Step 5: Pay for College

Tuition

The tuition for all credit courses is set by the Virginia State Board of Community Colleges and is subject to change. Tuition and fees are listed at the following website: www.mecc.edu/paying-for-college.

A Virginia domicile is eligible for in-state tuition rates and is one who has been domiciled in, and is and has been a bona fide legal resident of Virginia for a period of at least one year prior to the commencement of the term or semester of entitlement.

Students classified as out-of-state who can provide clear and convincing evidence that they were eligible for Virginia domicile on the first day of class for a term may have their tuition status changed for the current term. In the event that a student’s circumstances change after a semester has begun, the student’s tuition status may be eligible for reclassification. This reclassification shall be effective for the next academic semester or term following the date of the application for reclassification.

Tuition and fees are due and payable on the scheduled enrollment days. Personal checks are acceptable in the amount of the tuition due. Tuition may be paid via MasterCard or Visa or on line through the student center in PeopleSoft SIS using QuikPAY. The QuikPAY service allows payments to be made by credit/debit card, checking account or savings account.

Chapter 31, Chapter 35, and Chapter 33 Recipients

A DND (Do Not Drop) Service Indicator will be placed on the record of any individual entitled to educational assistance under Chapter 31, (VR&E), Chapter 35, or Chapter 33, Post 9/11 GI Bill benefits under the following conditions prior to the first day of the semester: 1) The individual has provided a copy of his/her Certificate of Eligibility for entitlement to educational assistance under chapter 31 or 33 (a “certificate of eligibility” can also include a “Statement of Benefits” obtained from the Department of Veterans Affairs’ (VA) website -eBenefits, or a VAT 28-1905 form for chapter 31 authorization purposes). 2) The individual has submitted a completed and-signed Certificate of Understanding for the current academic year; and 3) the individual has submitted a completed and signed MECC Certification Request for VA Educational Benefits for the current semester.

The DND Service Indicator will remain on the individual’s record until the date on which payment from the VA is made to the institution; or 90 days after the date the institution certified tuition and fees following the receipt of the documents listed above (whichever date is earlier).

Chapter 33 recipients with an eligibility of less than 100% must pay their portion of tuition/fees by the end of the expiration period.

Payment of tuition and fees also enables the student to use the library, learning laboratory, bookstore, parking lot, student lounge, and other facilities of the College. There are no special laboratory or library fees, but students are expected to pay charges for any College property which they damage or lose. This policy also applies to Chapter 31, Chapter 35, and Chapter 33 individuals with a DND Service Indicator charges for any College property which they damage or lose.

Appeals Process for Applicants Denied In-State Tuition

The initial assessment of eligibility for in-state tuition is made by Enrollment Services/ Admission. Students who wish to appeal their domicile/in-state classification should contact the Dean of Enrollment Services.

Tuition Payment Plan

To assist in meeting educational expenses, MECC offers the Nelnet Payment Plan to help budget tuition costs. There are no interest or finance charges assessed and no credit check. Students may budget tuition and fees in the following manner:

• Automatic Bank Payment: This is a bank draft from a checking account or savings account, on the 16th day of each month.
• Credit Card Option: If you elect to use this option, the monthly payment, along with a convenience fee, are automatically charged to the designated credit card. The convenience fee is in addition to the non-refundable Nelnet enrollment fee. Payments will be charged on the 16th day of each month until the balance is paid in full.

Tuition Payment Plan Enrollment Fee

There is a small enrollment fee for using the Nelnet payment plan. The amount of the fee depends on the time in which you enroll in the plan. The enrollment fee varies from $35 to $45. This is the total cost; no interest is applied. The down payment, along with the enrollment fee is deducted from the designated bank account or charged to the designated credit card within one to two business days after registering for the payment plan. Additional scheduled payments are always on the 16th of the month. If bank drafts fail for insufficient funds on any of the payments, you will be assessed a $25 service fee by Nelnet and additional service fees assessed by your bank. Nelnet will attempt another draft on the 5th of the following month. Students enrolled in the payment plan must be sure the funds are available for the bank drafts against your account.

Registering: Register for the Nelnet Payment Plan online at www.mecc.edu/paying-for-college. Students need their Student ID, social security number, bank name and telephone number, check/savings account and routing numbers or credit card information.

