Tuition and Fees

Refunds

The following refund policy is in effect from October 28, 2024 for continuing students and Winter 2025 intake for new students.

Introduction

This policy presents provisions and procedures that relate to tuition refunds for degree and university transfer programs at Alexander College. Except where otherwise specified, the following content applies to all students enrolled in degree and university transfer programs, both domestic and international.

Current Policy (Until October 27, 2024 – Fall 2024 term)

Sections

1.0 Definitions

• 1.1 Domestic Student: Canadian citizens, Canadian permanent residents, and Convention refugees in Canada are classified as domestic students. International students who are dependents of foreign diplomats in Canada or have their own diplomatic status in Canada may also be classified as domestic students.
• 1.2 International Student: Non-Canadian students who do not hold permanent resident, convention refugee, or diplomatic status in Canada, and who must obtain the authorization of the Canadian government to enter or study in Canada, are classified as international students.
• 1.3 Tuition Refund: A tuition refund may take the form of (a) tuition credit that is returned to the student’s myAC account or (b) an amount that is returned directly to the student in the form of cheque or electronic transfer.
• 1.4 Regular Registration Period: The period between the first day of course registration until three Fridays before the start of term.
• 1.5 Late Registration Period: The period approximately 2 calendar weeks before the start of term until the add/drop/change deadline in a given term.
• 1.6 Add/Drop Period: The period at the beginning of each term during which students can make changes to their schedule by adding or dropping courses. Changes made during this period will not appear on the official transcript.
• 1.7 Course Drop: Discontinuation of registration in a course prior to the course drop deadline (the end of week one of a given term). If tuition fees have been fully paid for the dropped course, the refund amount is determined by the course drop/withdrawal policy.
• 1.8 Course Withdrawal: Discontinuation of registration in a course after the course drop deadline and prior to the course withdrawal deadline. In accordance with the course drop/withdrawal policy, no refund is given for course withdrawals.

2.0 General Rules

• 2.1 Application for Admission fees are non-refundable and non-transferrable.
• 2.2 Standard refund requests are normally processed within 6 weeks, after all required supporting documentation has been submitted.
• 2.3 Refund appeals due to exceptional circumstances are normally processed within 8 weeks after all required supporting documentation has been submitted.
• 2.4 Refunds are issued in the name of the student, unless an alternative request is submitted by the student in writing.

3.0 Course Drop/Withdrawal

Subject to Sections 8-10 below, students who drop a course are eligible for a refund of tuition fees as follows:

• 3.1 Before the first day of term: 100% refund prior to the start of classes.
• 3.2 After the first day of term:
  • 3.2.1. 70% prior to 4:00pm on the first Wednesday of the first week of term.
  • 3.2.2. 50% after 4:00pm on the first Wednesday of the first week and prior to the end of the first week of term.
  • 3.2.3. No refund is issued for course withdrawals after 4:00pm at the end of week one.
• 3.3 Drop or withdrawal of registered courses must be performed electronically using the myAC student information system prior to the published deadlines. The eligible refund amount is determined by the time and date of the drop and credited to the student’s myAC account immediately.

4.0 Refund of Supplemental Fees

• 4.1 Term-based supplemental fees are fully refundable if the student drops all courses prior to the add/drop deadline.
• 4.2 Laboratory fees are fully refundable if the student drops the applicable lab science course(s) prior to the add/drop deadline.

5.0 Refund Appeal Due to Exceptional Circumstances

• 5.1 Students who are unable to commence or continue studies due to exceptional circumstances may submit an appeal to the Student Financial Services department for a partial or full refund. Alexander College reserves the right to determine what an exceptional circumstance is and what supporting evidence must be submitted. The decision of the Refund Appeals committee is final.

6.0 Refund of Unclaimed Funds

• 6.1 Students who discontinue studies are expected to claim refundable funds within 24 months of discontinuation. Funds that are unclaimed by the end of 24 months from the last date of active enrolment will revert to the College.

7.0 Refund of Commitment Fee for New International Students

• 7.1 A Commitment fee is a lump sum deposit of fees equivalent to 15 credits, which is required to be paid by new international students prior to issuance of a Letter of Acceptance for the purpose of applying for an initial study permit.
• 7.2 Commitment fees paid by new overseas international students are non-refundable and non-transferrable after an LOA has been issued unless the student is unable to commence studies due to refusal of an initial Study Permit from Immigration, Refugees and Citizenship Canada (IRCC). In the event of an initial study permit refusal, students are eligible for a full refund of the Commitment Fee less the $200 application for admission fee and an administrative fee of $300.
• 7.3 New overseas international students are responsible for notifying the College of their study permit refusal using the appropriate form.

8.0 Refund of Tuition Deposit for Continuing International Students

• 8.1 A tuition deposit is a lump sum deposit of fees equivalent to at least 9 credits, which is required to be paid by continuing international students prior to issuance of another Letter of Acceptance (LOA), Confirmation of Enrolment (COE), or Confirmation of Continuing Studies Status (CCSS) for the purpose of applying for a study permit extension or restoration.
• 8.2 Tuition deposits are non-refundable and non-transferrable after an LOA or COE has been issued unless the student is unable to continue studies due to refusal of a study permit extension or restoration of status from IRCC.
• 8.3 In the event of a refusal of a study permit extension or restoration of status from IRCC, non-registered students are eligible for a full refund of the tuition fee deposit less the $200 application for admission fee and a $300 administrative fee.
• 8.4 In the event of a refusal of a study permit extension or restoration of status from IRCC, registered students are required to notify the college, using the appropriate form, prior to the regular registration deadline. Refund eligibility follows the course add/drop provisions described in Section 3.

9.0 Refund Request Procedures

• 9.1 Commitment Fee or Tuition Deposit Refund Request
  The student must submit the following:
  • Refusal of Study Permit form
  • Refusal letter, issued by Citizenship and Immigration Canada. The date of the refusal letter must be subsequent to the issue date of the most recent Letter of Acceptance, Confirmation of Enrolment Letter or Continuing Studies letter.
  • Electronic Funds Transfer (EFT) form, if applicable.
  • Letter of Authorization from the student (if the bank account is not in the name of the student), if applicable.
• 9.2 Tuition Refund Request (Excluding Commitment Fee and Tuition Deposit)
  The student must submit the following:
  • Refund Request form.
  • Electronic Funds Transfer (EFT) form, if applicable.
  • Letter of Authorization from the student (if the bank account is not in the name of the student), if applicable.
• 9.3 Tuition Appeal Procedure
  The student must submit the following:
  • Refund Appeal form.
  • Evidence of exceptional circumstances, as directed by the Student Financial Services Department.
  • Electronic Funds Transfer (EFT) form, if applicable.
  • Letter of Authorization from the student (if the bank account is not in the name of the student), if applicable.