Refund & Cancellation Policy

Both ACCET and The State Board of Career Colleges and Schools refund policies are considered when calculating the refund to the student. Refunds are issued based on the outcome that is most advantageous to the student. A detailed explanation of both policies are included in this section.

 

ACCET Refund Policy

Cancellation and Settlement Policy 

The enrollment agreement may be canceled within five calendar days after the date of signing provided that the school is notified of the cancellation. AWA will document the cancellation in the student's file. If such cancellation is made, the school will promptly refund 100% of the fees and other charges paid pursuant to the enrollment agreement and the refund shall be made no later than thirty days after cancellation. This provision shall not apply if the student has already started academic classes.

Prior to start of class

A student who withdraws before the first class and after the 5-day cancellation period shall be obligated for the registration fee $100 (domestic student); $180 (international student) and other charges with 100% refund of the tuition fee, provided that the school is notified of the cancellation. AWA will offer a full refund of all tuition monies and registration fee paid by either a domestic or international student if a course is discontinued or cancelled. 

After the first week and through fifty percent (50%) *

After the first week and through fifty percent (50%) of the period of training and financial obligation, tuition charges retained will not exceed a pro rata portion of the tuition for the training period completed, plus ten percent (10%) not to exceed $1,000 of the unearned tuition for the period of training that was not completed.

AWA will not refund the registration fee ($100 domestic student; $180 international student) or any other incurred expenses (see Other Charges). No student will be discriminated against based on any source of funding or the timing of disbursements.

When determining the number of weeks completed by the student, AWA will consider a partial week the same as if a whole week were completed, provided the student was present at least one day during the scheduled week.

After fifty percent (50%) No Refund will be issued*

After fifty percent (50%) of the term, the students financial obligation is completed, no refund will be issued. AWA will retain the full amount of the tuition.

 * To determine the percentage of program completion, AWA divides the number of weeks student attended (a partial week is considered a full week) by the number of weeks financially obligated.  Student cannot be obligated for more than 52 weeks.

  Registration fee is a separately assessed fee in addition to tuition.

State of Ohio Board of Career Colleges and Schools Refund Policy

Day 6 to prior of class start

A student who withdraws before the first class and after the 5-day cancellation period shall be obligated for the enrollment fee and other charges with 100% refund of the tuition fee.

After the first week of class to 15% completion

A student who cancels after the first week of class and up to the academic term of 15% complete. The student will be obligated for 25% of the tuition fee, 100% of the enrollment fee and other charges.

16% to 25% class completion

A student who starts class and withdraws after the academic term is 15% completed but before the academic term is 25% completed will be obligated for 50% of the tuition fee, 100% of the enrollment fee and other charges.

26% to 40% class completion

A student who starts class and withdraws after the academic term is 25% complete but before the academic term is 40% completed will be obligated for 75% of the tuition Fee, 100% of the enrollment fee and other charges.

Greater than 40% class completion

A student who starts class and withdraws after the academic term is 40% completed will be obligated for 100% of tuition & enrollment fee and other charges.

Please see Section Z-State of Ohio Refund Calculation Worksheet

Charges Other Than Tuition:

AW clearly states in the Enrollment Agreement all extra costs, such as books, supplies, equipment, rentals and any similar charges not included in the tuition price. The catalogue explicitly states all non-refundable charges.

Cancellation and Refund Policy Procedures

In order to effectively and accurately monitor and implement the student cancellation and refund process, AWA has composed of a set of policies and procedures that are put in place to return remaining funds to all students who fall within the qualifications of the State of Ohio and ACCET’s refund policy timeline.

 As stated below, there are several circumstances in which the Student Refund Process is implemented and can be defined as follows:

Student Cancellation: A student who never attends classes at AWA after enrolling and informs AWA. 

Transfer Out: A student un-enrolls at AWA and enrolls in another institution

Withdrawal: A student who has attended at least one (1) class at AWA, but has not completed his/her program.

Five consecutive, unexplained/unexcused absences will result in withdrawal from the course, with the exception of ground school.  Due to FAA regulations, student must complete all required course requirements; failure to complete requirements means student will have to repeat coursework. There are no exceptions to this policy.