Terms and Conditions: A number of terms and conditions apply to the agreement with Nelnet. Students should thoroughly review all terms and conditions before submitting the agreement. Failure to comply with these terms and conditions may result in cancellation of classes at MECC. For example: If the full amount of your down payment does not clear the bank, the contract with Nelnet will be immediately terminated and the payment amount satisfied by the contract with MECC will be voided on the student account, leaving an unpaid tuition balance. It is very important to let the Business Office know when you register for the Nelnet Payment Plan. The Business Office is not informed of payment plan registration until the next business day. If the last day to pay tuition is the same day as enrollment in the payment plan, students must request a DO NOT DROP be placed on their account to insure classes will not be dropped for non-payment. The last day to pay tuition may not necessarily be the last day you may register for the payment plan. It is the student’s responsibility to see that tuition is paid on time or to inform the Business Office that you have completed an application with Nelnet. The number of months you have to finish paying for your tuition depends on how early you apply for the payment plan. Check with the Business Office for details on each semester deadlines.

Students must contact the Business Office if they drop a class (a class is canceled) or add a class, to have the payment plan adjusted accordingly. In addition, the student may log in to their Nelnet Payment Plan account and request an adjustment to their balance resulting from changes in their class schedule or contact a Nelnet representative for assistance. No adjustments are made to any plan without authorization from the student. Questions concerning the Nelnet Payment Plan should be addressed to the Business Office.

Tuition and Fees Refunds

Students shall be eligible for a refund for those credit hours dropped during the same add/drop period within which the credit hours were added. The refund will be at the applicable per credit hour rate, but no refund will exceed the student’s tuition and fees charges. A student will receive a full refund for any course dropped during the first two weeks of classes in a standard session (or 15% of the calendar days in a nonstandard session). Refer also to the Title IV Return of Funds Policy in the MECC Student Handbook.

Should MECC not be able to deliver fully the instruction for which a student has paid, the College will provide an alternative for receiving this instruction or a reasonable refund.

A student who believes that individual circumstances warrant an exception to this refund policy may appeal in writing to the Vice President of Academic Affairs and Workforce Solutions.

Military (US Department of Defense) Tuition Assistance Refunds

Active military students may receive military Tuition Assistance {TA) funds for their course enrollment(s) with MECC. When an active military student withdraws from a course(s), the student may not be eligible to receive the full amount of TA funds. MECC will return unearned TA funds on a proportional basis through the 60% portion of the period for which the TA funds were provided. Thus, TA funds are earned proportionally through the last day of course attendance, with unearned funds returned based upon when a student stops attending.

Return of Unearned TA Funds: Any student may drop a course(s) without financial encumbrance within the allowable refund period (last day to drop and receive a refund). During this time, 100% of TA funds will be returned to the government.

After this time and when a military student receiving TA funds from the Department of Defense withdraws or ceases attending, MECC will return unearned TA funds to the government on a proportional basis through the 60% portion of the period for which the TA funds were provided.

MECC will return any unearned TA funds directly to the military service, not to the service member. The student will be notified within 30 days of the withdrawal as to the portion of the funds that need to be returned. However, when the military student stops attending for military obligation, MECC will work toward solutions that avoid student debt for the returned portion of the TA funds.

Calculation to Return Unearned TA Funds: For any student using TA funds to pay for education costs at MECC who withdraws from MECC prior to completing 60% of the course, MECC will return any unearned TA funds to the government according to how much of the course a student completes. The percentage of TA funds returneq represents the amount of tuition paid to MECC that must be returned to the government. MECC calculates the return of unearned TA funds using the following formula:

These funds must be returned to the government within 45 days of determination of the withdrawal. Date of withdrawal is the date that the student officially withdrew according to the withdrawal documentation in the MECC Records office or the last day of attendance reported by the instructor when the student received final grades of all Fs, or a combination of Fs and Ws, for the term.

The MECC Business Office will return unused TA funds to the government on behalf of the student. However, the MECC Business Office will then add this balance to the student’s MECC account resulting in the student then owing MECC the amount of the returned TA funds.

In calculation of Total Days Course Meets, MECC schedules the minimum number of days a course meets according to 5 days per academic calendar week. MECC schedules courses on a semester basis. However, within the semester, classes may meet for non-standard periods. Although the typical fall or spring semester meets for a minimum of 80 days each and the summer semester meets for a minimum of 50 days, MECC does offer limited courses that meet for different lengths of time.

