Document No. REG-1019
Revision No. 2502 on Feb 1, 2025
1. Purpose
This policy outlines general guidelines for prohibited behavior and any misconduct made by students, faculty, administrators, or any party. This policy requires oversight by persons academically qualified to make necessary judgements.
2. Scope
This policy applies to all Richmindale curriculum development teams, faculty, administrators, and students.
3. Policy
If for any reason a student is denied admission or chooses to withdraw from a program or a course, Richmindale College has established this cancellation, withdrawal, and refund policy for the student’s protection. A student may terminate enrollment at any time by notifying the school in writing indicating the expected last date of attendance as the cancellation or withdrawal date. The written notification of cancellation should be addressed to the Chief Academic Officer of Richmindale College, and must be signed, dated, and sent via postal mail or student’s official email using the mailing information below.
Mail To: Richmindale College
185 N. Apache Trail, Suite 1, Apache Junction, AZ 85120, United States of America
Email To: cancel@richmindale.com
Notification letters sent through postal mail must be mailed on or before the effective cancellation or withdrawal date mentioned in the letter. Richmindale College uses the actual mailing date as the cancellation or withdrawal date if the letter is mailed after the specified effective cancellation or withdrawal date.
Any money due to a student must be refunded within 30 days of a cancellation request, regardless of whether materials have been returned.
10.1.
Non-Acceptance
An applicant who is denied admission by the school is entitled to a refund of all monies paid.
10.2.
Five-Day Cancellation
A student has five (5) calendar days (excluding holidays) after signing an enrollment agreement to cancel enrollment and receive a full refund of all monies paid to Richmindale College. The refund does not include items purchased from third-party entities, such as textbooks and software licenses and subscriptions. Richmindale College provides the refund amount to the student or to the person who paid the student’s tuition and fees no later than 30 calendar days after receiving the written notice of cancellation, regardless of whether materials have been returned.
10.3.
Cancellation More Than Five Days, But Prior to the Commencement of Classes
A student requesting cancellation more than five calendar days after signing an enrollment agreement, but prior to beginning a course or program, is entitled to a refund of all monies paid minus: an application/transfer credit evaluation fee of up to $75; a one-time admission fee per program of no more than 20 percent of the tuition and not to exceed more than $200; and other fees purchased from third-party entities, such as textbooks, software, and library service fees, if provided by a third-party service (e.g., LIRN, Westlaw, ProQuest, EBSCO). Richmindale College provides the refund amount no later than 30 calendar days from the cancellation or withdrawal date.
10.4
Cancellation and Refund After the Commencement of Classes
Richmindale College uses a refund policy based on time period of semester credit hours. A student requesting cancellation after the commencement of classes is entitled to a refund based on the Table of Charges and Refunds. Richmindale College retains the fees described in the Non-Refundable Fees After Commencement of Classes. Richmindale College provides the refund no later than 30 calendar days from the cancellation or withdrawal date.
Cancellation For Not Returning from Authorized Leave
Students who are on authorized Leave of Absence and failed to return on the scheduled date without notice or without valid reason are withdrawn from their program, and the cancellation or withdrawal date is the date the students were scheduled to return from the leave and failed to do so.
Students who are withdrawn for not returning from authorized leave may be entitled to a refund based on the Table of Charges and Refunds. Richmindale College retains the fees described in the Non-Refundable Fees After Commencement of Classes. Richmindale College provides the refund amount no later than 30 calendar days from the cancellation or withdrawal date.
Cancellation Due to Excessive Absences
Students who have not attended or participated a class for 30 consecutive scheduled class days are withdrawn from their class. Students who have not attended or participated in all classes for 30 consecutive scheduled class days are withdrawn from their program. The cancellation or withdrawal date is the last day of the 30 consecutive days. See the Attendance Policy and Participation Policy for more information.
Students who are withdrawn due to Excessive Absences may be entitled to a refund based on the Table of Charges and Refunds. Richmindale College retains the fees described in the Non-Refundable Fees After Commencement of Classes. Richmindale College provides the refund amount no later than 30 calendar days from the cancellation date.
Cancellation For Not Submitting Official Transcripts
Richmindale College may approve and accept admission applicants to a degree program using their unofficial transcripts in evaluating their eligibility. Once accepted, the newly admitted students are allowed to enroll in courses in one enrollment period not to exceed 12 semester credit hours. Richmindale College must receive their official transcripts within this one enrollment period, or they are withdrawn from their program.
