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Expenses & Financial Policy

The fees indicated are estimated for the 2007-2008 academic year and are subject to change by the Board of Visitors at any time.

Longwood University assesses Tuition & Fee charges to all (full-time and part-time) students on a per credit hour basis, according to course type/method of instruction.

For academic and financial aid purposes, an undergraduate-level student must be registered for at least 12 credit hours, per semester, to be considered "full-time". Undergraduate-level students registered for fewer than 12 credit hours, per semester, are considered "part-time".

Special Note: Students who audit courses pay the same tuition and required fee rates as students taking courses for academic credit.

For All (full and part-time) students, the following per credit hour tuition and fee rates apply:

Per Credit Hour Tuition & Fee Charges for Virginia Residents (In-State Students) Taking Undergraduate-Level Courses (100-400 Level Courses):

Description of Charge: Course Type / Method of Instruction*:
On-Campus  Online Off-Campus Intersession
In-State Undergraduate Tuition $141.64 $141.64 $141.64 $141.64
Student Activity Fee $6.00 $0.00 $0.00 $0.00
Comprehensive Fee $118.00 $0.00 $25.00 $0.00
Technology Fee $1.47 $0.00 $1.47 $0.00
Registration Fee $1.50 $5.00 $1.50 $0.00
Capital Outlay Fee $0.00 $0.00 $0.00 $0.00
Online Fee $0.00 $40.00 $0.00 $0.00
Total Cost Per Registered Credit Hour $268.61 $186.64 169.61 $141.64

Per Credit Hour Tuition & Fee Charges for Non-Virginia Residents (Out-of-State Students) Taking Undergraduate-Level Courses (100-400 Level Courses):

Description of Charge: Course Type / Method of Instruction*:
On-Campus  Online Off-Campus Intersession
Out-of-State Undergraduate Tuition $415.00 $415.00 $415.00 $415.00
Student Activity Fee $6.00 $0.00 $0.00 $0.00
Comprehensive Fee $118.00 $0.00 $25.00 $0.00
Technology Fee $1.47 $0.00 $1.47 $0.00
Registration Fee $1.50 $5.00 $1.50 $0.00
Capital Outlay Fee $3.97 $0.00 $3.97 $0.00
Online Fee $0.00 $40.00 $0.00

$0.00

Total Cost Per Registered Credit Hour: $545.94 $460.00 $415.00 $415.00

Per Credit Hour Tuition & Fee Charges for Virginia Residents (In-State Students) Taking Graduate-Level Courses (500 Level & Above Courses):

Description of Charge: Course Type / Method of Instruction*:
On-Campus  Online Off-Campus Intersession
In-State Graduate Tuition $180.00 $180.00 $180.00 $415.00
Student Activity Fee $6.00 $0.00 $0.00 $0.00
Comprehensive Fee $92.00 $0.00 $25.00 $0.00
Technology Fee $1.47 $0.00 $1.47 $0.00
Registration Fee $1.50 $5.00 $1.50 $0.00
Capital Outlay Fee $0.00 $0.00 $0.00 $0.00
Online Fee $0.00 $40.00 $0.00

$0.00

Total Cost Per Registered Credit Hour: $280.97 $225.00 $207.97 $180.00

Per Credit Hour Tuition & Fee Charges for Non-Virginia Residents (Out-of-State Students) Taking Graduate-Level Courses (500 Level & Above Courses):

Description of Charge: Course Type / Method of Instruction*:
On-Campus  Online Off-Campus Intersession
Out-of-State Graduate Tuition $540.00 $504.00 $504.00 $504.00
Student Activity Fee $6.00 $0.00 $0.00 $0.00
Comprehensive Fee $92.00 $0.00 $25.00 $0.00
Technology Fee $1.47 $0.00 $1.47 $0.00
Registration Fee $1.50 $5.00 $1.50 $0.00
Capital Outlay Fee $3.97 $0.00 $3.97 $0.00
Online Fee $0.00 $40.00 $0.00

$0.00

Total Cost Per Registered Credit Hour: $608.94 $549.00 $535.94 $504.00

* Note: For purposes of this policy and most other listings throughout the Expenses and Financial Policy section of this catalog:

On-campus rates apply to most credits offered through the Farmville, Virginia campus. On-campus credits will include, but are not necessarily limited to: credits associated with classroom instruction, technology-assisted courses, student teaching and internship assignments, and/or independent study assignments.

Online rates apply to Internet course sections beginning with "B" (for Blackboard).

Off-campus rates apply only to course sections numbered 90 and above.

Off-campus and Online rates apply to those types of courses regardless of the term.

Intersession rates apply only to credits associated with classroom-based courses and/or Longwood University faculty-lead tours (abroad) beginning after the end of the fall semester and ending before the normal start date of the spring semester.

