Registration Definitions & Policies

Students enrolled in classes offered in the Fall and Spring through the School’s 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 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. 

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 must be completed so that SCPS Registration Staff can add the class in the SIS. 

Likewise, students can use the Student Center in the SIS to drop a class. They should also complete and submit the SCPS Drop/Refund Request Form. 

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
  • 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 [email protected]

Payment:  It is the policy of SCPS that payment in full is due at the time of registration, and no later than seven calendar days before the published first day of class (note: this policy has been updated for the Summer 2020 term; please see the update below this paragraph). It is the responsibility of the student to pay all charges in full unless arrangements have been made with SCPS for an employer/sponsor to pay. Failure to attend class or properly drop the class, including the submission of the SCPS Drop/Refund Request Form, do not eliminate a student’s responsibility for payment. 

UPDATE as of April 1, 2020:

Summer 2020: SCPS is committed to providing support to students who may be experiencing financial hardship due to the coronavirus pandemic. For the summer 2020 term, we are modifying the above tuition payment policy to provide additional time for students to pay their tuition. Students in degree and certificate programs at SCPS have up to 45 days after registering for summer classes to make their payments. Post-bac pre-med students in need of financial assistance should contact Student Financial Services to discuss financial aid and other payment options. The payment extension for summer 2020 does not apply to third-party payments (e.g., employer-paid). Note that students may continue to receive automated system notifications about payment due dates, however these are advisory notifications for communicating student account information, and late fees will not be charged.

Academic Year 2020-21: All SCPS students have the option to sign up for UVA’s Semester Payment Plan for Fall 2020 and Spring 2021. This is an optional, interest-free semester-based payment plan that enables students to spread their tuition payments over 3, 4, or 5 months. Students enroll in a payment plan by logging into UVAPay and selecting the Payment Plans tab. Enrollment for the Fall 2020 semester begins in May 2020.  For more information see the Semester Payment Plan on the Student Financial Services website.


Registration:  the action or decision taken by a student which results in his/her membership on an SCPS class roster; payment must accompany registration. In order to access class materials, registration is expected seven calendar days before the published first day of class. Late registrations will not be accepted after the first day of class.

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

 

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