Refundable fees are defined as general tuition, out-of-state tuition, and class, lab, and other special or miscellaneous fees. All students who officially withdraw from Gila Community College or individual semester-length or short-term courses before the close of registration for the course will receive a full refund. Assessment fees are not refundable. Fees including class, lab, and other special or miscellaneous fees may be refundable if a student withdraws prior to the first day of class.
All refunds and deposits that may be due to a student will first be applied to debts that the student owes the College. When federal financial aid is used to pay for tuition and fees, the refund will be made to the federal fund, not to the student (Federal Regulation 34 CFR 668).
When federal financial aid recipients completely withdraw from the College, federal regulations may require a percentage of federal aid funds disbursed to be returned by the federal financial aid recipient.
Cancelled Courses
When the College cancels a course, a full refund will be made for the cancelled course.
Special Provision Refunds
Students with extenuating circumstances may petition the Academic Standards Committee for a prorated tuition refund. Extenuating circumstances shall be limited to the following:
- Serious illness or injury - Illness or injury qualifies for a Special Provisions Refund when the condition impedes the student’s ability to attend class, submit assignments, or complete scheduled exams in a timely manner and causes the student to fall behind to the extent that the student’s performance and grade will be impaired as a direct result of the illness or injury. Written verification is required from the student’s physician, on the physician’s letterhead, verifying that illness or surgery prevents the student from being able to attend classes, or that attending classes would jeopardize the health of other students in class.
- Death of the student or an immediate family member - Qualifying family members shall include immediate family members (i.e., father, mother, siblings, son, daughter, or spouse). The student must provide documentation indicating the relationship to the deceased.
Any request for a Special Provisions refund must be made in the same academic term as the withdrawal. Requests made after the academic term will not be considered.
Any Special Provisions refund granted will be prorated as follows:
- The final withdrawal occurs within the first 25% of the academic term, 75% of tuition refunded.
- The final withdrawal occurs within the first 50% of the academic term, 50% of tuition refunded.
- The final withdrawal occurs within the first 75% of the academic term, 25% of tuition refunded.
- The final withdrawal occurs after 75% of the academic term, no refund shall be made.
The student transcript will continue to show the courses as Withdrawn with a W grade. A student may not receive a WOR (Withdrawal Without Record) or the removal of courses from an official transcript as this may cause Gila Community College to be out of compliance with Federal Financial Aid.
In the event any federal financial aid monies are to be returned to the government, those returns will be deducted from the refund and the student receives only what may be remaining.
Other Refunds
A student in the Armed Forces or the Arizona National Guard who is called to active duty and assigned to a duty station, verifiable by a copy of the orders, will be allowed to withdraw and receive a full refund of tuition provided courses have not been completed.
Students who wish to appeal the refund policy may do so by petitioning the Academic Standards Committee. Petitions must be submitted to the appropriate administration office staff.