Per Semester Room & Board Charges-For All Students (Virginia and Non-Virginia Residents):

Description of Charge: Per Semester Rate  Description of Charge Per Semester Rate
Residence Hall Rooms   Meal Plans  
Main Campus--Double/Triple: $1,920.00 14 Meal Plan + $150.00 $1,218.00
Main Campus--Single: $2,220.00 Unlimited Meal Plan +50.00 $1,450.00
Longwood-Managed Apartments   Block 150 Meal Plan + $150.00 $1,052.00
Lancer Park, formerly Lancer Village/Stanley Park: $2,220.00 10 Meal Plan + $50.00 $1,060.00
Longwood Village: $2,300.00 10 Meal Plan + $50.00 $960.00
Longwood Landings--Quad: $2,475.00 5 Meal Plan + $50.00 $466.00
Longwood Landings--Single (Studio) $2,700.00 5 Meal Plan + $100.00 $516.00

Students living in Longwood-managed properties are required to purchase a meal plan. Those living on the Main Campus must choose from the following: Unlimited+$50 Plan, 14+$150 Plan, 10+$50 Plan, 10+$150 Plan, or the Block 150+$75 Plan. Those students living in Longwood-managed apartments, since they are provided with kitchen facilities, can choose from those listed above, as well as from the 5+$100 Plan and the 5+$50 Plan. Commuting students can opt to purchase any of the offered meal plans. For those living in the Main Campus residence halls, the default is the 14+$150 Plan. For those living in our Longwood-managed apartments, the default is the 5+$50 Plan.

Other Fees

Course Fees: Some academic course offerings require additional course and/or lab fees. These fees will be assessed to all students enrolled in the course at the end of the Add/Drop period. Fees typically range from $5 to $300.

Field Courses: Since charges vary for students enrolled in student teaching, semester rates may be obtained in the Office of Student Teaching.

College Plus Program: A fee of $350.00 is charged, first semester, to new students admitted to Longwood under the College Plus Program. This program provides a supported learning environment during the first semester for new freshman who show a strong potential for academic success at Longwood. The program is for the fall semester, but students are encouraged to remain in contact with the Director for as long as a need remains.

On-TRAC / Strengthening Academic Success (SAS) Program: A fee of $500.00 is charged to all re-admitted students returning to Longwood following academic suspension. The curriculum covers academic regulations as well as re-thinking study and time management strategies. Much of the curriculum is driven by student need / request.

Commencement Fee: A fee of $50 will be charged for a Bachelor's diploma or a Master's diploma. This non-refundable fee is payable to Longwood at the time application is made for graduation.

Automobile Registration: A fee is charged for each automobile registered. Parking on main campus or on Longwood-managed properties is permitted only if the permit issued on payment of the fee is displayed. For information regarding parking regulations and/or parking fees, please visit the Longwood University Public Safety web-site: http://www.longwood.edu/police/ , and select the options: Parking Services, and View Parking Regulations.

Returned Check Fee: A fee of $30 is charged for each check returned due to non-sufficient funds, stopped payment, account closed, etc.

Reinstatement Fee: If a student is administratively withdrawn for non-payment of tuition and fees and wishes to be reinstated*, he/she must pay a $50.00 reinstatement fee in addition to any outstanding charges.

* Note: If administratively withdrawn, original course schedule may not be available and the student must work with her/his advisor and the Office of the Registrar to create a new schedule.

Meals for Guests: Students entertaining guests in the Longwood dining hall are charged the following rates, tax included: breakfast-$4.00, lunch/brunch-$5.59, and dinner-$7.25.

The fees indicated are estimated for the 2007-2008 academic year and are subject to change by the Board of Visitors at any time.

Classification as a Virginia Student

Entitlement to classification as a Virginia student and the privilege of paying in-state tuition is determined at the time of admission from information submitted by the student on the state domiciliary form. This form is attached to the application for admission, readmission, or will be sent to the student for completion by the Office of Admissions. In-state classifications are determined pursuant to the Code of Virginia.

Longwood may initiate a reclassification inquiry at any time after the occurrence of events or a change in facts gives rise to a reasonable doubt about the validity of existing residential classification.

Appeal of the initial classification or subsequent reclassification requests should be made to the Dean of Students Office. Information and appeal forms may be obtained from the Office of Admissions or the Dean of Students Office.

Residential Requirements and Policy:

Longwood University is a residential university and features residence hall education focusing on student learning and personal development as part of its distinct academic mission. Students are, therefore, required to live on campus.

Exceptions to the residency requirement are as follows:

  • Non-traditional age - reaching 23 prior to the beginning of the fall semester.
  • Married - verified with a marriage license.
  • Living at home - a notarized letter from parent(s) or legal guardian(s) required.
  • Part-time student - enrolling in less than 12 credit hours (both fall and spring semesters).
  • Students with 89 or more Longwood University recognized credits - applicants must have 89 credit hours completed by the end of the spring semester. Application required prior to advertised deadline.
  • Approved Off Campus Release "Waiting List" Applicants - applicants must have 56-88 Longwood University recognized credit hours completed by the end of the spring semester. Application required prior to advertised deadline.

