Students enrolled in classes offered in the Fall and Spring through the School’s undergraduate degree programs and the Post Bacc Pre-Med Program are governed by University add/drop dates and payment and refund policies.
Students enrolled in classes offered in the Summer through the School’s undergraduate degree programs and the Post Bacc Pre-Med Program are governed by Summer Session.
Students registering as Community Scholars are governed by University add/drop dates and refund policies.
All other students registering in classes offered through SCPS are governed by the School’s policies, as noted below.
- Add and Drop
-
Actions related to a student’s registration in a class:
- Add: Many of our students can use the Student Center in the Student Information System (SIS) to “add” a class. For those not able to use the Student Center in the SIS, a Class Registration Form or a Senior Waiver Registration Form can be completed so that SCPS Registration Staff can review the request and process the enrollment. Community Scholar students will need to review steps on our Community Scholar Webpage.
- Drop: Before the first class, students can use the Student Center in the SIS to drop a class. After the first day of class, Certificate, Master Degree, and visiting students must complete and submit the SCPS Drop/Refund Request Form. Undergraduate Degree students can self-drop after the start of the semester but should contact the Student Financial Services office about the financial implications involved with dropping a course.
The following actions DO NOT constitute an official drop of a class:
- Ceasing to attend a class
- Notifying the instructor
- Notifying the employer/sponsoring agency
- Failing to pay tuition/fees in a timely manner
- Dropping through the Student Center in the SIS after classes begin without also completing the SCPS Drop/Refund Request Form
- Class Cancellation
-
The School of Continuing and Professional Studies may cancel, modify, or make substitutions for any published class or program, may change instructors, and may change the dates and times a class is offered. SCPS offers all classes with the expectation of a particular minimum number of paid students. The School reserves the right to cancel a class seven days prior to the published start of the class.
If SCPS cancels a class, the School will contact students to determine if they wish to exchange their registration in the cancelled class for registration in another class that is being offered during the same term. If a student has registered and paid for a class which SCPS cancels, then:
The student may elect to register in an alternative class during the same term. Tuition and fees will be applied to the alternative class and the student will be responsible for any difference in tuition and fees.
Or
The student will be dropped from the class and a refund will be issued. Fees charged by the processor of credit card transactions, currently Nelnet, are not University fees and are not refundable.
- Hold
-
An action taken by SCPS or the University which is designed to alert the student to take a particular action:
Generally, a hold on a student’s account prohibits the student from registering for another class or receiving an official transcript from the University.
If a student has a balance due on the student account, a financial hold (block) will be placed until the financial obligation is met. The hold prohibits the student from registering and receiving a transcript. When the balance due is paid, the hold is released the following business day. If the hold remains after payment has been paid, please contact SCPSregistration@virginia.edu.
If a student has an SCPS hold that is usually due to missing official transcripts, students can view directions for sending in official transcript on our admissions page. Any questions about a SCPS hold should be directed to SCPSregistration@virginia.edu.
If a student has a Dean of Students hold, that usually indicates the student has mandatory trainings to be completed. The student should log into their SIS account and look for their to-do-list. Once the training is completed it will take 24 to 48 hours for the hold to be released. If you have any questions follow the instructions listed on your Student Center in SIS.
- Payment
-
It is the policy of SCPS that payment in full is due at the time of registration. Student accounts will become delinquent thirty calendar days after registering for classes. Failure to attend class or properly drop the class, including the submission of the SCPS Drop/Refund Request Form, does not eliminate a student’s responsibility for payment. Degree-seeking students, as well as Post-Bac Pre-Med students, in need of financial assistance should contact Student Financial Services to discuss financial aid and other payment options.
Students requesting that a business/organization be billed for charges, should provide a letter, email of authorization or Purchase Order to be emailed to AR-scps3party@virginia.edu no later than seven calendar days before the first day of class. The letter of authorization must be on company letterhead. The letter of authorization, authorizing email, or the Purchase Order must be from someone (other than the student) with authority to obligate the organization, and include: student name, class title, and amount being paid for by the employer/sponsor, along with a contact person, billing name, address, phone number and email.
Students are responsible for all tuition and fees associated with their class enrollment. Unpaid charges, in the event of default by the employer/sponsor or failure to meet the employer/sponsor criteria, remain the responsibility of the student.
- Payment Plans
-
SCPS degree, Post-Bac Pre-Med and Certificate students have the option to sign up for UVA’s Semester Payment Plan for Fall and Spring terms. This is an optional, interest-free semester-based payment plan that enables students to spread their tuition payments over 3, 4, or 5 months. There is a $45 enrollment fee associated with each semester a payment plan is utilized. Students enroll in a payment plan by logging into UVAPay and selecting the Payment Plans tab. For more information see the Semester Payment Plan on the Student Financial Services website.
- Refunds Policy
-
Your registration for a course commits you to payment of the charges associated with enrollment (tuition and fees). You will not be automatically dropped from a course due to a lack of attendance/participation. If you do not drop a course and do not attend/participate, you will be responsible for all applicable tuition and fees and will receive a failing grade in the course. Any charges that remain unpaid after one year will be sent to a collections agency. If you enroll in the course and decide to drop, you will be charged according to the refund schedule below.
Refunds are determined and processed by SCPS in accordance with the following policies and schedules:
- Tuition and fees are refunded according to the applicable schedules listed below.
- Fees charged by the processor of credit card transactions, currently Nelnet, are not University fees and are not refundable.
- If payment is made by check, there is a 10-day waiting period after the check is posted before a refund can be processed.
- In the event that SCPS issues a refund in error, it reserves the right to reclaim such funds.
- Refunds are computed based on the date and time requests are received by SCPS.
After the first day of class, students must complete and submit the SCPS Drop/Refund Request Form instead of self-dropping in SIS.
- Refund Schedules
-
SCPS Credit & Noncredit Classes, including Web-Based (Online) & Classroom/Internet (Hybrid or Blended) Classes
| Drop & Withdraw Timeframe |
% of Refund |
% Charged |
Grade |
| Before second class meeting |
100% |
0% |
No grade recorded |
| After second class but before third class |
80% |
20% |
W |
| After third class |
0% |
100% |
W |
If the class start date has already passed, you must submit a Drop/Refund Request Form instead of using the SIS self-service feature to drop the course.
*Asynchronous Classes: If the class is listed as asynchronous in SIS, then the first class meeting will be considered the first day of class.
Undergraduate Degrees, Post Bacc Pre-Med, Community Scholar
Approved refunds are based on the following schedules:
- The refund schedule for classes offered during the Fall and Spring for the School's degrees, Post Bacc Pre-Med Program, and Community Scholar is governed by the University’s refund schedule.
- The refund schedule for classes offered during the Summer for the School's undergraduate degrees, Post Bacc Pre-Med Program, and Community Scholar is governed by Summer Session.
- Registration
-
The action or decision taken by a student which results in his/her membership on an SCPS class roster. Registering for a course commits you to payment of the charges associated with enrollment (tuition and fees). You will not be automatically dropped from a course due to a lack of attendance/participation.
- Withdrawal
-
A term which refers to the student’s decision to end his/her programmatic relationship with an SCPS program and, therefore, the University:
Normally, withdrawal is associated with permanent discontinuation. Discontinued participation in a class does not constitute a withdrawal from the class or the program.
The following actions DO NOT indicate withdrawal from the University:
- Ceasing to attend a class
- Notifying the instructor
- Notifying the employer/sponsoring agency
- Dropping through the Student Center in the SIS after classes begin without also completing the SCPS Drop/Refund Request Form
