Refund Policies

Refund of Tuition and Special Fees

Refunds are processed automatically on a weekly basis after the start of each semester. Refunds may be combined with financial aid disbursements, and therefore may be subject to financial aid disbursement dates. If payment was made by credit card, the refund will be applied back to your credit card and you will be notified by mail. All other refunds will either be mailed to the student’s last known address or returned to the appropriate financial aid program, as applicable. Refunds of less than one dollar will not be processed.

Dropping a Class

Students who officially drop one or more classes during the designated add/drop period of any semester or class will be refunded all tuition and special fees. The College accepts no responsibility for dropping you from the specific classes you intended not to take. It is your responsibility to officially drop a class during the official add/drop period of any semester, or class, if you decide not to attend. Officially dropping will ensure that you will not be charged for classes that you do not attend.

Refunds and Dropping a Classes

If you need to drop a class, you must follow the steps below to ensure a refund. Please read all categories to under- stand what your deadline is for dropping your class. You need to review each class in your schedule as they may have different drop deadlines depending on the type and length of your class.

Type of Class Session
Full-semester FALL or SPRING classes, including online or hybrid classes, and in-person classes meeting more than one day a week  Official "Drop" action in your Student Planning (online) profile must be filed prior to or during the first five (5) days of the semester.
Full-semester FALL or SPRING in-person classes meeting only one day a week Official “Drop” action in your Student Planning (online) profile must be filed by 11:59 P.M. before the second (2nd) class meeting
Full-semester SUMMER classes Official "Drop" action in your Student Planning (online) profile must be filed prior to or during the first three (3) days of the semester.
Short term in-person classes. Short term is any class that meets less than the full-semester but more than four times during the semester, like but not limited to 12-wk, 8-wk, or 4-wk classes Official “Drop” action in your Student Planning (online) profile must be filed by 11:59 P.M. before the second (2nd) class meeting.
Short term online or hybrid classes Official “Drop” action in your Student Planning (online) profile must be filed by 11:59 P.M. before the first (1st) class meeting.
Classes that meet a total of FOUR TIMES OR LESS Official "Drop" action in your Student Planning (online) profile must be filed by 11:59 P.M. before the first (1st) class meeting.
Dropping any other time Is counted as a WITHDRAWAL and will not include a refund.

You will not be automatically dropped for non-payment. If you wish to drop a class, you must take action in the Student Planning online platform, or have someone in Academic Advising assist you in the Student Planning platform.

The College accepts no responsibility for dropping you from the specific classes you intended not to take. Officially dropping will ensure that you will not be charged for classes that you do not attend.

Cancelled Class

Fees for classes cancelled by Arizona Western College will be fully refunded. A net reduction in total credits due to changes in enrollment or the cancellation of a class may qualify a student for a refund. Financial Aid recipients should refer to the Financial Aid section of the catalog for further clarification.

Military Deployment

Military personnel called to active duty for war or national disaster may apply for a full refund from Arizona Western College. Please see total withdrawal below for detailed instructions. Tuition assistance waivers may also be available through your service branch’s education office. Please contact your service branch education office for more information.

Class Withdrawals After the Add/Drop Period

The student must provide the “Last Date of Attendance” on the withdrawal form received by the Attendance and Registration Office. The “Last Date of Attendance” and the date the form was received for process with be recorded for reporting and compliance requirements.

For a partial withdrawal, no refund request will be considered, charges will remain on the student’s account, and classes will be reflected on the student’s transcript.

For a total withdrawal from all classes, students may be eligible for a full refund of all tuition and special fees. Please see “Extenuating Circumstances Refund Criteria” section for the criteria that must be met. An administrative charge not exceeding the lesser of $100 or 5% of charges assessed the student will be deducted from all refunds after the add/drop period. All financial obligations must be satis- fied prior to a total withdrawal from the College. Requests for a refund after the end of the refund period must be submitted by a Petition for Extenuating Circumstance Refund form to the Business Services Office.

Extenuating Circumstances Refund Criteria

Students withdrawing from classes for one of the following reasons may request a full refund of tuition and special fees, provided courses have not been completed. Student must submit a Petition for Extenuating Circumstances Refund form to the Business Services Office within 30 days following the semester end. All decisions made by the college are final.

  • Serious illness verifiable by a doctor's written statement that the illness prevents the student from attending all classes for the semester. (Excludes existing chronic conditions—students are responsible for properly balancing school with known chronic conditions)

  • Serious illness or death of an immediate family member that prevents the student from attending all classes for the semester.

  • Death of a student. Appropriate documentation must be provided before a refund can be given.

  • A student in the Armed Forces or the Arizona National Guard who is called to active duty and assigned to a duty station, verifiable by a copy of the orders, will be allowed to withdraw and receive a 100% refund of tuition, provided courses have not been completed.

The following reasons do NOT qualify as extenuating circumstances:

  • Difficulty adjusting to college
  • Academic Issues
  • Teaching method or dislike of an instructor
  • Inaccessibility to resources, i.e. compatible software/ hardware, etc.
  • Lack of knowledge of pertinent deadlines
  • Time or scheduling conflict
  • Transportation Issues
  • Financial Issues
  • Child Care Issues

To be eligible for a Petition for Extenuating Circumstances Refund, you must

  • Withdraw from all courses

  • Submit a Petition for Extenuating Circumstances Refund form to the campus Business Services Office

  • Present any supporting materials to the Business Services Office with your completed refund request and withdrawal form

  • Request the refund within 30 days following the semester end.
    Limitation: Never attending is not an allowable refund exception or an excuse of the debt incurred through registration.

Special Fees

Transportation Fee:
A $5 fee is charged each Fall and Spring to all students except La Paz County residents. This fee provides students a 6-month pass for unlimited use of YCAT. Spring semester's pass is valid January 1st through June 30th and Fall semester's pass is valid July 1st through December 31st. Students and employees can obtain the necessary transportation sticker at the AWC Cashier's Office. AWC employees not already taking classes may pay $5 at the AWC Cashier's Office to ride for the semester.