In the spring semester there will be deadlines for requesting exceptions to the residency requirement. In order to qualify for one of the exceptions listed above, the student must meet the publicized deadline as communicated through the Office of Residential and Commuter Life. Residence Hall Agreements are for the entire academic year: August through May. Leases or other arrangements should be designed and managed only after exceptions are confirmed.

Minimum Credit Hour Requirement: Students residing in campus residence halls or Longwood-managed apartments are required to maintain a class load of 12 credit hours (per semester). This policy is designed to maintain the commitment to an educational residence hall environment. Except for medical reasons, service-connected commitments, or family emergencies, there are very few exceptions to this policy. Requests for exceptions that fall into one of the above categories should be addressed to the appropriate academic dean, together with supporting documentation. Final approval is required from the Vice President for Student Affairs or designee*. The information is then communicated to the Offices of Residential and Commuter Life and Student Accounts.

* Note: For students with a documented disability, permission to reside in campus residence halls or Longwood-managed apartments with a part-time schedule may be granted by the Office of Disability Support Services.

Application and Re-Admission Fee

A non-refundable application fee of $40 is required of each undergraduate student making his or her first application to Longwood. A non-refundable re-admission fee of $20 is required of each undergraduate student applying for re-admission to Longwood.

Deposit

For each new and returning Longwood student*, an annual student fee deposit (prepayment) is required to reserve the student's admission/return to Longwood University. The student fee deposit will be invoiced according to the student's status:

* Please note: For purposes of this policy, "new" refers to students who will enroll for the first-time into a Longwood University degree program and to students who will re-admit into a degree program following a withdrawal from the University. "Returning" refers to degree-seeking students who will continue attendance without a break in enrollment.

  • New residence hall & commuter students: $400.00 deposit
  • Returning residence hall & commuter students: $250.00 deposit

For returning students, the annual student fee deposit will be invoiced on or about February 15th, and it shall be due on or about March 15th. Failure to receive a bill does not waive the requirement for payment when due.

For new students, an Admission Deposit Form will be sent with the letter of admission (or readmission), and should be returned with payment to Office of Cashiering.

The deposit is refundable until June 1st for returning students, May 1st for new students admitted for the fall semester, and December 1st for students admitted for the spring semester. Requests for refunds to new students must be made in writing to the Longwood Admissions Office prior to the above-mentioned dates*. Deposit payments made after May 1st (fall), or December 1st (spring), are non-refundable. Refunds to eligible returning students will be processed, automatically, following the completion of formal withdrawal procedures.

* New students: With prior approval from the Office of Admissions, non-refundable deposits may be transferred forward one semester. If a newly admitted/readmitted student wishes to defer his/her enrollment and request transfer of his/her (non-refundable) paid deposit (forward one semester), then the student must submit a written request to Longwood's Admissions Office. Written requests for transfers of deposits must be received by the University prior to the first day of the academic semester for which the tuition deposit was originally paid. After the first day of the semester, non-refundable deposits will apply to withdrawal fees, and only (non-refundable) deposit payments in excess of withdrawal fees due may be transferred (forward one semester). For additional information concerning withdrawal fees, please refer to Withdrawal Policies and Procedures, under the section Expenses and Financial Aid of this catalog.

All students: The annual student fee deposit must be paid, in full, before a student may participate in room selection and/or register for the following semester's classes.

Financial aid recipients: In certain cases, returning students whose institutional charges are fully funded by financial aid may be eligible for a waiver of the annual student fee deposit. To be eligible for the deposit waiver, the following conditions must be met:

  • The student's current annual institutional charges must have been fully paid by financial aid awarded through the Longwood Office of Financial Aid. (Partial financial aid funding will not qualify the student for a waiver of the deposit.)
  • The student must have filed his/her next year's (annual) Free Application for Federal Student Aid (FAFSA) on or before the March 1st priority deadline to file.

To be considered for a waiver of the deposit, eligible returning students must apply to the Office of Student Accounts on or before the deposit due date. After the deposit due date, no waiver requests will be considered.

Please Note: Third Party funding from miscellaneous outside scholarships, vocational rehabilitation assistance, Virginia (VPEP) and out-of-state prepaid tuition programs, and other third party assistance and/or waiver programs will not qualify the student for a waiver of the deposit. Because confirmation of continued Third Party funding is almost always unavailable to the University until well after the due date for payment of the fall deposit, students receiving tuition assistance from outside sources will not qualify for a waiver of the fall deposit-even if a student's current annual tuition and fee charges were fully funded by the outside assistance. Students prepaying fall deposits, who, later, receive 100% tuition/fee funding from a third party source may submit refund requests which will be processed after the semester begins, and following Longwood's receipt of third party overpayment(s).