Return of TA chart  

Refunds, Credits, and Reinstatement as a Result of Military Service

Purpose:

Mountain Empire Community College (MECC) policy provides guidance for the tuition relief, refund, and reinstatement of military students in the event the military requires their sudden withdrawal or prolonged absence from their enrollment.  The policy is consistent with the State Council of Higher Education for Virginia, and Virginia Community College System (VCCS) Policy 4.3.2.3 (Policy on Refunds, Credits, and Reinstatement as a Result of Military Service).

Revision History

This is a policy required by VCCS policy 4.3.2.3 and corresponding SCHEV Guidelines.

Applicability

In accordance with SCHEV policy: Virginia Tuition Relief, Refund and Reinstatement Guidelines, this policy applies to all students who serve in the uniformed services (whether voluntary or involuntary) on active duty in the Armed Forces, including such service by a member of the National Guard or Reserve, for a period of more than 30 days.

Policy

Mountain Empire Community College shall provide tuition relief, refund, and reinstatement of students whose service in the uniformed services has required their sudden withdrawal or prolonged absence from their enrollment as delineated below.

Tuition and Required Fees

Should a student be called to active duty (for National Guard or Reservists) or be mobilized (active military) as described in the Code of Virginia (23-9.6:2) and the State Council’s Virginia Tuition Relief, refund, and Reinstatement Guidelines, and he/she requests to be withdrawn from the College after the last day to drop classes with tuition refund for the term in which he/she is enrolled, the student will be assigned a grade of “W”.  The student has the option of requesting a full refund of tuition and fees due to extenuating circumstances but will still be assigned a grade of “W”.

Except in cases of third-party payment arrangement, the College shall provide, at the request of the student, for such refunds to be retained and to be applicable to tuition and fees charged in the term in which the student returns to study.

Deposited Funds

A student who is called to active duty or mobilized shall be provided a refund of any funds held on deposit.

Textbooks and Course Materials

In keeping with VCCS Policy 4.3.2.3 (c), Mountain Empire Community College shall process refunds for textbooks according to contractual arrangement with the current contracted bookstore vendor. MECC contracts with an external bookstore for textbooks.  Refunds for textbooks are made according to the current contracted vendor’s standards.

Academic Credits and Grades

A student who is called to active duty or mobilized shall be afforded the opportunity to receive an incomplete grade (“I”) until released from active duty (nor National Guard or Reservists) or mobilization (for active military personnel).  All course requirements shall be completed within one year from the date of release from active duty or mobilization.  Such students shall be given the option of taking their examinations prior to regularly scheduled times as an exception to VCCS Policy 5.6.1.

Reinstatement

A student who is called to active duty or mobilized shall be entitled to reinstatement to the College without having to re-qualify for admission following the student’s release or return from service in the uniformed services if:

1. The student provides notice of intent to return to the College not later than three years after the completion of the period of service; and
2. The student returns to the College after a cumulative absence of not more than five years.

A student returning to the College from active duty or mobilization in accordance with the provisions delineated above shall be afforded the opportunity for reinstatement in the same program of study in which he or she had been enrolled prior to withdrawal.  Academic programs with specialized accreditation and selective admission shall establish criteria for reinstatement of such students that are consistent with any relevant standards of the respective accrediting agency.  Such criteria shall be published in the program’s handbook or other documents provided to students upon admission to the program.

A student who was admitted to a program but did not begin attendance because of service in the uniformed services shall be allowed to defer his or her enrollment in the program until reinstatement to the College as described above.

A student returning from active duty or mobilization shall be counseled Veterans Affairs Office to determine the impact of absence from the program on the ability to resume study and to advise the student of his or her options when a program is no longer available or suitable.

Definitions

“Service in the uniformed services” means service (whether voluntary or involuntary) on active duty in the Armed Forces, including such service by a member of the National Guard or Reserve, for a period of more than 30 days under call or order to active duty or more than 30 days.

“Tuition” means the actual price of education charged to a student for the term in which service in the uniformed services caused his or her sudden withdrawal or prolonged absence from enrollment at a Virginia institution of higher education.

“Reinstatement” means the readmittance and reenrollment of a student whose service in the uniformed services has caused his or her sudden withdrawal or prolonged absence from enrollment.

“Sudden Withdrawal” means leaving an institution after a term has begun or after the tuition and required fees for the term have already been billed to or paid by the student.

