Fee, Withdrawal and Tuition Refund Policy

Policy Number: SS-3108-2023

Policy Title: Fee, Withdrawal and Tuition Refund Policy

Policy Owner: Registrar

Effective Date: November 23, 2023

Last Revised: May 21, 2024

1. Purpose

This policy outlines the requirements related to fees, withdrawals and tuition refunds associated with postsecondary, continuing education and apprenticeship students. Mohawk College is committed to a consistent, equitable and transparent process related to the sharing of fee information and to support a student's decision to withdraw from the college.

2. Application and Scope

The fundamental principles associated with the application of fees, withdrawals and refunds, and the corresponding actions, is that students should not encounter barriers or impediments in applying this policy to their actions. This policy applies to all full-time and part-time domestic and international students registered in a post-secondary, continuing education or apprenticeship program or course at Mohawk College.

3. Definitions

“Academic Year” means three consecutive terms of study beginning in September and concluding in August of the following year.

“Administrative Fee” means a fee applied to cover expenses related to withdrawal and refund.

“Applicant” means an individual applying to a program of instruction, known as a program of study at Mohawk College.

“Apprenticeship Student” means a student attending in-school training, either block or day release training under a registered training agreement with the Ministry of Labour, Immigration, Training and Skills Development (MLITSD)

“Compulsory Withdrawal” means a termination of studies initiated by the College, where the student has not met the academic requirements to progress in their program of study.

“Cease Trained” means a termination of studies initiated by the college after an apprenticeship student has had three (3) days of unexcused absences.

“Domestic Student” means a student who is a Canadian citizen or person with permanent resident status.

“Fees” means funds owed to Mohawk College prior to registration and timetable selection, including the tuition deposit, tuition, ancillary fees and, if applicable, program fees.

“Fees Committee” means the committee, comprised of Mohawk College staff, charged with ensuring compliance with any relevant Ministry of Colleges and Universities (MCU) policy or internal approval structures (Audit, Finance & Infrastructure, Board of Governors etc.).

“Full-time Student” means an individual who is registered in at least 66.66 per cent of the assigned course requirements for a specific term or at least 70 per cent of the scheduled contact hours of an approved postsecondary program.

“In-school training period” means the period of in-school training as outlined by the registered training agreement with the Ministry of Labour, Immigration, Training and Skills Development (MLITSD); for apprenticeship students only.

“International Student” means a student attending a postsecondary program or course on a valid study permit, who is not a Canadian citizen or person with a permanent resident status.

“Part-time Student” means an individual who is registered in less than 66.66 per cent of the assigned course requirements for a specific term and less than 70 per cent of the scheduled contact hours of an approved postsecondary program.

“Student” means any person or persons enrolled or in the process of enrolling in a course or program for part-time or full-time study (also referred to as Domestic Student, International Student, Full Time Student, Part Time Student).

“Tuition Refund” means funds paid to Mohawk College which are now being returned following a withdrawal from the institution.

“Withdrawal” means a termination of studies initiated by the student.

4. Principles

Withdrawal and refund requirements will be developed in a manner that supports student success. Established college practices will be made to aligned with binding policy requirements, while ensuring equity across the process.

Important Academic Dates and Deadlines for each academic term, which include withdrawal and refund information, are posted on the College's website.

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Leadership Team.

5.2 Compliance

The Registrar's Office is responsible for monitoring compliance with this policy and updating the policy every 5 years or earlier as required.

6. Rules

6.1 Fees

Tuition fees are recommended by the Registrar’s Office in accordance with the Ministry of Colleges and Universities’ (MCU) tuition fee framework and are approved by the Senior Leadership Team and the Board of Governors.
Compulsory ancillary fees are established in accordance with the MCU’s Compulsory Ancillary Fee Protocol and are approved by the Senior Leadership Team and the Board of Governors.
Compulsory Program Fees are established by the program areas for specific materials not covered by tuition that are required to successfully complete the program. Compulsory program fees are approved by the Fee Committee.
All tuition-related fees must be paid by the due dates as outlined in the important dates schedule published on the Mohawk College website for each term or as communicated directly to apprenticeship students via the Offer of Classroom Training provided by the Ministry of Labour, Immigration, Training and Skills Development (MLITSD). Payments for classroom training are required to secure the seat and are processed on a first come first serve basis. Payments received after the published deadlines are subject to late fee charges. Late fees are non-refundable.
If fees and/or fines remain unpaid after the published deadlines, enrolment restrictions will be applied and can include loss of system access and withholding of official transcripts and credentials.
Outstanding student accounts will be forwarded to a third-party collection agency via the Accounting Services Department.

6.1.1 Paying Fees

Payment is required in accordance with established timelines and as listed on the Fee Statement, provided in the Offer of Admission (International), or within the “Offer of Classroom Training” from the Ministry of Labour, Immigration and Skills Development (apprenticeship).
Fees paid by International Students as part of Express Visa program requirements (i.e., required to pay two semesters tuition), are not eligible for a refund of excess funds. Fees paid will be applied to upcoming terms.
Students who have applied and are eligible for Ontario Student Assistance Program (OSAP) funding are still required to make the minimum tuition deposit payment by the established deadline to hold their seat in the program. The balance of fees must be paid by the deferral due date as listed in the Important Academic Dates calendar and/or Fee Statement. Payment for any fees not covered by OSAP, band funding, or other sponsorships is the responsibility of the student.