Required Fees:

Tuition and required fees are charged to all full-time and part-time students, including student interns*, student teachers*, and students earning credit hours for independent study. Required fees include:

Student Activity Fee

The activity fee is an administrative fee for student organization cost.

Comprehensive Fee

The comprehensive fee includes charges for Athletics, Student Union, Student Health and Counseling Services, and other services.

Technology Fee

The technology fee is used for direct technology support for students. This fee provides student network support and hardware and software in the academic computer labs.

Registration Fee / Online Registration Fee

The registration fee is used to support the registration process and My Longwood.

Capital Outlay Fee

The capital outlay fee is a state-mandated fee required of out-of-state students for debt service costs on recently approved capital bond packages.

Online Fee

The Online fee supports online course management system (Blackboard), hardware, software, instructional design & delivery training, and technology support services for online courses.

Meal Plans

The Residence Hall Room and Board Agreement spells out the terms of the meal plans available. Students select meal plans in the agreement and are permitted to change their selected meal plan during specific periods of time as stated in the Residence Hall Room and Board Agreement. For additional information, please refer to Longwood Dining Services, under the section Student Services, of this catalog.

Billing and Payment Schedule

Longwood University will send an E-Bill to degree-seeking undergraduate students who register during (spring) open registration or during (summer) First Year Student/Transfer Student Orientation & Registration.

Graduate students, non-degree-seeking students, and all students registering for classes during late registration or late Orientation (August for the fall semester, January for the spring semester) are expected to pay their tuition and fee charges at the time of registration.

If a graduate or non-degree-seeking student registers during the open registration period and does not pay for courses at the time of registration, then the Office of Cashiering and Student Accounts will generate an E-Bill for that graduate or non-degree-seeking student. When this occurs, graduate and non-degree-seeking students are required to pay all calculated charges on, or before, the semester due date-to avoid the possible assessment of late payment fees. Please see Billing Schedules, below.

** Currently enrolled students (including students registered after the billing date) may view their billing statements / account summaries on-line via My Longwood.

Please note: E-BILLS ARE SENT TO THE STUDENT'S LONGWOOD E-MAIL ADDRESS. For the Fall 2007 semester, these E-Bills will be sent on July 6th. There will no longer be any hard copy bills. Revised bills will not be sent for courses added after the open registration deadline or for changes made to housing assignments or meal plans after the open registration deadline. Students are responsible for paying (or securing with adequate financial aid) all calculated charges on, or before, each semester's payment due date. Students requesting changes after open registration are encouraged to view their account summaries via My Longwood. Failure to receive a bill does not waive the requirement for payment when due.

Billing Schedules:

First Semester: Fall charges (based upon the student's registered credit hours), less any credits, will be E-billed on or about July 6th, and shall be due on or about August 6th. Credit will only be given for miscellaneous outside scholarships* if the student provides Longwood's Financial Aid Office with official notification of the award(s) prior to Longwood's scheduled billing dates. Failure to receive a bill does not waive the requirement for payment when due.

Second Semester: Spring charges (based upon the student's registered credit hours), less any credits, will be E-billed on or about December 1st, and shall be due on or about January 1st. Credit will only be given for miscellaneous outside scholarships* if the student provides Longwood's Financial Aid Office with official notification of the award(s) prior to Longwood's scheduled billing dates. Failure to receive a bill does not waive the requirement for payment when due.

*Please note: Unless specific instructions to the contrary are issued by the awarding agencies, all miscellaneous outside scholarships greater than $100 will be evenly divided between the fall and spring semesters. Scholarships less than or equal to $100 will be fully applied to the first semester, unless other instructions accompany payment. (Miscellaneous outside scholarships are scholarships awarded to students by high schools or other agencies independent of Longwood.)

Methods of Payment:


Lump Sum Payments:

Students and authorized users may view their most recent statements and see all account activity posted to the accounts since the statements were produced. Students and authorized users may pay on line using a Visa or MasterCard (credit or debit), or an automatic draft from your bank account. On-line payments are posted immediately to the appropriate student account.

Visa and MasterCard (debit or credit) will be accepted in the Office of Cashiering or on line through My Longwood.

Payments may be submitted to the Office of Cashiering, 2nd floor Lancaster building (Room 201-A). Cash, personal checks (unless prior checks have been returned), cashier's checks, and money orders are accepted. An after hours payment drop box is also available outside the entrance to the Office of Cashiering and Student Accounts.

Monthly Payment Plan:

The convenience of paying school expenses on a monthly basis is an attractive option for many families. Longwood University provides an opportunity for parents and students to pay educational expenses in four interest-free installments per semester. The plan is available to any student for the fall and/or spring semesters with the exception of study abroad students.

Enrollment for the fall payment plan will open on or about July 6th. Enrollment for the spring plan will open on or about November 6th. Payments for the fall semester are due on the 1st of each month from August through November. Payments for the spring semester are due on the 1st of each month from December through March.

A non-refundable participation fee of $50.00 per semester is charged at the time of enrollment. Personal expenses, books, computers, or travel expenses are not included in your plan.

