Pursuant to 23-9.6:2 of the Code of Virginia, and corresponding State Council on Higher Education for Virginia (SCHEV) Guidelines, Danville Community College (DCC) has developed this policy providing for the tuition relief, refund, and reinstatement of students whose service in the uniformed services has required their sudden withdrawal or prolonged absence from their enrollment. For the purpose of this policy, “service in the uniformed services” is defined as 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 of more than 30 days.
DCC shall provide for the following:
a. Reinstatement as a Result of Military Service
Students who are called (ordered) to active duty or mobilized shall be entitled to reinstatement
to DCC without having to re-qualify for admission following the student’s documented (orders)
release or return from service in the uniformed services if:
- The student provides notice of intent to return to the college not later than three years after the completion of the period of service;
- The student returns to the college after a cumulative absence of not more than five years
- The permanent change of station (PCS) orders require the military member to be absent from the college for an extended period, and the PCS orders must have been issued after the start of the semester and require execution prior to the end of that semester or term.
A student returning to the college from active duty or mobilization in accordance with the provisions delineated above will be reinstated in the same program of study in which he or she had been enrolled prior to withdrawal. Exceptions may be made in cases where the program has been discontinued by the college or the program has specialized accreditation and selective admission requirements. In the latter case, reinstatement shall be consistent with any relevant standards of the respective accrediting agency. 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 should contact a counselor or advisor and submit the updated DD-214 to determine the impact of absence from the program and to review available options when a program is no longer available or suitable.
b. Tuition and Required Fees
Should a student be ordered to active duty (for reservists) or be mobilized (active military) as described in the Code of Virginia, Section 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 census date, the student may elect either to be deleted from the registration file and be awarded a full refund or to be administratively withdrawn with no refund and assigned a grade of "W". This policy also applies to refunds of Miscellaneous Education fees, General Program fees, Deposits, Auxiliary Services fees and Student Activity fees to students. DCC shall provide, at the option of the student refunds of deposits to be retained and to be applicable to tuition and fees charged in the semester or term in which the student returns to study.
DCC shall process refunds for textbooks according to contractual arrangement with local vendors.
d. Academic Credits and Grades
Students who are called to active duty or are mobilized, meaning serving in the uniformed services, as described in Virginia Tuition Relief, Refund, and Reinstatement Guidelines, will have the opportunity to receive an incomplete grade ("I") until released from active duty (for 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. Students may be given the option of taking their examinations prior to regularly scheduled times as an exception to VCCS policy 5.6.1 in accordance with the Virginia Tuition Relief, Refund, and Reinstatement Guidelines. Careful consideration will be given and special options are available for students who receive student financial aid or Veterans Administration benefits.
DCC shall provide, at the option of the student, deposits to be retained and to be applicable to tuition, or fees charged in the semester or term in which the student returns to study.
f. Dissemination of Information
In accordance with the requirements of the Code of Virginia, Section 23-9.6:2, and the Virginia Tuition Relief, Refund, and Reinstatement Guidelines, DCC will make every effort to ensure that the aforementioned VCCS policies relative to tuition relief, refund, academic credit and reinstatement are well disseminated and carefully explained. DCC has designated the VP of Student Affairs as the office to ensure that these policies are properly disseminated and administered.