6.2 Withdrawals

6.2.1 Program Withdrawals (Post Registration/Timetable Selection)

Students wishing to withdraw from their program follow established procedures.
Domestic Student withdrawal for the purpose of tuition refund will follow the established Tuition Refunds process and timelines (see the Postsecondary Program/Course Withdrawal link below).
International student withdrawal for the purpose of deferral or refund will follow the established Change of Application status process for international students (see the International Change of Application Status link below).
Students who have been subject to compulsory withdrawal should follow the steps provided within their promotion status letter to discuss program re-admission or other program options.

6.3 Course Withdrawal

6.3.1 Post-Secondary Students

Postsecondary students use the MyMohawk registration process to withdraw from a course.
If a student drops a course within the first ten days of classes, the course will be removed from the transcript.
Students who drop a course after ten days, but within ten weeks of the start of classes, will receive an indication of "W" (withdrawn) on their transcript.
For students who drop a course after their first ten weeks of classes, the transcript will reflect the grade earned.

Note: Postsecondary students who have paid full fees and reduce their workload to part time through individual course withdrawal, may receive a partial tuition refund if they withdraw before the end of the first ten days of the semester.

6.3.2 Continuing Education Students

Continuing Education students submit their withdrawal online via their Continuing Education Registration Student Home Page at least 10 days before the end of the course to avoid academic penalty.
If a student drops a course at least 10 days before the end of the course, the grade will be reflected as a “W “(withdrawn).
If a student does not drop the course or drops within the last 10 days of the course, the grade earned will be reflected on the transcript.
If a student never attends the course, the grade will be reflected as “UW” (unofficial withdrawal)

6.3.3 Apprenticeship Students

Apprenticeship Students must complete the Apprenticeship Withdrawal/Refund Application to be considered for a withdrawal.
Withdrawal submissions must be received by the third class to be processed; a $50 administrative fee will apply. Withdrawal submissions received beyond the third day of training are not eligible for a refund and will not be processed.

6.4 Refunds

Refund eligibility is based on key dates of the academic cycle. Refer to the Important Academic Dates Calendar for more information.

6.4.1 Post-Secondary Applicants - Application Withdrawal

Withdrawal from Mohawk College prior to the selection of a timetable requires notification to the college's Admissions department to be eligible for a refund of tuition and ancillary fees paid, less the non-refundable tuition deposit or applicable holdback fee. Any amount more than this will be refunded to the student. Applicants should decline their offer in the application system and/or contact the Admissions department for additional information.
International applicants who received a visa denial will be entitled to a full refund of fees less an administrative fee.

6.4.2 Post-Secondary Students

Following Timetable Selection and up to the Tenth Day of Classes

Withdrawal within the first ten days of the program semester start will entitle students to a full refund of all tuition and ancillary fees paid, less the non-refundable tuition deposit. If a student does not submit a withdrawal, the individual will be responsible for full tuition fees for the semester.

After First Ten Days of Classes

There are no refunds for students withdrawing from Mohawk College after the first ten days of the program semester start. All prepaid semesters beyond the current semester are refundable.

6.4.3 Continuing Education Students

An administrative fee per course is withheld if the student withdraws before the second scheduled class, whether they attended or not.
No refund will be issued for withdrawals on the day of/after the second scheduled class, whether the student attended or not.
The Standard Refund Policy may not apply to seminars, workshops, Travel Education, Corporate Training, Community Training, and Credit for Prior Learning courses.

6.4.4 Apprenticeship

A full refund will be issued if the student withdraws before classes start.
If the student attends any of the first three days of class, an administration charge will be held back.
No refund will be available after the third day of the in-school training period.

6.5 Program Suspension or Course Cancellation

In the event of a program suspension or cancellation, a full refund of tuition and ancillary fees paid will be provided to the student.

6.6 Extenuating Exceptions

The College is committed to maintaining consistent standards. Exceptions to policy for apprenticeship students are reviewed by the Academic Manager. Refund and withdrawal exception requests for continuing education courses are reviewed by the Continuing Education department; and exception requests for post-secondary students (courses)are reviewed by a standing committee composed of members from the following groups:
- Registrar
- Dean of Students
- Chief Equity, Diversity and Inclusivity Officer
- Associate VP Academic
- Associate VP International
- Director, Centre for Indigenous Relations, Knowledge, and Learning
The decision of the committee is final and binding and cannot be appealed.
Refund and/or withdrawal exemption requests must be received
- within six (6) months from the last day of the term in which the student was enrolled (or had applied) for which the exception request is being submitted
  - Students must have completed a course withdrawal or program withdrawal prior to submitting a request for a refund/withdrawal exception.