Our new Touchnet Payment Plan Manager system should automatically adjust your monthly payments as activity on the student account changes and will notify the student and/or authorized user (s) via email. The payments are automated using your Visa or MasterCard (credit or debit) or an ACH draft (drafting your checking or savings account).

Enrollment in the plan is accomplished by completing our web-based self service application. The student may enroll in the plan or may authorize others to enroll in the plan. Students may access the option for the plan through My Longwood Portal. Select the Student tab and click on My Student Account. Authorized users will be emailed the procedures for accessing the student account and may enroll in the plan once the student sets the authorizations. You may enroll in the plan up until the due date of the third payment by paying any missed payments at the time of enrollment.

If you need additional assistance, please contact Kathy Motley at 434-395-2268 or email motleykr@longwood.edu.

Late Payment

Any student account not paid in full or secured by our Payment Plan or Financial Aid* or approved Third-Party Tuition Assistance will be subject to cancellation. Please reference the policy at: http://www.longwood.edu/policies/4301.htm. Failure to receive a bill does not waive the requirement for payment when due and will not prevent the application of the late fee of 10% of the unsecured past-due account balance as prescribed in 2.2-4805 of the Code of Virginia and/or cancellation.

* Please note: Students are responsible for endorsing scholarship, Private loan, and/or Stafford loan checks upon notification from the Office of Financial Aid/Students Accounts. Parent borrowers are responsible for endorsing and returning (endorsed) Parental Plus loan checks upon notification. Failure to return endorsed checks in a timely manner could result in the assessment of late payment fees and/or cancellation.

Cancellation Policy for Unpaid Student Accounts

Any student with an unpaid account balance not secured by Longwood's Monthly Payment Plan and/or financial aid will have her/his course schedule cancelled on the day following the original (semester) payment due date. (The payment due date for the fall semester is on or about August 1st, and for the spring semester is on or about January 2nd.) In addition, if applicable, any residential or commuter student with unpaid balances will be denied access to student housing on her/his scheduled move-in day and/or will be blocked from utilizing campus meal plans.

Failure to receive a bill will not waive the requirement for payment when due. Students may access account summaries/billing statements via Longwood University's Student Information System (My Longwood).

Following the cancellation of her/his course schedule, any student who wishes to reinstate must first pay the required reinstatement fee in addition to any other financial obligation due to the University. The deadline to reinstate a course schedule is the last business day prior to the first day of classes. In certain instances, a student's original course schedule may no longer be available; therefore, students requesting reinstatement must work with advisors and/or the Office of the Registrar to create new course schedules. Payment of the reinstatement fee and any outstanding charges must be made to the Office of Cashiering.

Any student who processes an initial registration or who adds classes and/or room/board assignments after the original (semester) payment due date is expected to remit payment for all balances due upon registration and/or upon request for room/board assignment. If payment is not made following registration/assignment, then the student's course schedule will be cancelled at the end of the Add/Drop period, and if residential, the student will be subject to eviction from student housing at that time.

If payment is not made or if an account is not adequately secured by the end of the Add/Drop period:

  • Degree-seeking undergraduate-level students will be administratively withdrawn from the University and will not be allowed to apply for re-admission to Longwood until the following semester.
  • Residential students will be subject to eviction from student housing.
  • Graduate-level students and special, non-degree-seeking students will be administratively withdrawn from all (current semester) courses and will be blocked from processing future registrations until all outstanding balances due are fully paid to the University.

Any student with an unpaid/unsecured account balance whose course schedule is cancelled and/or who is administratively withdrawn from the University will be assessed charges in accordance with University catalog-published withdrawal policy*.

* Please note: Following administrative withdrawal due to non-payment, withdrawal penalties may be substantial. This is particularly true in the case of Online, Off-campus, Intersession, and/or Special Offering courses-for which, after the start date of a course, financial withdrawal penalties will equal 100% of the originally-assessed tuition and fee charges.

Administrative cancellation/withdrawal will not waive a student's financial obligation(s).

Diplomas and official transcripts will not be issued until all financial obligations to Longwood have been paid or secured to the satisfaction of the University. Any unpaid balance will prevent future registration and will prevent the adding or dropping of classes. (Note: Through the last day to drop a class, students may submit written/faxed "drop" requests to the Registration Office.)

Notice of Fees and Charges on Unpaid Tuition and Fee Balances
The public is hereby placed upon notice that failure to pay in full at the time services are rendered or when billed may result in the imposition of interest at the rate of 10 percent per month on the unpaid balance. If the matter is referred for collection to an attorney or to a collection agency, the debtor may then be liable for attorney's fees and/or additional collection fees of up to 50 percent of the then unpaid balance. Also, any account not satisfied by the due date may be reported to the credit bureau and will be listed with the Virginia Department of Taxation. Returned checks will incur a handling fee of $30. Requesting or accepting services will be deemed to be acceptance of these terms.

