I. Purpose
A. The purpose of this Student Withdrawal and Refund for Extenuating Circumstances Policy (“Policy”) 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 Policy applies to all Students of the College.
III. Definitions
A. CAS means the Committee on Academic Standards of the College, also known as the Academic Standards Committee, or ASC.
B. CEWD is the College’s School of Continuing Education and Workforce Development.
C. Class includes Credit and Noncredit Classes offered by the College.
D. Drop Deadline is the last date to drop a course without penalty or financial obligation.
E. Extenuating Circumstances include the following circumstances that, in the determination of the faculty member, CAS, Tuition Adjustment Committee, and/or CEWD, inhibit a Student’s ability to acquire an education at the College. Extenuating Circumstances include documented:
1. Illness, injury or hospitalization of the Student;
2. Mental health and wellness concerns of the Student; or
3. Other circumstances as determined by the CAS, CEWD and/or the Tuition Adjustment Committee.
F. Fees means institutional charges related to a self-supporting program, registration, application, administration, or laboratory work, including but not limited to, general student fees; fees associated with clinical, fieldwork, or other practicum experiences; and fees for course materials.
G. Late Withdrawal occurs when a Student withdraws from a credit Class after the Withdrawal Deadline, but before the final exam.
H. Retroactive Withdrawal occurs when a student can demonstrate that they were unable to withdraw from a credit Class before the final exam due to Extenuating Circumstances.
I. Student means a person who is registered for a current or future term.
J. Term is an academic unit of time and includes the Fall, Spring terms, Winter and Summer terms.
K. Tuition Adjustment Committee is comprised of the College’s Registrar or designee, Financial Aid Director or designee, and Accounts Receivable Manager or designee.
L. Tuition and Fees are tuition and fees regularly published on the College’s website at the time of a Student’s attendance.
M. Withdrawal Deadline is the last date to withdraw from a course and receive the grade designation of W as defined in the college catalog and noted on the student’s calendar in the College’s learning management system.
N. Withdrawal occurs when the Student withdraws from a course after the Drop Deadline.
IV. Policy Provisions
A. Students will be permitted to Drop, Withdraw or Retroactively Withdraw from a Class or Classes due to Extenuating Circumstances.
B. Students who Drop, Withdraw or Retroactively Withdraw from a Class or Classes due to Extenuating Circumstances will be issued a refund of one hundred percent of Tuition and Fees paid to the College by the Student for that Class or Classes, as set forth in the Student Withdrawal and Refund for Extenuating Circumstances Procedure.
C. The Board of Trustees hereby authorizes the President, or designee, to develop and establish appropriate procedures to implement and enforce this policy.
Policy Title: Student Withdrawal and Refund for Extenuating Circumstances Policy
Policy Category: Student Affairs
Policy Owner: Vice President of Learner Support Services
Policy Administrator: Associate Vice President, Enrollment Management
Contact Information: Email: records@aacc.edu
Approval Date: June 17, 2025
Effective Date: June 17, 2025
History: Interim approved June 18, 2024, and effective July 1, 2024
Applies to: Students of the College
Related Policies: N/A
Related Procedures: Student Withdrawal and Refund for Extenuating Circumstances Procedure
Forms/Guidelines: Noncredit Course Protocols
Relevant Laws: Md. Code Annotated, Education, Section 15-138