Applies to: Reynolds Policy 1-02, Tuition Refunds and related Tuition and Financial Aid policies

  1. Purpose

    This addendum establishes Reynolds Community College's requirements and procedures for the return of unearned Department of Defense (DoD) Tuition Assistance (TA) funds when an active-duty military student officially or unofficially withdraws from a course or ceases attendance.

  2. Scope

    This addendum applies to all active-duty military students receiving Tuition Assistance (TA) funds for enrollment at J. Sargeant Reynolds Community College.

  3. Policy Statement

    Tuition Assistance (TA) funds are earned proportionally through the student's last date of attendance. When an active-duty military student officially or unofficially withdraws from a course prior to completing 60% of the course period, Reynolds Community College will return any unearned TA funds to the appropriate military service in accordance with DoD regulations.

    TA funds are considered fully earned once a student completes 60% of the course period. No return of TA funds will occur after this point.

    All returned TA funds are refunded directly to the government and not to the service member.

  4. Return of Unearned Tuition Assistance Funds

    1. Institutional Refund Period

      If a student withdraws during the institutional refund period (last day to drop and receive a refund), 100% of TA funds will be returned to the government.

    2. Withdrawals After the Refund Period

      For withdrawals occurring after the refund period and prior to completion of 60% of the course, unearned TA funds will be returned on a proportional basis. Withdrawals occurring after completion of 60% of the course period do not require the return of TA funds.

    3. Military Obligations

      When a student withdraws or stops attending due to military obligations, Reynolds Community College will work toward reasonable solutions to minimize or avoid student debt resulting from the return of TA funds.

  5. Determination of Withdrawal Date

    The withdrawal date used for calculating the return of TA funds is the earliest of:

    1. The official withdrawal date documented by the Records Office; or

    2. The last date of attendance reported by the instructor when the student earns all Fs, or a combination of Fs and Ws, for the term.

  6. Calculation of Unearned TA Funds

    For students who withdraw prior to completing 60% of the course, Reynolds Community College calculates the return of unearned TA funds using the following formula:

    Percentage of TA Funds to Be Returned
    100% – (Days Attended ÷ Total Days the Course Meets × 100)

    The resulting percentage represents the portion of TA funds paid to Reynolds that must be returned to the government.

    Unearned TA funds must be returned to the government within 45 days of the determination of withdrawal.

  7. Course Length Determination

    Courses are scheduled using a minimum of five instructional days per academic calendar week. Standard course lengths include, but are not limited to, four-week, five-week, eight-week, ten-week, twelve-week, and sixteen-week formats. For courses that do not align with standard course lengths, the proportional calculation formula above will be used.

  8. Financial Processing and Student Notification

    The Financial and Administrative Services (FAS) Office is responsible for returning unearned TA funds to the government on behalf of the student. Any TA funds returned to the government will be applied as a balance to the student's Reynolds account, resulting in an amount owed to the College. Students will be notified within 30 days of withdrawal regarding the amount of TA funds returned and any resulting account balance.

  9. Administrative Responsibilities

    1. Business Office

      • Coordinates with the Coordinator of Veterans Services at the beginning of each term to identify students receiving TA funds.
      • Processes and returns unearned TA funds to the Department of Defense.

    2. Military Services

      • Reviews enrollment and attendance to identify official and unofficial withdrawals.
      • Calculates the percentage of course completion and TA funds earned.
      • Notifies the Business Office by the first business day of each month of any TA funds requiring return.

  10. Compliance

    This addendum ensures Reynolds Community College's compliance with: