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Policies

Financial Penalties

Following are payment-related policies and penalties that may be incurred:

Late Fees

Failure to make any payment on or before the due date results in a late fee of 3% of the student’s outstanding balance, calculated on each payment deadline. Other fees will be deducted before payments are applied to the outstanding tuition amount.

Returned Check Fee

A $40 fee will be charged for each unpaid check returned by the bank, plus any additional late fee penalties. Furthermore, VIU will recalculate the late fee daily until the balance is cleared.

Credit Card Charge-Back Fee

A fee in the amount of 3% will be added to the student’s account for credit card charge-backs.

Wire Transfer Refund Fee

In the event that a student must receive a refund via wire transfer, a fee will be incurred to cover the cost of the transfer. International transfers will result in a $40.00 fee, and domestic transfers will result in a $25.00 fee.

DEGREE AND INTENSIVE ESL PROGRAMS

A student may elect to cancel the Enrollment Agreement with no financial penalty at any point prior to the start of the semester or the end of the add/drop period. Any cancellation that takes place after the add/drop period will follow the university’s stated refund policy. All tuition refunds will be made within a period of 45-days following the cancellation notice.

Applicants, who have not visited the school prior to enrollment, will have the opportunity to cancel their enrollment without penalty within three business days following the regular orientation procedures and/or a tour of the facility to include inspection of the equipment used to provide training and services. There will be no penalty, and such individuals shall be entitled to a full refund.

If a student elects to drop one or more courses or withdraw from the university, the following refund schedule will be used to determine any outstanding financial obligation for which the student may be responsible:

Last Day of Attendance Notice Tuition Refund Amount*
Up to the last day of the add/drop period 100% of the tuition
After the add/drop & through 25% of the session 75% of the tuition
Through 50% of the session 50% of the tuition
Through 75% of the session 25% of the tuition
After 75% of the session No refund will be issued

*Excludes all fees

Student Accounts Office reviews the student accounts periodically and contacts students with an overpayment. Students can decide to request a refund or keep the overpayment balance to their account. The bank transaction fee, however, will be deducted from this total. In general, VIU will refund the tuition deposit in the same manner as it was received by VIU (credit card payment, bank wire transaction, or check). Please note, VIU will only issue tuition refunds to the organization or person who made the original payment. All fees (application fee, postage fee, student service fee, etc.) are not refundable.

Student may submit a Refund Request Form to initiate the refund process. Students may download the form on our website or obtain a hard copy from the Accounting Office.

The official withdrawal date, for the purpose of a refund calculation, will be the last date on which the student was recorded present in attendance for a class. If no payment was made, or if the student was participating in a payment plan and the payments are insufficient to cover the student’s obligations according to the schedule above, the university will send the student a bill for the difference. If the student is financial obligation is not fulfilled, VIU is authorized to do the following until the money owed is paid:

  • Withhold the release of the student’s academic records or any information based upon the records.
  • Withhold the issue of the student’s transcripts.
  • If the student’s account remains delinquent, VIU reserves the right to terminate enrolment and cancel F-1 visas of international students.
  • Late tuition payments are subject to financial penalties.
  • Financial hold will be placed and access to student portal and Canvas will be blocked.

To initiate the withdrawal process, the student must submit an Institutional Withdrawal Form to Virginia International University.  Students may download the form from our website or obtain a hard copy from the Registrar’s Office or the Office of International Student Services.

Further details about this policy can be found in the Academic Catalog.

To request a refund please fill and submit the refund request form to accounting@viu.edu.

A student may withdraw from the university when circumstances beyond the student’s control make it impossible for him or her to complete coursework for the semester. A student wishing to withdraw from the university must complete the relevant section of the Institutional Withdrawal form, obtain the needed school officials’ signatures, and submit the completed form to the Registrar’s Office. The student will receive a grade of “W” if he or she withdraws between the second and tenth week of the semester for 15-week courses, between the second and fifth week of the semester for eight-week courses, or between the second and fourth week of the session for seven-week courses. A student who does not withdraw from the university before the deadline will receive a failing grade or a letter grade based upon his or her performance in the course(s). The institutional refund policy is applied to determine if the institution is required to provide a refund to the student. Students who fail to register by the end of the add/drop period are automatically considered to be officially withdrawn from the university.

To initiate the withdrawal process, the student must submit an Institutional Withdrawal form. Students may obtain a hard copy of the form from the Accounting Office.

Further details about this policy can be found in the Academic Catalog.

Special Cases

In special cases, such as in the documented event of prolonged illness, accident, or death in a student’s immediate family (parents, siblings, children, or spouse) or other special circumstances which make it impractical for the student to complete his or her program, Virginia International University will work toward a settlement that is reasonable and fair to both parties.

A Day at the Museum class payment and registration deadline

The payment and registration deadline is one business day before the first day of classes.
Note: Student will not be permitted to register or make a payment on the same day of class.

A Day at the Museum class deferral

After paying the course fee, the student may elect to defer his/her class up until one business day before the class for which she/he originally registered.
Note: A Day at the Museum classes can be deferred only with other museum classes.

Tuition for a Day at the Museum is non-refundable.

Non-Intensive ESL (Business English, Evening ESL & American Language and Culture) payment and registration deadline: The payment and registration deadline is one business day before the first day of classes.

Example: If the first day of class is Monday, December 12, tuition may be paid until Friday, December 9.

Non-Intensive ESL (Business English, Evening ESL & American Language and Culture) refunds: Refunds will be granted up to three business days before the first day of classes; after this time, no refunds will be granted. Students will, however, be permitted to defer/change to another course until one business day after the first day of class.

Example: If the course starts on Monday, December 12 and tuition was paid on or before Wednesday, December 7, the student is eligible for a tuition refund. If tuition was paid on and after Thursday, December 8, the student is not eligible for a tuition refund but will be permitted to defer/change to another course until one business day after the first day of class (see below).

Non-Intensive ESL (Business English, Evening ESL & American Language and Culture) course deferral/change: The student may defer/change to another course up to one business day after the first day of the course for which s/he originally registered. Students wishing to defer/change course should coordinate with the Accounting Office during regular business hours to do so.

Example: If the first day of class is Monday, December 12, the student has the option to defer/change to another course until Tuesday, December 13.

Please note:  The policy will be effective starting Fall 2018 semester.