Students who are withdrawn from the program for not submitting official transcripts within one enrollment period cannot earn credits for the courses that they have completed for the semester. They may re-apply for admission when their official transcripts are ready, however, they must go through the same admission application process, including the payment of fees. They may be entitled to a refund based on the Table of Charges and Refunds. Richmindale College retains the fees described in the Non-Refundable Fees After Commencement of Classes.
Richmindale College provides the refund amount no later than 30 calendar days from the cancellation date.
Cancellation For Failure to Complete a Program Within the Tuition Period Covered
The Enrollment Agreement between Richmindale College and students specifies a tuition period covered by the agreement, which is normally 1.5 times the standard period or duration to complete the program that a student has been enrolled in. Students are withdrawn if they fail, or are about to fail, to complete the required courses of a program within the specified tuition period covered by the enrollment agreement. The cancellation or withdrawal date is the first day of the semester classes when they are identified that they will fail or have failed to complete their program within the tuition period coverage. Students are not allowed to enroll in any semester when they have been identified to fail in completing their program tuition period coverage. There is no applicable refund for this cancellation or withdrawal. Students may re-apply for admission by going through the same admission application process, including the payment fees.
Non-Refundable Fees After Commencement of Classes
When a student cancels or withdraws enrollment after the commencement of classes, Richmindale College retains the application fee and a one-time registration fee of no more than 20 percent of the tuition (not to exceed $200), and an application/transfer credit evaluation fee of up to $75, if applicable.
Richmindale College does not provide refunds for items that are purchased by students from third-party vendors, such as textbooks, software licenses and subscriptions, and library service fees.
Note that all cancellation or withdrawal refunds after the commencement of classes apply only to the current semester. Any payments made for the attempted courses in the previous semesters are not refundable.
Table of Charges and Refunds
When a student cancels after completing at least one lesson assignment but less than 50 percent of the graded assignments, Richmindale College may retain the credit transfer evaluation fee (if applicable) and/or admission fee of no more than 20 percent of the tuition (not to exceed $200) and library service fees, plus a percentage of tuition paid by the student in accordance with the following schedule:
Percent (%) of the credit hours attempted*
(Credit hours counting starts from the date when the classes started and includes holidays)
Percentage of tuition and miscellaneous fee returned to the student minus the admission fee and/or credit transfer evaluation fee
(based on the total cost of enrolled credits for the current semester)
Percentage of tuition and miscellaneous fee retained by Richmindale College
Less than or equal to 10%
90%
10%
More than 10% and less than or equal to 20%
80%
20%
More than 20% and less than or equal to 30%
70%
30%
More than 30% and less than or equal to 40%
60%
40%
More than 40% and less than or equal to 50%
50%
50%
More than 50%
0%(no refund is required)
100%
* The percentage of the credit hours attempted is determined by dividing the total number of credit hours elapsed from the semester class start date to the student’s last day of attendance, by the total number of semester credit hours for the course, and multiply by 100.
For students enrolled in two or more courses that award semester credit hours, Richmindale College treats each course separately for the purpose of calculating the appropriate amount of tuition refund owed to the student.
Student Entitlement to Receive All Materials Paid
Upon cancellation, a student whose costs of education are paid in full, but who is not eligible for a refund, is entitled to receive all materials, including kits and equipment.
10.5.
Refunds of Books, Supplies and Other Third-Party Items
Books, materials, software licenses and subscriptions, and other supplies required for course completion that are not provided by Richmindale College are not under its responsibility. Students are responsible for buying these items separately from third-party vendors. Richmindale College may help students acquire these items, but it is not responsible for and does not provide refunds related to these items. Refunds and related fees for these items are subject to the outside third-party vendor policies and terms with the student.
10.6.
Refund Examples
Richmond applied for admission and transfer of credits to a degree program at Richmindale College, and paid $100 for the admission/registration fee and another $75 for the transfer of credit evaluation fee.
On July 1, Richmond and Richmindale College signed an enrollment agreement. On the same day, Richmond enrolled in five 3-credit classes, a total of 15 credits, for a semester with classes that start on September 1. The semester tuition is $1500, calculated as $100 multiplied by 15 credits. The semester miscellaneous fee is $150, calculated as $10 multiplied by 15 credits. The total cost for the semester is $1650, excluding the admission/registration fee and the transfer of credit evaluation fee. Based on the terms of payment, the total cost for the semester is divided into 3 payments. Each monthly payment is equal to $550, calculated as $1650 divided by 3. Richmond paid the first monthly installment (payment 1 of 3) of $550. One of the courses requires a software license. Richmond purchased the software license worth $100[1] from a third-party vendor. Richmond paid a total of $725 as initial payment to Richmindale for his admission application ($100), credit transfer evaluation ($75), and first installment of his enrolled courses ($550). Richmond also spent $100, separately, on a required software license from a third-party vendor.
