fees

VTCSOM students who have completed registration, have paid all tuition and fees due, and have completely withdrawn from classes are eligible for a refund based on the length of time they attended in the term. Students are assigned a daily tuition rate for each day enrolled. The tuition charge is prorated over the number of days in the term.  

The Aetna Student Health Insurance policy states that for students who withdraw from school within the first 31 days of a coverage period, they will not be covered under the policy, and the full premium will be refunded minus any claims paid.  After 31 days, the student will be covered for the full period that they have paid the premium for, and no refund will be allowed.  The health insurance policy will not apply if the student withdraws due to a covered accident or sickness.      

An exception to the health insurance policy is made for situations where a covered person enters the armed forces and will not be covered under the policy as of the date of such entry.  In this case, a pro-rata refund of premium will be made for any such person and any covered dependents upon written request received by Aetna Student Health within 90 days of withdrawal from school.     

It is mandatory that all students participate in disability insurance, and therefore, all students are charged a disability insurance fee.  After the first day of classes, the disability insurance fee and all other fees, including student government/activity fee, technology and wireless fee, electronic book fee, and mobile device fee, are no longer refundable.  

3.0        Procedures

In the following exceptional circumstances, a full refund of the total tuition paid will be made upon presentation of the proper documentation: 

• Death of a student or withdrawal after the death of an immediate family member (parent, spouse, child, or sibling). Death certificate required. 
• Involuntary call to military service. Copy of orders required. 

Other exceptional circumstances will be considered by the Financial Aid Office on a case-by-case basis. Appeals for tuition refunds must be submitted in writing to the Principal Business Officer by the end of the term for which the refund is requested. There are no exceptions to this policy.

All tuition and fees must be paid prior to class attendance. Students receiving financial aid must pay any balance that exceeds their anticipated financial aid award. Late financial aid applicants are required to pay tuition and fees upon registration.

The effective date of withdrawal or resignation is determined by the approval date on the official withdrawal form, which may or may not be the same as the last date of classes attended.

Any refunds due to the student because of withdrawal or resignation will first be offset against any other amounts owed to VTCSOM. VTCSOM is authorized to reduce the refund to pay other charges owed to VTCSOM by the student, such as bookstore or telecommunications bills, parking fines, outstanding emergency loans, etc.

Students who receive Title IV financial aid are refunded tuition and fees in accordance with the federally mandated return of Title IV funds policy.

4.0        References

• Withdrawal and Return of Title IV Funds Policy

5.0        Approval and Revisions

Approved by Financial Aid Office