I.    Purpose

The purpose of this Student Withdrawal and Refund for Extenuating Circumstances Procedure (“Procedure”) is to describe the conditions under which the College will allow Students to withdraw from classes for Extenuating Circumstances and provide credits or refunds to such Students.

II.    Scope and Applicability

A.    This Procedure is adopted to implement the Student Withdrawal and Refund for Extenuating Circumstances Policy.

B.    This Procedure applies to Students.

III.    Definitions

A.    All capitalized terms in these Procedures have the meanings provided in the Policy.

B.    All other capitalized terms in these Procedures have the following meanings: 

1.    Extenuating Circumstance are determined by CAS, CEWD, and/or the Tuition Adjustment Committee and include the following circumstances: 

a.    The Student became seriously ill or injured after classes began, and the extent of the illness was sufficiently severe that the Student was hospitalized or incapacitated and, thus, was unable to continue in classes this term. This situation requires documentation from medical professional stating the day the medical issue began or the accident occurred, the general nature of the illness/injury and an estimate of the length of time the Student was unable to participate in classes due to hospitalization, treatment or incapacitation.

b.    An Immediate Family Member incurred a critical or catastrophic illness or injury after the start of classes. A doctor’s statement, similar to 1.a., must be submitted.

c.    The Student’s employer unilaterally changed the Student’s work schedule, work location or the requirements of the student’s current job so as to prevent the student from continuing the course(s). The Student must provide documentation of these circumstances from their employer on the employer’s letterhead including the date the job was changed, the date the Student was notified, the previous work schedule and the new work schedule. (This does not apply to new jobs taken after classes begin.)

d.    The Student, the Student’s spouse or parent are military or National Guard service members and are ordered to relocate. A copy of the orders must accompany the refund request. (This exception does not apply to individuals who enlist after registration for the term or those who register through Army IgnitED.)

e.    Involuntary displacement from the Student’s primary domicile. Documentation must be provided.

f.    Death of an Immediate Family Member. A copy of the death certificate or obituary must be submitted.

g.    Recommendation by an authorized individual from a College department from which the request for refund is related.

h.    Other circumstances, supported by documentation, that CAS, CEWD, and/or the Tuition Adjustment Committee determine inhibited the Student’s ability to acquire an education at the College.

2.     Immediate Family Member means the following: 

•    Father, mother, stepfather, stepmother, foster parent
•    Child, stepchild, foster child
•    Legal guardian
•    Spouse
•    Significant other living in the immediate household of the student
•    Brother, sister, stepbrother, stepsister, foster brother, foster sister
•    Father-in-law, mother-in-law, brother-in-law, sister-in-law
•    Grandparents, grandparents-in-law, step-grandparent
•    Grandchild, step-grandchild, foster grandchild
•    Relative living in the immediate household of the student

IV.    Procedure Provisions

A.    General Rules Regarding Withdrawals and Refunds of Tuition and Fees

1.    Noncredit Classes

a.    Refunds will not be given to a Student after the first scheduled class meeting has started.

2.    Credit Classes 

a.    Students who drop a credit Class prior to the established Drop Deadline for any reason will be automatically refunded one hundred percent of Tuition and Fees paid to the College by the Student. To drop a course, the Student may either submit a drop/add form with Records and Registration or drop the class online through MyAACC.

b.    Students who Withdraw from a credit Class may receive a total refund, partial refund, or no refund of Tuition and Fees, depending on the date and circumstances of withdrawal, as set forth on the College website.
 
c.    Refunds and return of federal funds for Students who are recipients of federal financial aid will be based on applicable federal law and regulations.  
 
d.    Refunds from scholarships and non-federal financial aid will be based on the applicable terms of such scholarships and aid.  

3.    Students receiving financial aid should consult the Satisfactory Academic Progress (SAP) before withdrawing from any courses.

B.    Drops and Refunds for Noncredit Classes in Extenuating Circumstances

1.    Students who fail to attend a noncredit Class or drop a noncredit Class after the first class meeting due to Extenuating Circumstances will be refunded one hundred percent of Tuition and Fees paid to the College by the Student pursuant to the Noncredit Course Protocols on the College’s website.  

