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Refund Schedule, Drop Dates & Credit Balances

LAST DAY TO DROP WITH A REFUND:

Regular college credit classes - 100 % refund if dropped by the following dates:

Fall Term 2017        September 29, 2017

Winter Term 2018    January 12, 2018

Spring Term 2018    April 6, 2018

Community Education, Small Business Development, and Workforce Training:
    One or two-session workshops - one day prior to class start date
    Three class sessions or more - two working days after the first class

For credit class refunds, you may sign up for Direct Deposit of any refund due to you by going to the following website and completing the banking information:

https://heartland.ecsi.net/index.main.html#/access/signIn

 


THERE ARE NO REFUNDS ALLOWED BEYOND THESE DEADLINES

You are liable for payment of classes at the time of registration and will be held liable unless the classes are dropped within the refund period. Check your account to verify your current status. Please do not rely on being dropped administratively. You are responsible for any charges on your account.

If you withdraw due to circumstances beyond your control such as job relocation or a medical emergency, you may file a petition for additional refund. The date of receipt of the petition, length of class attendance, and cost of course materials and services may be considered in denying or reducing the amount requested. 

Petition for Refund (.pdf, 23kb)

This petition is to be used whether or not you have paid for your classes. 

If you have paid and your petition is approved, your payment will be refunded to you. 

If you have NOT paid and your petition is approved, your tuition and fees will be refunded to your account.  Depending on the amount of your approved refund, your obligation to the College may be reduced or removed.

YOU WILL NOT BE ABLE TO REGISTER FOR FUTURE TERMS UNLESS THE BALANCE FOR THIS TERM IS PAID IN FULL. FURTHERMORE YOUR ACCOUNT MAY BE TURNED OVER TO THE OREGON DEPARTMENT OF REVENUE FOR COLLECTION.

Credit Balance Definition and Reconciliation Process

A credit balance occurs whenever the amount of funding applied to a student’s account exceeds the student’s charges in a term. To ensure consistent and accurate financial records, Clatsop Community College (the College) reconciles all credit balances on an account within 21 business days.

A Title IV credit balance occurs when the total amount of Title IV funding (Direct Subsidized and Unsubsidized Loans, Plus Loans, Pell and SEOG Grants) applied to a student’s account exceeds tuition and required fees in a given term. Federal regulations require all Title IV credit balances to be resolved within 14 calendar days of the first day of the term, or within 14 days of the date the credit is created if the Title IV funds are credited to a student account after the first day of the term.

Federal regulations require the College to obtain written authorization from students (and parents in the case of Parent PLUS loans) to retain Title IV funding for future charges (additional terms in same Academic Year), or to utilize funds for allowable* charges other than tuition and required fees.

*Allowable charges = books, supplies, and other educationally related goods and services provided by the institution

Title IV Credit Balance is reconciled within 14 calendar days of the first day of the term, or within 14 calendar days of the creation of the credit, if the Title IV funds are credited to a student account after the first day of the term, through one of the following:

  • Holding funding until end of academic year if an authorization has been received
  • Payment by EFT(direct deposit into students bank account) if an authorization has been received
  • Payment by check to student if prior two bullets do not apply

If a non-Title IV credit balance exists, reconciliation will be completed within 21 days based on the last method of payment received which created the credit.

Type of Payment and reimbursement

  • Credit Card: payments by credit card, that card will be reimbursed.
  • Cash or ACH: payment by cash or a cashier’s check will be reimbursed by check.
  • Check: payment by check will be reimbursed by check.
  • If Authorization on file, non-credit card payments will be paid through EFT *

*if EFT information has changed, a new authorization is required immediately to prevent delays in processing

Who is reimbursed- depending on the loan, scholarship, or grant the reimbursement will vary accordingly

  • Non-Title IV, non-institutional grants and scholarships: based on guidelines from source. May go to student or be returned to source.
  • Employer: If an employer makes the payment which causes the credit, the employer will receive the reimbursement unless student pays for course prior to employer payment.
  • Military: The award/benefit will be reviewed for accuracy prior to paying to student.

 

In order to view these documents (.pdf) you must have the free Adobe Acrobat Reader software installed on your computer.

 

Contact: Margaret Antilla
phone: 503-338-2428
campus location: Towler Hall Room 205B
 

Last Updated: 
April 16, 2018, 12:49 pm
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