Students may request a leave of absence form to be completed in lieu of withdrawal. LOA may not exceed six months. If a student fails to return to shall be formally withdrawn and any tuition and fees shall be issued in accordance with the last date of a student’s attendance in class or participation in an academic activity. 

No Show: A student who never attends class at AWA after enrolling and does not inform AWA.

Termination: A type of withdrawal initiated by the institution due to failure to meet one or more institutional policies.

*Other reasons may also include: Program Cancellation, Rejection of Applicant or Student Illness/Accident/Death.

Processing Refunds

For an enrolled student, the refund due will be calculated using the Last Date of Attendance (LDA) and be paid within thirty (30) calendar days from the document date of determination(DOD). All Security Deposit refunds will be returned within thirty (30) calendar days providing no outstanding invoices, books, training and reference materials etc. and the student’s flight account maintains a $0 balance. The determination date is the date the student gives written or verbal notice of withdrawal to AWA or the date the institution terminates the student by applying the attendance, conduct, or Satisfactory Academic Progress Policy.

It is also important to keep in mind, that the steps of AWA’s Student Refund Process will slightly differ depending on the circumstances of the refund. The student may or may not directly request the refund from AWA. Please reference all circumstances, so that the applicable procedures are being followed:

Student Requests Refund

In general, a student who submits a request for a refund is doing so for one of the following reasons: cancellation, withdrawal or transfer.

While it is not required, it is preferential that the student submits the request in writing. This is kept in the student’s file and a copy is also placed with the refund calculation sheet for student’s refund in the everything binder located in middle office for one year.

Student Does Not Request Refund

In general, a student who does not notify AWA of a request for refund is to the result of one or more of the following reasons: no show, termination, program cancellation, rejection of applicant, or illness/accident/death.

No Show

For Academic Programs —If the applicant never attends class (no-show) or cancels enrollment prior to the class start date, all refunds will be made within thirty (30) calendar days of the first scheduled date of class or the date of cancellation, whichever is earlier.

For Courses —If the applicant does not attend at least three (3) classes for the Private Pilot Ground Course, Instrument Pilot Ground Course and the Commercial Pilot Ground Course, they may receive a 100% refund for the cost of the course. If the applicant attends four (4) classes or more we invite them to continue attending our classes, of which they receive unlimited attendance, with no refund.

Termination

A student may be terminated by AWA for the following reasons: Violation of FAA Regulations, Code of Conduct, Breach of Standard Operating Procedures or Unauthorized Leave of Absence.

Program Cancellation

If an institution cancels a program subsequent to a student’s enrollment, the institution will refund all monies paid by the student.

Rejection of Applicant

If an applicant is rejected for enrollment by AWA, or if a prospective international student has his or her visa application rejected, the school will provide a full refund of monies paid, minus the $100 (domestic student); $180(international student) registration fee.

Illness, Accident or Death

A student may be entitled to special consideration for a major illness, accident, death in the family or other circumstance beyond their control. This consideration is based on an individual basis and is at the full discretion of the President.

Cancellation and Refund Policy Timeline

At Time of Notification

  1. The Instructor, Admissions Coordinator, Records Coordinator, Financial Office or the Student notifies the DAA (either written or oral) of the cancellation, transfer, withdrawal, no show or termination– this is referred to as the Date of Determination(DOD)
  2. The student must notify designated personnel: Instructor/Admissions Coordinator/Records Coordinator and/or Financial Office, of their intent to withdrawal.

(Does not apply to No Show or Termination).

Within 2 days of Notification 

  1. Designated personnel must notify the DAA of the reason for the student’s request for refund: cancellation, withdrawal or transfer.
  2. The DAA reviews the Students records (located in the Executive Office) to determine the last date of attendance (LDA) and terminates the student from the program in which they were enrolled.
  3. The DAA informs the President/The Chief Fight Instructor.

