Refund Procedures

General Information

Refunds are automatically paid by check to the student at the end of the official Add/Drop period unless the student directs the Bursars Office otherwise.  Checks are processed in Hartford and mailed to the permanent mailing address on file at the Records Office.  Please verify your address when reducing your course load.

Courses Cancelled by the College

If the College cancels a course, a full refund of all charges (except application fee) will be issued unless the student selects a replacement course. Students who don’t select a replacement course, will be sent a refund check via the mail within 45 days.

Return of Title IV Funds

The College maintains a fair and equitable refund policy as mandated by the U.S. Department of Education regulations. These refund and repayment rules apply only to students who withdraw completely and/or otherwise fail to complete the current period of enrollment. Please refer to the appropriate section in this catalog or speak with a Financial Aid Officer for more details.

Armed Service Enlistment

100% refund of Tuition and Fees will be granted to any student who enters the Armed Services before earning degree credit in any semester, provided that he/she submits, in writing, a notice of withdrawal and a certified copy of enlistment papers.

Tuition and Fee Refunding Rules and Installment Plan Adjustments

College Service, Student Activity, Installment Plan, Application, and other fees not listed below are nonrefundable.

Clinical Fees are nonrefundable unless a student completely withdraws or is not enrolled in any credit course at the end of the official add/drop period.
Allied Health and Personal Liability Insurance Fees, a curriculum change must be filed prior to the start of the term to be eligible for a refund of Allied Health/Nursing program and Personal Liability Insurance fees.

Tuition, Laboratory and Studio Course Fees

The student must officially withdraw either online or in the Records Office according to the schedule below to be eligible for a refund or a reduction of Installment Plan Charges:

  • If the student completely drops from classes prior to the first day of the semester, a 100% refund of Tuition, Laboratory, and Studio Course Fees will be granted.
  • If the student completely drops from classes on the 1st day through the 14th calendar day of the semester, a 50% refund of Tuition, Laboratory and Studio Course Fees will be granted.
  • If the student completely or partially withdraws from classes after the first fourteen (14) calendar days of the semester, NO refund of Tuition, Laboratory and Studio Course Fees will be granted.
  • If the student partially drops from classes on the 1st day through the 14th calendar day of the semester, a refund will be granted in the amount of 50% of the difference in Tuition, Laboratory and Studio Course Fees between the original and revised schedules.

Please refer to the refunding table printed in the College Schedule for specific withdrawal deadlines applicable to abbreviated courses

Extension Credit Fees

A 100% refund of extension credit fees for courses offered by the Workforce Development and Continuing Education Division will be granted to students who officially drop up to the business day prior to the first day of class meeting. No refund will be granted once the class has met.

Policy Appeal Procedures

Students are required to officially drop/withdraw prior to submitting an appeal. Appeals will only be considered for the following extraordinary circumstances: severe illness documented by a physician’s certificate; documented administrative error by the college; or military transfer documented by a copy of transfer orders. The following circumstances will not be considered: changes in employment situation; inability to transfer course; normal illness; transportation issues; poor decision or change of mind by the student regarding course selection; or dissatisfaction with course content or instructor.

Submission

All appeals must be submitted in writing to the Refund Appeals Coordinator and include Banner I.D., contact information and appropriate documentation. Appeals must be received within 10 days of the official withdrawal date of the course to be considered. Appeals should be directed to:

Refund Appeals Coordinator
Gateway Community College Business Office
20 Church Street, New Haven, CT 06510
or e-mail gwstudentpayments@gatewayct.edu