The student is responsible for all charges assessed regardless of any arrangements or agreements made with other parties.

Notice of Policies and Charges on Unpaid LancerNet (Telephone) Accounts

Students are responsible for the security of their PBN (Personal Billing Number) and will be liable for any charges made with their PBN. All students are required to pay LancerNet accounts within 30 days of the billing date. Failure to pay will result in a hold flag being placed on the student's record. This will prevent registration, adding or dropping of classes, processing of transcripts, and awarding of diploma. The student's PBN will also be deactivated, preventing any additional long distance calls. Returned checks will incur a handling fee of $30.00. If the matter is referred for collection to an attorney or to a collection agency, then the debtor will be liable for attorney's fees and/or additional collection fees of up to 50 percent of the then unpaid balance. Requesting or accepting services will be deemed to be acceptance of these terms.

Information and Instructional Technology Services will be billed for full months only. No credits will be given for partial months.

The Information and Instructional Technology Services Department will use the free Longwood University e-mail address provided to all students for notification purposes. Other e-mail addresses will not be maintained in the CMS (LancerNet) database.

Hold Flags, Future Registrations, and Release of Transcripts

Hold flags will be placed on student accounts having past-due financial obligations and may be placed on student accounts for a variety of other reasons (ex. transcripts incomplete, missing health form, degree-application delinquent). "Registration hold flags" are blocks that prevent future registrations and/or changes to existing course schedules. "Transcript hold flags" are blocks that prevent the release of transcripts to the student or any third party (school, employer, etc.) Once applied, financial hold flags (registration and transcript) may be cleared only by paying, in full, all previously incurred university expenses. For more information regarding the removal of non-financial hold flags, students are encouraged to contact the department(s) that posted the hold flag(s).

Hold flags may be viewed via My Longwood.

Withdrawal Policies and Procedures

Once a student has registered, pre-registered, or otherwise been assigned classes for any semester, he/she must officially withdraw from the University/drop all registered credits within the appropriate Add-Drop period to prevent the assessment of tuition and fee charges. In addition, a student with room and/or board assignment(s) must officially withdraw from the University or (if permissible) cancel his/her room/board assignment before the first day of the academic semester to prevent the assessment of room and/or board charges.

Students withdrawing from the University on the first day of the academic semester, or later, will be charged as stated under the Catalog section REFUNDS AND CHARGE ADJUSTMENTS.

For additional guidance and/or to complete official withdrawal procedures:

  • Degree-seeking undergraduate-level students must contact the appropriate Academic Deans office (based upon the student's major course of study)
  • Undeclared and/or special, non-degree-seeking undergraduate-level students must contact the College of Arts & Sciences
  • Graduate-level students (degree-seeking or special, non-degree-seeking) must contact the Office of Graduate Studies

Withdrawal is not considered official until a student has completed withdrawal paperwork with the appropriate office listed above.

Please note that the following actions will not substitute for formal withdrawal (or course cancellation) and will not be considered justification for elimination or reduction of charges:

  • Failure to submit payment for a course after registering
  • Failure to officially drop a course due to the presence of a hold flag
  • Failure to attend class and/or to complete coursework after registering
  • Requesting release of official (or unofficial) transcripts-including to an employer and/or to another College or University
  • Failure to apply for, receive, or accept financial aid and/or other Third Party tuition/fee assistance
  • Voluntary or enforced cancellation of offered financial aid
  • Failure to occupy Longwood-managed housing and/or to utilize campus meal plan

All students: Please note that separate academic withdrawal policies exist in addition to financial withdrawal policies. For additional information, please refer to Withdrawal Policy, under the section Academic Regulations, of this Catalog.

Financial Aid Recipients: Please note that withdrawal prior to the 60% point in a semester significantly impacts a student's eligibility to retain "unearned" financial aid, and may result in financial aid recipients owing large tuition and fee balances to the University. Financial Aid recipients are strongly encouraged to seek guidance from the Office of Financial Aid prior to completing withdrawal processing through an Academic Dean's office or Office of Graduate Studies.

Refunds and Charge Adjustments

Refunds and Charge Adjustments Following Drop or Withdrawal from Off-campus Courses, Online Courses, Intersession Courses, and/or Part-of-Term* Courses (All Semesters):

* Note: For purposes of this policy, "Part-of-Term" will refer to an On-campus course lasting less than one full semester in length and/or overlapping semesters/terms. On Longwood's registration system, these courses will be offered within Parts of Term not equal to "1".

Dropping: For each Off-campus course, Online course, Intersession course, and/or Part-of-Term course the last day to drop is the begin date of the course (date of the first class meeting, if classroom-based course).

A student who officially cancels (drops) an Off-campus, Online, Intersession, and/or Part-of-Term course on or before the begin date of the course will be credited/refunded 100% of tuition and fees assessed (for that course) less any non-refundable tuition deposit paid, if applicable.