Responsibilities

The Veterans Affairs Office in conjunction with the Vice President of Academic Affairs and Workforce and the Vice President of Financial and Administrative Services shall ensure that the policy and associated procedures are well disseminated, carefully explained, and properly administered.

Procedures:

To access the several exceptions to the College’s normal policy provided in this policy, a MECC student whose service in the uniformed services requires his/her sudden withdrawal or prolonged absence from his/her enrollment shall follow the procedures delineated below.

Tuition and Fee Relief and Academic Grades & Credits

A student who is called to active duty or mobilized shall contact the MECC Veterans Affairs Officer to obtain assistance with the processes of withdrawal from the College and tuition refund.  The student shall provide the official with the following:

• His/her name
• Student identification number
• A copy of his/her military orders, deployment orders, or other documentation indicating he/she must leave the area or is otherwise unavailable to attend classes due to service in the uniformed services.

The official shall encourage the student to also consult with an advisor for the academic program in which he/she has been admitted as well as with the financial aid officer.  In consultation with the Veterans Affairs Officer and after considering any implications of his/her choices for any financial aid or Veterans Administration benefits he/she is receiving and for reinstatement in the academic program in which he/she has been admitted, the student shall provide the Registrar the documentation identified above and a signed statement electing one of the following options.

Withdrawal from the College

If after the term add/drop period, the student will be withdrawn from all classes in which he/she is enrolled as of the issuance date of the call to active duty or mobilization orders. When this option is selected a full credit of all tuition and fees, and any deposits held by the institution.

In the event this option is selected, within six months of the beginning of the term in which withdrawn, the student shall provide a copy of the signed election statement, and the document(s) previously provided to the Veterans Affairs Office to substantiate the call to active duty or mobilization to a campus Business Manager for processing of refunds.  For any course(s) in which the student is enrolled for which the tuition and fees are not paid by a third-party arrangement, the student shall indicate whether he/she desires that a refund of tuition and fees be awarded or that the refund be retained and applied to tuition and fees charged in the term in which the student returns to the College.

Financial aid awards that were credited to the student’s account will be recovered by the College in the amount of tuition and fees. Loans used to cover the remaining charges will be subject to normal repayment procedures. For a student receiving Title IV funds, financial aid recovery will be subject to requirements of return to Title IV funds to the federal government consistent with the provisions of the Higher Education Relief Opportunities for Students (HEROES) Act of 2003.

The Business Office Manager shall notify the bookstore manager of the student’s withdrawal with tuition and fee refund and encourage a refund for any textbooks and course materials the student has purchased for the courses from which he/she has been withdrawn.

Administrative Withdrawal Without Tuition Refund

For all classes in which enrolled, the student will be administratively withdrawn as of the issuance date of the call to active duty or mobilization orders and assigned a grade of “W” without a refund or tuition and fees.  This option might best meet the needs of students who are leaving the College after receiving a financial aid refund check or direct deposit as a result of their financial aid.

Although no refund of tuition and fees will be awarded, the student may petition for a refund of any funds held on deposit.

Early Completion of Courses

A student who has completed 85 percent of the course requirements at the time of military activation and, notwithstanding certain exceptions noted below, who meets the requirements as determined and agreed upon by the class instructor and the student may receive full course credit. No refund of tuition and fees shall be awarded in the case of early completion. The student may petition for a refund of any funds held on deposit.

The class instructor is responsible for determining what percentage of course requirements have been completed based on factors to include but not limited to contact time, examinations, projects, work experience and clinical experience.  The awarding of full credit cannot be made where the incomplete requirements are essential components of the course or program required by law or regulatory bodies, required for competency in the workplace, or required to complete licensure examinations.

If the instructor determines that completion of an examination is necessary to complete the course requirements, the student may elect to take the examination prior to its regularly scheduled time.

Incomplete Grade

A student who has completed more than 50% of the course requirements may take a grade of “Incomplete” (“I”) in some or all courses in which enrolled at the time of call to active duty or mobilization.  No refund or tuition and fees shall be awarded for any course in which an “Incomplete” grade is taken.  The student may petition for a refund of any funds held on deposit.

