DCCCD BUSINESS PROCEDURES MANUAL 15.0 CONTINUING EDUCATION Section Changes to Class Schedules. Revision Log Sheet. Sent to IT for Posting

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1 PAGE 1 Revision Log Sheet Sub-Section Revision Start Revision End Sent to IT for Posting Summary of Changes /21/05 01/30/06 2/14/06 Changed refund policy to be consistent with DCCCD Board Policy - FBB (LOCAL) CONTINUING EDUCATION REFUND (excluding information regarding Bill J. Priest).

2 PAGE 2 CHANGES TO CLASS SCHEDULES ADDING/DROPPING A. Students may change class sections or courses prior to the second class day. A drop request to add/drop may be made by the student (via telephone, fax machine, mail, or in person). The request must be submitted to the Continuing Education Office. B. When the designated data entry transaction is approved, staff will enter the requested course/class change(s) into the Continuing Education Registration System. 1. The system will adjust the schedule, recalculate the tuition and fees, and generate an adjusted class schedule/fee receipt. Any refund amounts due the student or any balances due from the student will appear in the appropriate columns on the adjusted class schedule/fee receipt. 2. If the student owes additional funds to the college, the cashier shall collect the payment according to the procedures described in section Any refunds due the student will be processed as described in section The original page of the adjusted class schedule/fee receipt will be provided to the student. C. The college Business Office or the Continuing Education Office will file a copy of the adjusted class schedule/fee receipt to substantiate the course/class change(s).

3 PAGE 3 INTERCAMPUS TRANSFERS A. The student initiates the "drop" process at the campus of original enrollment, stating the intention to enroll at another DCCCD college. B. The Continuing Education Office where the student desires to enroll will update the student's master record on the Continuing Education Registration System with the new college location and class schedule information. The system will generate an adjusted class schedule/fee receipt. C. The student will pay any amounts due as indicated on the class schedule/fee receipt. D. If the student is due a refund, reference procedures in section CANCELLED CLASSES The following steps are followed when a class is cancelled: A. The Continuing Education Program Director or designated campus administrator will identify and authorize a class cancellation, when appropriate. B. The Continuing Education Office will contact the instructor, Human Resources office, and enrolled students, informing them of the option to select an alternate course. C. If a student does not elect to enroll in an alternate course, a refund will be processed as described in section

4 PAGE 4 REFUNDS A. The District s policy for continuing education refunds shall be as follows. 1. Students who submit a request for withdrawal, either written or verbal, from a continuing education course shall have their tuition and mandatory fees refunded according to the following schedule: Prior to the first class day of the course (i.e., by the close of business on the last business day preceding the first scheduled meeting day of the course) During the first two class days of the course (i.e., by the close of business on the second scheduled meeting day of the course) After the second class day of the course 100% 80% NONE 2. Tuition and fees paid directly to the institution by a sponsor, donor, employer, or scholarship shall be refunded based on the terms stipulated by District Policy. 3. A student may appeal a refund decision to the Refund Petitions Committee or the Dean of Continuing Education at the campus. a. Refund petitions, accompanied by an explanation of any extenuating circumstances, shall be submitted to the Refund Petitions Committee or the Dean of Continuing Education on the campus. b. If the petition is approved by the committee or the Dean of Continuing Education, the student shall be notified and shall receive a refund of tuition and fees according to the appropriate schedules in this policy. 4. Petitions for refunds will not be accepted after the end of the quarter for which the refund is being sought. 5. This refund policy applies specifically to students enrolling individually in publicly offered continuing education courses that have more than two class meetings. 6. In cases of one and two day courses, conferences, tours and other special events, the

5 PAGE 5 campus may publish and enforce an alternate refund policy and schedule. 7. If tuition and fees are collected in advance of the start date of a program and the Institute cancels the class, 100 percent of the tuition and fees will be refunded within 30 days of the planned start date. B. All blocks must be cleared before refund checks can be automatically processed through the computer system. C. If tuition was paid by check or cash, and the student does not have any blocks on his/her records, a refund check will be automatically generated by the system (unless the student has enrolled in an alternate class with an equivalent fee). D. Credit card refunds must be processed through the POS (point-of-sale) terminal by the college Business Office or designated cashier. (Ref. Cash procedures - Section 1 of the Business Procedures Manual.) E. All continuing education refund activity can be identified by college through audit trail reports and accessing the online system. F. Exception conditions (such as blocks against a student's records or tuition payments by credit card) that cannot be automatically processed will be identified on the appropriate reports.