Withdrawing: After the begin date of each Off-campus, Online, Intersession, and/or Part-of-Term course, no financial tuition and fee reductions (credits) will be issued to students who "withdraw without academic penalty" (grade of "W"). If a student withdraws before his/her account balance is paid in full, then the student will be responsible for paying any remaining balance due.

Enforced withdrawals, such as disciplinary suspension or administrative withdrawal due to non-payment, will not involve credits or refunds beyond the above schedule.

Refunds and Charge Adjustments Following Drop or Withdrawal from One or More Full-semester* (Fall-Spring) On-campus** Courses, But Not Withdrawal from the University:

* On Longwood's registration system, full-semester courses will be offered only within "Part of Term 1".

** On-campus courses include, but are not necessarily limited to: Classroom-based courses, technology-assisted courses, student teaching and internship assignments, and/or independent study assignments.

Dropping: A student who officially cancels one or more full-semester (fall-spring), On-campus course(s) on or before the census date (last day to drop) for the semester, will be fully credited the difference in tuition and fees for the reduced number of credit hours, if any.

Withdrawing: After the census date (last day to drop), no tuition and fee reductions (credits) will be issued to students who "withdraw without academic penalty" (grade of "W") from individual courses. Also, after the census date, late-added courses (such as Part-of-Term courses scheduled to begin mid-semester) will incur additional tuition and fee costs.

To avoid unnecessary financial penalties, students are encouraged to officially process all necessary course schedule adjustments prior to the end of the semester Add-Drop period (census date). Although it may be possible-in very rare, unusual, circumstances-for students to seek Dean's office permission to make schedule adjustments after the census date, severe financial penalties would result. (After the census date, students would be held financially responsible for payment of tuition and fees assessed for both late-cancelled courses (graded "W") and late-added courses.)

Refunds and Charge Adjustments Following Withdrawal from the University / Cancellation of All Full-Semester* (Fall-Spring) On-campus** Courses:

* On Longwood's registration system, full-semester courses will be offered only within "Part of Term 1".

** On-campus courses include, but are not necessarily limited to: Classroom-based courses, technology-assisted courses, student teaching and internship assignments, and/or independent study assignments.

A student who officially withdraws from the University and cancels all full-semester (fall-spring), On-campus courses on or before the census date (last day to drop) for the semester, will be credited/refunded 100% of tuition and fees** less any non-refundable tuition deposit paid.

** Note: Please reference separate Refund and Charge Adjustments policy for Off-campus, Online, Intersession, and Part-of-Term (not equal to 1) courses. The current refund policy applies only to charges assessed for full-semester courses.

A residential student (or a commuter student with optional meal plan) who withdraws between the first day of the academic semester and the census date (last day to drop) for the semester/term, will be assessed a percentage of room and board charges.

After the fall-spring census date (last day to drop), a student who officially withdraws from the University through the fifth week of the semester will be partially credited tuition, fees, room and board charges on a percentage basis-determined by the week of school during which the official withdrawal takes place. For purposes of this policy, the week begins with the Monday on which (full semester, On-campus) classes begin and extends through the following Sunday.

After the fifth week of the semester, no (tuition, fee, room and/or board) credits/refunds will be issued to students who withdraw from the University.

Exceptions: In unusual circumstances, charge adjustments and refunds beyond the normal schedule may be recommended by Longwood's Tuition Appeals Committee for students who leave Longwood "for reasons beyond the student's control", such as for a verified incapacitation, illness, injury, or military reservist called to active duty. Tuition Appeal Application Forms may be obtained from the Office of Student Accounts or the Office of Financial Aid or at the following Web address: http://www.longwood.edu/assets/studentaccounts/tuitionappealform.pdf

During the fall-spring semesters, students who officially withdraw from the University (canceling all full-semester, On-campus courses) will be charged and credited according to the following schedule:

Official Withdraw Date: Tuition & Fees/Room & Board Assessed:
Official Withdrawal Date*:
Tuition & Fees / Room & Board Assessed:
Student Forfeits (Non-refundable) Tuition Deposit**
  Tuition & Required Fees Assessed = 0%
If Applicable, Room & Board Assessed = 5%
During Second Week of Classes: Tuition & Required Fees Assessed = 25%
If Applicable, Room & Board Assessed = 25%
During Third Week of Classes or Fourth Week of Classes: Tuition & Required Fees Assessed = 50%
If Applicable, Room & Board Assessed = 50%
During the Fifth Week of Classes: Tuition & Required Fees Assessed = 75%
If Applicable, Room & Board Assessed = 75%

After the Fifth Week of Classes:
Through the Last Day of Semester

Tuition & Required Fee Assessed=100%
If Applicable, Room & Board Assessed=100%

* Official Withdrawal Date = Date upon which a student processes formal withdrawal paperwork with his/her Academic Dean's office.

** Non-refundable tuition deposit will be credited as payment against any balance due; any remaining tuition deposit balance will be forfeited (if assessed charges do not exceed).