The provisions of VCCS Policy 5.6.0 (Grading System for Credit Courses) for “Incomplete” grades shall apply except as noted below.  The conditions for completing course work and receiving a regular grade shall be agreed to in writing between the student, the instructor, and the relevant academic dean.  Consistent with VCCS Policy 4.3.2.3 (Policy on Refunds, Credits, and Reinstatements as a Result of Military Service), all course requirements shall be completed within one year from the date of release from active duty or mobilization without paying any additional tuition and fees for the term.

For a student receiving Title IV funds, financial aid recovery will be subject to requirements for return of Title IV funds to the federal government.

The “Incomplete” grades are changed to final grades when the coursework is completed.

Reinstatement

Regardless of the option selected above, the following provisions govern reinstatement to MECC upon return from service in the uniformed services.

Eligibility

To establish eligibility for reinstatement to the College, the student must notify the Veterans Affairs Officer of his/her intent to return to the College not later than three (3) years from the completion of the period of service that caused his/her withdrawal. In doing so, the student shall provide the MECC Veterans Affairs Officer with suitable documentation of the date of completion (e.g., military orders, correspondence from command, etc.).

Return to the College

Having established eligibility in accordance with (“Eligibility”) above, a student who left in good standing may return to the College, without having to reapply for admission, if he/she enrolls after a cumulative absence from the College of not more than five (5) years.

A student who was on academic probation or suspension when he/she left the College for service in the uniformed services, and who has been absent for one term but not more than five (5) years, must speak with a Campus Dean of Student Services prior to enrollment. Such review may result in denial of readmission or conditional re-entry.

A student without a declared academic program wishing to return to study should consult with an advisor to receive assistance in developing an academic plan.

Any tuition and fees left on deposit with the College at the time of the student’s withdrawal shall be applied to the then-current tuition and fees in the first term of enrollment after return to the College.

Exceptions to these time periods may be found in the Higher Education Opportunity Act (HEOA) of 2008.

Program Reinstatement

A student returning to the College in accordance with (“Return to the College”) above shall be afforded the opportunity for reinstatement in the same academic program (if available) in which he or she had been enrolled prior to withdrawal unless there are other encumbrances to his/her enrollment or when accreditation or other external policies impose time limits.

Throughout the process of reinstatement, the student shall have access to academic counseling to determine the impact of his/her absence from the academic program to which he/she was previously admitted, to evaluate the ability to resume study, and to assess options when a program is no longer available or suitable. The course work taken prior to withdrawal must be reviewed by an academic advisor or the academic program head prior to the student’s reenrollment. This counseling is required to assure that the previously completed coursework is current and applicable to the major. The advisor or program head will assist the student in developing an appropriate academic plan for degree completion.

Deferral of Enrollment

A student who has been admitted to the College and/or to an academic program as well as called to active duty or mobilized before the last day to drop courses with tuition refund for the initial term of enrollment in the College or in that program’s courses, shall be permitted to defer enrollment in the College or the program’s courses under the same conditions delineated above for return to the College and/or program reinstatement. At the time of requesting deferred enrollment, the student must provide documentation of the call to active duty or mobilization and of the end of the period of service as required in (“Tuition & Fee Relief and Academic Grades & Credits”) and (“Reinstatement”) above.

Interpretation

Authority for interpretation of this policy rests with the Vice President of Academic Affairs and Workforce and the Vice President of Financial and Administrative Services.

Authority/Reference

Code of Virginia 23-9.6:2, VCCS policy 4.3.2.3, SCHEV policy:  Virginia Tuition Relief, Refund and Reinstatement Guideline:  Military Education | Virginia State Council Of Higher Education, VA (schev.edu). 

Suspension of Students for Non-Payment

A student’s continued attendance at the College is dependent upon proper settlement of all debts owed the institution. Should the student fail to satisfy all due and payable amounts for tuition and fees, College loans, College fines, or other debts owed the College, the student may be suspended. If suspended, no student will be allowed to register in any succeeding semester until all current debts owed to the College have been satisfied.

Books and Materials

Students are expected to obtain their own books, supplies, and consumable materials needed in their studies. The estimated cost of these items will average $750 per semester for a full-time student. Students may also rent their textbooks for the semester at a lower cost. The purchase/rental cost varies according to the number of credit hours taken. Students are urged to check exact book titles and authors required in each course before purchasing books. The College Bookstore has very specific guidelines about returning books for a refund. Students are encouraged to familiarize themselves with these guidelines before making any purchases.