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Refunds & Withdrawals

Students initiating a voluntary withdraw by the refund deadline will receive a refund for the total tuition and compulsory incidental fees paid in the current academic year paid, less the non-refundable $500 deposit.

Full-time students dropping courses by the refund deadline date may affect their status in the program. If the status changes to part-time, fees will be calculated on an hourly basis. If there is a difference between full-time fees paid and fees charged, a refund will be issued. (See below for specific details.)

Students withdrawing from non-semestered Certificate and Preparatory programs receive tuition refunds pro-rated according to the weekly rate less the non-refundable $500 fee noted above.

Full-time Students in a Cohort Program

Students initiating a voluntary withdraw by the refund deadline will receive a refund for the total tuition and compulsory incidental fees paid in the current academic year paid, less the non-refundable $500 deposit.

Full-time students dropping courses by the refund deadline date may affect their status in the program. If the status changes to part-time, fees will be calculated on an hourly basis. If there is a difference between full-time fees paid and fees charged, a refund will be issued. (See below for specific details.)

Students withdrawing from non-semestered Certificate and Preparatory programs receive tuition refunds pro-rated according to the weekly rate less the non-refundable $500 fee noted above.

Full-time Students in a Cohort Program

Program Withdrawal (First - Year/First - Level Student)

  1. If a No To Confirm withdrawal is received by the Admission Officer prior to the deposit due date:
    1. student will be deregistered;
    2. any fees paid will be refunded.
  2. If withdrawal is received by the Admission Officer after the deposit due date but prior to the program start date:
    1. student will be withdrawn;
    2. fees paid less the non-refundable deposit will be refunded.
  3. If withdrawal is received by the Student Records Officer after the program start date but prior to the program withdrawal refund deadline:
    1. student will be withdrawn from current and future levels;
    2. fees paid less the non-refundable deposit will be refunded;
    3. tuition fees paid less the non-refundable deposit for subsequent level(s) will be refunded.
  4. If withdrawal is received by the Student Records Officer after the program withdrawal refund deadline but prior to the academic penalty deadline:
    1. student will be withdrawn from current and future levels;
    2. no refund will be given for fees paid for the current level;
    3. tuition fees paid less the non-refundable deposit for subsequent level(s) will be refunded.
  5. If withdrawal is received by the Student Records Officer after the academic penalty deadline:
    1. student will be withdrawn;
    2. no refund will be given for fees paid for the current level;
    3. an academic penalty will apply.

Program Withdrawal (Student in Levels Beyond Level One)

  1. If withdrawal is received by the Records Officer after the deposit due date but prior to the fees due date and course enrolment:
    1. student will be withdrawn from the current and future levels;
    2. fees paid less the non-refundable deposit fee will be refunded.
  2. If withdrawal is received by the Records Officer after deposit and fees due dates but prior to the program withdrawal refund deadline:
    1. student will be withdrawn from the current and future levels;
    2. fees paid less the non-refundable deposit will be refunded.
  3. If withdrawal is received by the Records Officer after the program withdrawal refund deadline and prior to the academic penalty deadline:
    1. student will be withdrawn from current and future level(s);
    2. no refund will be given for fees paid for the current level;
    3. fees paid less the non-refundable deposit for future level(s) will be refunded.
  4. If withdrawal is received by the Records Officer after the academic penalty deadline: student will be withdrawn from the current and future level(s);
    1. no refund will be given for fees paid for the current level
    2. fees paid less the non-refundable deposit for future level(s) will be refunded;
    3. an academic penalty will apply.

Course Withdrawal (Full-time Cohort Student)

  1. If a student drops a course before Course Add/Drop date:
    1. enrolment is not recorded on the student record;
    2. fees for the course are refunded if the student’s status changes to part-time.
  2. If a student drops a course after the Course Add/Drop date and prior to the academic penalty date:
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a ‘W’ will appear on the student record;
    3. the status (full-time/part-time) of the student will not be affected.
  3. If a student drops a course after the Course Add/Drop date and after the academic penalty date:
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a grade of ‘F’ will appear on the student record;
    3. the status (full-time/part-time) of the student will not be affected.

Course Withdrawal (Part-time Cohort Student)

  1. If a student withdraws from a course before Course Add/Drop date there is no record of enrolment and fees for the course are refunded less the withholding fee.
  2. If a student withdraws from a course after the Course Add/Drop date and prior to the academic penalty date: fees are not refundable, nor will they be reduced if outstanding;
    1. a ‘W’ will appear on the student record;
    2. the status (part-time) of the student will not be affected.
  3. If a student withdraws from a course after the Course Add/Drop date and after the academic penalty date:
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a grade of ‘F’ will appear on the student record;
    3. the status (part-time) of the student will not be affected.

Exceptions to the Withholding of Fees (Refunds)

In extenuating circumstances such as an unexpected student related medical problem or a death in the student’s immediate family, a student may wish to request review of the withholding of fees. These requests must be submitted in writing along with supporting documentation as noted below to the Office of the Registrar. (The late fee is not eligible for refund.)

  1. The student’s submission must detail facts particularly dates, circumstances and how these circumstances affected the student’s ability to continue in his/her program and be received in a timely manner. Evidence verifying these circumstances must be provided. Incomplete submissions will not be reviewed. Considerations will only be made under the following:
    1. Documented medical cause where the student was under direct medical care (e.g. surgery, accident, depression). This documentation may take the form of a letter from a certified medical practitioner and must include the dates where the student was under his/her care as well as identifying the medical condition or circumstances.
    2. Documented personal cause (e.g. tragic personal event). Documentation must be based on the nature of the event but may take the form of an obituary in the case of bereavement.
  2. The Associate Registrar will review the submission and consult with appropriate departments as necessary. In certain cases, the Associate Registrar may request additional information from the student and will delay a decision until receipt of the information.
    1. A final decision will be will communicated to the student. This decision is not subject to appeal.

If the student’s submission is accepted, the refund may be prorated based on the length of time the student was registered in the program. The Conestoga Student Incorporated (CSI) Health Plan fee and ancillary fees will not be refunded.

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