Refund Example 1: Five-Day Cancellation
Richmond decided to cancel/withdraw and wrote a cancellation notification letter with an effective withdrawal date of July 5, signed and dated the letter, and mailed it to a Richmindale College office on July 5. The mail took 7 calendar days to reach Richmindale’s office. Richmindale received the mail on July 12. Since Richmond’s withdrawal date is July 5, which is within five calendar days after signing the enrollment agreement, and he sent the mail on or before the withdrawal date, Richmindale must refund him all monies paid amounting to $725[1] within 30 calendar days (by August 4). The refund amount includes the admission fee, credit transfer evaluation fee, and first monthly installment; but does not include the software license of $100 which Richmond bought from a third-party vendor.
If Richmond mailed the notification letter after the withdrawal date of July 5, let’s say July 7, Richmindale would have used the mailing date of July 7 as the effective withdrawal date, which does not fall under the Five-Day Cancellation policy. Instead, the Cancellation More Than Five Days, But Prior to the Commencement of Classes policy applies.
Refund Example 2: Cancellation More Than Five Days, But Prior to the Commencement of Classes
Richmond decided to cancel/withdraw and sent a notification letter to cancel@richmindale.com via his official email. The effective cancellation or withdrawal date in the notification letter is July 7, which falls under cancellation of more than five days from signing of enrollment agreement, but prior to the commencement of classes scheduled on September 1, assuming there are no official holidays from July 1.
Based on this refund policy, Richmond is entitled to a refund of all monies paid minus the credit transfer evaluation fee of $75 and the one-time admission fee of $100. Richmindale does not refund the software license that Richmond bought from a third-party vendor. Richmindale must refund Richmond the amount based on the following calculation:
Description
Amount
Notes
Total Initial Payment
$ 725
Excluding $100[1] for software license from third-party.
LESS: Admission Fee
— 100
LESS: Credit transfer evaluation fee
— 75
NET REFUND AMOUNT Payable within 30 calendar days.
$ 550
Amount to be returned to the student
Refund Example 3: Refund After the Commencement of Classes
Richmond enrolled in classes for the semester that started on September 1. After few days of classes, Richmond decided to cancel/withdraw and sent a notification letter to cancel@richmindale.com via his official email. The effective cancellation or withdrawal date in the notification letter is September 14, which is week 2 of classes from September 1.
Richmond is entitled to a refund based on the following calculation:
Description
Amount
Notes
Total Tuition and Miscellaneous Fee for the 15 credits enrolled in the current semester of 15 weeks.
$ 1650
Percentage of Tuition and Miscellaneous Fee to be Returned to the Student on Week 2.
See Table of Charges and Refunds for reference.
80%
Total credit hours = 15 credits x 15 semester weeks = 225
% credit hours attempted:
15 credit hours x 2 semester weeks รท 225 total credits
= 0.1333 x 100 = 13.33%
More than 10% and less than or equal to 20% = 80%
Total Paid Amount
$ 1320
Refund Amount = $1650 x 80% = $1320.
Student Total Paid Amount for the enrolled courses in the current semester.
Initial Payment
$ 725
Admission, credit transfer, and first monthly payment.
LESS: Admission Fee
— 100
See Non-Refundable Fees After Commencement of Classes for reference.
LESS: Transfer of Credit Fee
— 75
Total Paid Amount
$ 5500
Excluding the software license purchased by the student from a third-party vendor[1].
Student Total Unpaid Amount for the enrolled courses in the current semester.
Total Tuition and Miscellaneous Fee for the 15 credits enrolled in the current semester of 15 weeks
$ 1650
Tuition = $100 x 15 credits = $1500.
Miscellaneous Fee = $10 x 15 credits = $150.
Total Paid Amount
— 550
Total Unpaid Amount
$ 1100
Amount not paid yet based on the total tuition and miscellaneous fee for the current semester.
Get Net Refund Amount
Total Refund Amount
$ 1320
LESS: Total Unpaid Amount
— 1100
NET REFUND AMOUNT
Payable within 30 calendar days.
$ 220
Amount to be returned to the student based on the 80% refund on week 2.
[1]In all cases, the software license purchased by Richmond from a third-party vendor was not included in the refund because it was purchased from a third-party vendor. Richmindale College is not responsible for third-party purchases.
4. References
None