Within 1 week of Notification

  1. The Office Manager is informed via inter office memo of the student’s name, LDA and DOD.
  2. The Office Manager Calculates the Students refund, using the LDA and Both the ACCET and The State Board of Career Colleges and Schools Calculation worksheets (file path Aviation-Masterforms-2016 other checklist- College Refund Calculation xls)
  3. Both the completed ACCET and State Worksheets are given to the President.  The President determines which worksheet is the most advantageous to the Student and approves the students refund. The President Instructs the Office Manager to proceed with the refund process.
  4. If a student is not due a refund, the student must be notified of the determination in writing, with a full explanation and a copy of the refund calculation worksheet All correspondence and communications dealing with refunds shall be retained in the student’s academic file.

 Within 2 weeks of Notification

  1. The Office Manager prepares the refund check in accordance with the Presidents determination.
  2. The Office Manager presents the check for final approval and signature to the President.
  3. Once the refund check is signed, the Office Manager notifies the Student that their refund has been processed and is ready for pick up.  AWA strongly encourages the student to pick up the check, to avoid any possible delays, such as getting lost in the mail.  If the student cannot pick up the check, the check be mailed via the U.S. Postal System. Arrangements may also be made for a third party to pick up the check with proper authorization and Proper I.D.
  4. The Office Manager makes 2 copies of the Refund Calculation worksheet.

a)    The original document is retained in the “Everything Binder” with the check stub (once approved by the president) and the student refund log (the Everything Binder is located in the administrative office).

b)    Copy 1 is placed in the student’s academic file.

c)    Copy 2 is given to the student along with the refund check.

Within 30 days of Notification

  1. All Refund checks are issued within 30 days of the DOD.
  2. Once the refund check clears the AWA checking account, the Office Manager notes the cleared on date on the student refund log, prints a copy of cancelled check and places it in the “Everything Binder” located in the Administrative Office.  The Office Manager notifies the President that the check has cleared the AWA checking account at which point the refund process is considered complete.

Refund Calculation Worksheet

Example: Refund Computation Example

The Student enrolled in a 62- week program, starting on January 4th 2016 and scheduled to complete on March 31st 2017. There are two periods of financial obligation one for 50 weeks and one for 12 weeks. (The portion of the program for which the student is legally obligated to pay, which may be less than the full program and may not, under any circumstances, exceed a period of 12 months.)

The Total Tuition is $ 75,989.00. Tuition for the first period of obligation is $62,664.00 and tuition for the second period of obligation is $13,325.00. 

The last date of attendance- defined in the above section Cancellation and Refund Policy (LDA) for the student is May 4th 2016.

The date of determination defined in the above section Cancellation and Refund Policy - (DOD) May 6th 2016

Number of weeks student attended                                             18 Weeks    =36.0%

____________________________                                               ________

Number of weeks financially obligated                                        50 Weeks    =36.0%

ACCET Refund Calculation

Pro rata portion completed based on 18 weeks 36.0% of 62,664.00 tuition    =$22,559.00

**10% of unearned tuition ($62,664.00-$22,559.00= $40,105.00                =$  1,000.00

Registration Fee 100%($100 domestic, $180 international)                        =$    100.00

Owed to institution                                                                           =$23,559.00

Student Payment                                                                             =$62,664.00

Refunded to the student by June 5th 2016                                              =$39,105.00

**Actual 10% calculation is $4010.50 but the unearned portion is

 capped at $1000.00

State of Ohio Refund Calculation

Pro rata portion completed based on 18 weeks                                        =36.0% 

First week of class up to 15% completion  = 25%  obligation of tuition

16%  to 25% completion                               = 50%  obligation of tuition

26%  to 40% completion                               = 75%  obligation of tuition=$46,998.00

Greater than 40% completion                         =100% obligation of tuition

Registration Fee100%($100 domestic, $180 International)                 =$    100.00

Owed to institution                                                                   =$47,098.00

Student Payment                                                                     =$62,664.00

Refunded to the student by June 5th 2016                                      =$15,566.00

 

Both ACCET and The State Board of Career Colleges and Schools refund policies are considered when calculating the refund to the student. Refunds are issued based on the outcome that is most advantageous to the student.