Withdrawals and Tuition Refunds
Tuition refunds are made only in the case of class cancellation or official withdrawal from CTC or from a course. For students receiving military tuition assistance, the effective date of withdrawal is the date the Application for Withdrawal / Refund is signed by the designated Education Center Representative. The instructor must sign the withdrawal form.
GoArmyEd students are required to withdraw through the GoArmyEd Portal.
For self-pay students, refunds are computed from the date the Application for Withdrawal or Refund is filed with the CTC Field Representative or designated Student Services Officer. Special conditions apply to students who receive federal, state, and/or institutional financial aid; and the refund is generally calculated based upon the student's last date of attendance.
Although the following refund schedule is provided, refunds for tuition and fees are based upon the contract or memorandum of understanding for which the College operates. Students enrolled in distance learning courses delivered from the Central Campus in Killeen, Texas, should refer to the General Catalog.
Tuition Refund Schedule
- 100% Withdrawal before the first day of class.
- 75% Withdrawal if not more than 1/8 of the class has elapsed.
- 25% Withdrawal if not more than 1/4 of the class has elapsed.
- 0% Withdrawal if more than 1/4 of the class has elapsed.
Refund schedule is calculated based on the first calendar day of the term and includes all weekdays, Monday through Friday, which are not designated official Central Texas College holidays.
Tuition and fees paid directly to the Institution by the Veterans Administration, Title IV (Financial Aid Programs), a sponsor, donor, or scholarship shall be refunded to the source rather than directly to the students.
Emergency withdrawal will be considered to be filed as of the date of the emergency. Students must submit written proof of emergency such as military emergency leave orders or medical certification of family emergency. Refunds under emergency conditions will follow the tuition refund schedule listed above.
Special Consideration Withdrawals
Special Consideration is available under the following conditions:
- Any student suffering a catastrophic illness or accident or death in the immediate family.
- Active duty military students who receive PCS or deployment orders and dependent family members of active duty military who receive PCS orders after the start of classes which require the service member to depart before the class is completed.
A student must present a copy of the deployment orders, medical certification, death certificate, or published obituary along with the refund request to be eligible for special consideration. Refunds under these conditions will follow the tuition refund schedule listed below.
- If withdrawing before 1/4 of the class has elapsed, 100 percent refund.
- If withdrawing after 1/4 of the class has elapsed and prior to the midpoint of the course, 50 percent refund.
- After the midpoint of the course, no refund will be given.
Please note that NTC rotations and field exercises are NOT considered deployments under this policy.
Course Withdrawals, Student Responsibilities
It is the student's responsibility to officially withdraw from a course. The instructor cannot initiate a withdrawal based upon a student's request. Rather, students must initiate the withdrawal with the designated Education Center Representative, through the CTC Field Representative or the Student Services Officer for that region.
Students who do not officially withdraw and cease to attend or participate in the class may be administratively withdrawn from the course by the instructor. In such cases, the instructor may assign the student a grade of "W" or "F" for nonattendance.
Incomplete Grade Policy
An instructor may assign a student the Grade of "IP" is he/she so chooses to do so. With an "Incomplete" grade, students are required to complete a set amount of work before the instructor will submit an official letter grade. This date must be within 120 days of the end of course date. After completion of the work the instructor can then change the grade of "IP" to the appropriate letter grade. If this work is not completed by the specified date the instructor will change the grade to "F".