Please note: After the start of the academic semester, no financial adjustments will be made to charges for late fees or early arrival fees. Also, for withdrawals occurring after the last day to drop a class, no adjustments will be made to charges for course fees.

If a student withdraws before his/her account balance is paid in full, then the student will be responsible for payment of any remaining balance due, after the appropriate (%) withdrawal credits have been processed.

The refund policy may vary in accordance with federal regulations.

Enforced withdrawals, such as disciplinary suspension or administrative withdrawal due to non-payment, will not involve credits or refunds beyond the above schedule.

Refunds and Charge Adjustments Following Drop or Withdrawal from Summer Courses:

Dropping: A student who officially cancels one or more summer course(s) on or before the last day to drop for each course, will be fully credited the difference in tuition and fees for the reduced number of credit hours, if any.

Withdrawing: After the last day to drop for each course, no tuition and fee reductions (credits) will be issued to students who "withdraw without academic penalty" (grade of "W") from individual courses.

Refunds

Refund checks will be issued in the name of the enrolled student, regardless of who originally made the payment. This policy may not apply if federal, state, and/or local regulations require the return of funds to financial aid programs or to third party employers or scholarship awarding agencies.

The refunded amount will be net of any outstanding balance owed to Longwood for past due library fines, parking fees, telecommunication charges, or any other outstanding debt to Longwood.

Minimum Refund Policy

Due to the high cost of processing refunds, no refund checks will be issued for $10 or less.

Special Cost Waivers for Virginia Military Survivors and Dependents

The Virginia Military Survivors and Dependents Program (VMSDEP) provides education benefits to spouses and children of military members killed, missing in action, taken prisoner, or who became at least 90% disabled as a result of military service in an armed conflict.

 Definitions:

  • Military Service: Service in the United States Armed Forces; United States Armed Forces Reserves; the Virginia National Guard; or the Virginia National Guard Reserves
  • Armed Conflict: Military operations against terrorism or as a result of a terrorist act; a peace-keeping mission; any armed conflict after December 6, 1941

 Eligibility Requirements:

  • Military Service: Child or spouse of a military service member killed, missing in action, taken prisoner, or who became at least 90 percent disabled as a result of military service in an armed conflict
  • Age: Children must be between ages 16 and 29; No age restrictions for spouses
  • Virginia Citizenship: Service member must have been a Virginia citizen at the time he/she entered active duty or for at least five years immediately prior to the date of the admission application. If the military member is deceased, the surviving spouse must have lived in Virginia for at least five years prior to marrying the service member or must have been a Virginia citizen for five years immediately prior to the admission application.

Benefits:

 Waiver of Tuition and Required Fees at state-supported colleges and universities in Virginia, including community colleges; undergraduate or graduate study; length of benefits not to exceed four years. (Benefits expire after four years whether or not the student has completed the degree program.) Benefits for children of qualifying military service members cease when the student turns 30. Students must meet attendance and academic progress requirements set by their school. If a student is suspended from school for any reason, benefits will be terminated.

Effective Fall 2007 (contingent upon final approval): Virginia Military Survivors and Dependents Education Fund (VMSDEF) may provide up to a $1,500 annual stipend to offset the cost of room, board, books, and supplies. If approved, any appropriated funding would be disbursed as financial aid (on a reimbursement basis) after a final count of eligible students is reported to State Council of Higher Education for Virginia (SCHEV).

Per Code of Virginia: "The maximum amount to be expended for each such survivor or dependent pursuant to this subsection (§23-7.4:1) shall not exceed, when combined with any other form of scholarship, grant, or waiver, the actual costs related to the survivor's or dependent's educational benefits allowed under this subsection".

Eligibility for these benefits is established by the Commissioner of the Department of Veterans Services; 270 Franklin Road SW, Room 503; Roanoke, Virginia 24011-2215.

Students who consider themselves eligible should contact the Department of Veterans services or may seek assistance from the Director of Admissions at Longwood. Verification of eligibility must be on file with the Office of Cashiering and Student Accounts before the first day of classes each semester. Please note that the waiver of tuition and fees does not include a waiver of charges for room and board. Room and board should be paid on, or before, the payment due date for each semester.

Senior Citizens Higher Education Act

Senior citizens aged 60 or over, with a Federal taxable income of less than $15,000 per year, and who have lived in Virginia for one year, can enroll as a full or part-time student in credit courses free of tuition, provided they meet the admissions standards of the college and space is available. Any senior citizen aged 60 or over can enroll in a non-credit course or audit a credit course free of tuition, regardless of taxable income, provided space is available. The senior citizen is obligated to pay fees established for the purpose of paying for course materials, such as laboratory fees. If enrolled as a non-degree seeking student, a maximum of three courses may be taken per semester.

Approval to register for classes under the Senior Citizens Higher Education Act may be obtained in the Office of Registration, Barlow 101.