C.    Refund Request for a Credit Class in Extenuating Circumstances

1.     Students who Withdraw from a class or classes after the Drop Deadline but prior to the Withdrawal Deadline due to Extenuating Circumstances.

a.    When a student presents documentation of Extenuating Circumstances, the Tuition Adjustment Committee will consider a request for tuition adjustment after the Drop Deadline but prior to the Withdrawal Deadline.

b.    The Student must submit a signed request for a tuition adjustment from the student’s MyAACC email account, with appropriate documentation, to [email protected] for a tuition adjustment.

c.    Such requests must be received by the Tuition Adjustment Committee within twelve (12) months from the end of term in which the Extenuating Circumstances occurred, absent documented circumstances that prevent the Student from requesting the refund on time

d.    When a Student presents documentation of Extenuating Circumstances, the Tuition Adjustment Committee will authorize a refund of Tuition and Fees paid to the College by the Student for the Class or Classes.

e.    Being granted a refund for Extenuating Circumstances does not change a Student’s grade in the Class or Classes.  

2.    Students who seek a Late or Retroactive Withdrawal from a Class or Classes for Extenuating Circumstances.

a.    Students may request a Late or Retroactive Withdrawal from a Class or Classes and may petition CAS to authorize the instructor to change the grade of F, to W, WP (withdraw passing), or WF (withdraw failing) by consulting with an academic advisor in the Advising & Transfer Advising office and obtaining an advisor’s signature on an Academic Standards Petition form, available from an advisor. 

b.    The Advisor will assist the Student in submitting the form to CAS for consideration.

c.    Such students must provide documentation of the Extenuating Circumstances that inhibited their ability to complete their Class or Classes.

d.    Such requests must be received by the CAS within twelve (12) months from end of the term in which the Extenuating Circumstances occurred, absent documented circumstances that prevent the Student from requesting the withdrawal and refund on time.

e.    If CAS approves the Late or Retroactive Withdrawal, CAS will forward the Student’s request and documentation to the Tuition Adjustment Committee, who will approve issuance of a refund of one hundred percent of the Tuition and Fees paid by the Student to the College for that Class or Classes.  

f.    A Retroactive Withdrawal is not available to a Student who has taken a final exam or assessment in the Class. 

V.     Appeals

A.    Appeals are limited to the following grounds: (1) procedural irregularity that affected the outcome of the matter; and (2) new evidence that was not reasonably available at the time the decision was made that could affect the outcome of the matter.

B.    A Student may appeal the denial of a petition for a Late or Retroactive Withdrawal based on Extenuating Circumstances by submitting an Academic Standards Appeal Petition with the assistance of their academic advisor. Any appeal of a CAS decision must be submitted to the Records and Registration office and addressed to the Office of the Vice President for Learning. The appeal must be received by the Records and Registration office within 30 days of the committee’s original decision date. An appeal form and filing procedures can be obtained from the Records and Registration office, Academic and Transfer Advising, or [email protected]. The decision of the Vice President for Learning is final and may not be further grieved or appealed. 

C.    A student may appeal the denial of a refund by submitting a written request to the Associate Vice President for Enrollment Management at [email protected]. The Associate Vice President’s decision is final and may not be grieved or appealed further.

Procedure Title: Student Withdrawal and Refund for Extenuating Circumstances Procedure

Procedure Category: Student Affairs

Procedure Owner: Vice President of Learner Support Services

Procedure Administrator: Associate Vice President, Enrollment Management

Contact Information: Email: [email protected] 

Approval Date: August 8, 2025

Effective Date: August 11, 2025

History: N/A

Applies to: Students of the College

Related Policies: Student Withdrawal and Refund for Extenuating Circumstances Policy

Related Procedures: N/A

Forms/Guidelines: Noncredit Course Protocols

Relevant Laws: Md. Code Annotated, Education, Section 15-138