Emergency Withdrawal and Tuition Refund Policy

An emergency withdrawal may qualify a student for a full or partial refund or credit of tuition and course fees after the normal refund deadline. In order to be eligible for a refund or tuition credit, the student, or next of kin, must submit an appeal form and appropriate substantiating documentation to support such a withdrawal request within 12 months from the beginning of the term requested (All fees must be paid prior to receiving a refund or tuition credit). A withdrawal is considered an emergency if it results from one of the reasons described below:

  1. Student must have entered active duty involuntarily, or have been transferred involuntarily.
  2. Student must provide a copy of military orders signed by the individual’s commanding officer or other appropriate official.
  3. Be a dependent of a military person who has been transferred involuntarily.

  1. Student must have experienced a medical condition which prevented the student from completing their course(s).  Student must provide certification from a physician stating that the student’s medical condition requires the student’s medical withdrawal.
  2. Required medical/professional certification:
    1. must be an original letter on official letterhead (no photocopies), and
    2. must give dates of occurrence
    3. and state that the medical condition requires the student’s withdrawal from course(s).

  1. Withdrawal is considered involuntary if the death of the student or immediate family member of the student has occurred. Immediate family members include the following: spouse, parent, child, or other members of the student’s household.  Relationship to student must be clearly indicated in documentation.
  2. Appropriate required documentation:
    1. an official death certificate, or
    2. a copy of a newspaper obituary notice,
    3. a letter from a physician (or other appropriate medical professional) verifying the student’s relationship to the deceased.

  1. Withdrawal is considered if the student experiences an involuntary change in work hours and/or work location that prevents the student from completing their course(s).
  2. Appropriate required documentation:
    1. Letter from the supervisor on company letterhead which includes the following:
      1. Effective date of change in work schedule
      2. New work hours
      3. New work location (if applicable)

Requests for an involuntary withdrawal based on other extreme situations will be considered on a case-by-case basis.

Procedures

Students requesting an emergency withdrawal must complete the appeal form and submit it to the Student Appeals Committee (appeals@csmd.edu). The form must explain in detail the nature of the appeal and any specific circumstances (e.g., illness, death in the family, military transfer, etc.) that may support the appeal.

The following is the procedure for appeals for military duty, medical/health concerns, death, involuntary change in work hours, or other extreme situations:

  1. The appeal form must explain in detail the nature of the request, list any specific circumstances that may support the request, and provide available documentation.
  2. If the request involves academic concerns, the letter is forwarded to the Vice President of Learning or the Associate Vice President of Continuing Education and Workforce Development for investigation.
  3. If the request involves situations other than academic concerns, the Student Appeals Committee will review the appeal. The committee meets on a monthly basis.  If the committee determines that a refund is justified, then it may authorize, as appropriate, a full or partial refund. The Student Appeals Committee will inform the student in writing of the decision via CSM College-issued email.
  4. A student may appeal the decision of the committee, in writing, to the Vice President of Student Equity and Success. The student’s letter must explain the nature of the appeal and include any supporting evidence. The appeal must be initiated within 14 calendar days of notification to the student.
  5. A written response shall be given to the student after the Vice President of Student Equity and Success has reviewed the appeal. Please allow 3-4 weeks for notification.  The decision of the Vice President of Student Equity and Success is final.
CMS Page Edit