Tuition and Financial Aid

Tuition and Fees

Payment of tuition and fees must be made in full by the close of business on the due date for each respective semester. Tuition and fee rates, and payment deadlines and options, may be viewed on the College’s website at https://es.vccs.edu/.

Tuition and Fee Waiver Programs

The Virginia Military Survivors and Dependents Education Program

This program provides tuition and fees and education benefits to eligible spouses and children (ages 16-29) of military services members killed, missing in action, taken prisoner, or who became at least 90 percent disabled as a result of military services in an armed conflict. Eligibility requires that the military service member must have been a resident of Virginia at the time he or she entered active duty or must have been a Virginia citizen for at least five years immediately prior to the date of the application for admission. In the case of a deceased military service member, the surviving spouse can meet the residency requirements if he or she lived in Virginia for at least five years prior to marrying the military service member or has been a citizen of Virginia for at least five years immediately prior to the date of application.

Children of Deceased Law Enforcement/Firefighter/Rescue Squad Personnel

Any student between the ages of 16 and 25 whose parent has been killed in the line of duty while employed or serving as a law enforcement officer, firefighter, or rescue squad member in Virginia is entitled to free tuition and required fees if the deceased parent lived in Virginia at the time of death and certification of employment is provided.

Tuition Assistance for Senior Citizens

Senior citizens may apply for free tuition and fees provided by the Senior Citizens Higher Education Act of 1974. Students at least sixty (60) years of age who have been domiciled in Virginia for one year are eligible to audit up to three courses per semester with no tuition and fee costs. Additionally, if their taxable income for Virginia income tax purposes did not exceed $23,850 for the year preceding enrollment, they may take courses for credit without tuition and fees on a space-available basis. Policy limits tuition-free enrollment to a maximum of 49% of any credit class. Contact Student Services at 757-789-1720 for more information.

Tuition Refund Eligibility

To be eligible for a refund, students must do one of the following on or before the last day to drop with tuition refund each semester or session, as published in the Academic Calendar:

• drop the class(es) online through the Student Information System (MyESCC);
• complete and submit a drop form to Student Services; or,
• provide written permission to a representative who may act on your behalf through completion and submission of a drop form to Student Services.

Exceptions may be granted for students with documentation verifying their inability to comply with any of the above options. Students desiring to exercise this exception must notify the college’s Student Services Office via postal mail, with the envelope postmarked on or before the published tuition refund deadline. Notification must include the classes students seek to drop along with documentation verifying their inability to follow the college’s normal procedure.

Active Military/National Guard/Reservists

Per Code of Virginia (§ 23-9.6:2), students who are mobilized or ordered to active duty may request to be withdrawn from the college after the last day to drop classes with tuition refund. Tuition refund eligibility is available for military students who have been issued Permanent Change of Station orders after the start of the semester and require execution prior to the end of that semester. To initiate this process, students must submit a request to the College’s Registrar that includes their student ID number, and a copy of their military or deployment orders, or other documentation indicating they cannot complete classes due to service in the uniformed services. Students may elect either to be deleted from the registration file and be awarded a full refund of tuition and fees, or to be administratively withdrawn with no refund and assigned a grade of “W”. Except in cases of third-party arrangements, students electing to receive a full refund may opt to have the refund retained and applied to tuition and fees charged in the semester or term in which they return to the college.

Tuition Refund Processing

Refunds are processed up to four (4) business days after the “Last Day to Drop with Tuition Refund” deadline, through one of the following methods:

1. Credit card payments via the online payment system (QuikPAY): Credit card payments made via the Student Information System using QuikPAY are refunded to the cardholder.
2. On-campus payments: A third-party vendor contracted by the college issues refunds. All tuition refunds are issued electronically through either direct deposit to a bank account or a paper check, based on the student’s preference. Refunds in the form of a paper check are issued to students who have not selected direct deposit as their refund option. Checks are mailed to students at the address of record in the Student Information System. Refunds of this nature are issued to students, regardless of who made payment.
   
   Direct deposit refunds are delivered within 5-6 business days. Check refunds are delivered within 10-14 business days. A business day is Monday through Friday, occurring after students see the refund posted within the Student Information System account. Certain state grants and tuition refunds may take an additional 3-5 business days.

Tuition Refund Appeal Procedures

Tuition refund appeals are accepted in the Business Office during normal hours of operation, or by mail, and are reviewed on a continuous basis. Appeals that do not represent a sound basis for reimbursement will be denied. Notification of approval/denial of appeals normally occurs by mail within two to three weeks. Eastern Shore Community College (ESCC) will promptly refund tuition and/or cancel a financial charge from a student’s account provided the student meets the requirements outlined below.

Submitting an Appeal

Refund appeals will not be considered unless the student has officially withdrawn from the class (es) and was making satisfactory progress in the class (es) at the time of withdrawal. (Students who are receiving financial aid should check with the financial aid office prior to withdrawal to determine what, if any effect this action may have on future financial aid eligibility.) If a student has a grade other than a “W”, the student must first contact the instructor to determine whether or not the student is eligible to have the grade in question changed to a “W”. If the change is granted, it must be submitted to the Registrar and processed by that office. The student may then submit a refund appeal to the Business Office using the ESCC Tuition Refund Appeal Form. All tuition appeals must be in writing and submitted with written supporting documentation to the Business Office within six months from the beginning of the semester for which the charge was incurred.

Tuition appeals will generally be approved for the following reasons if the appropriate written supporting documentation is provided:

• Extended incapacitation/hospitalization of the student (which caused the student to miss 20 percent or more of scheduled instruction) documented by a physician’s statement on the doctor’s official letterhead (copies of the student’s medical records will not be accepted). This must be an unscheduled medical emergency diagnosed after the last day to drop for tuition refund. The physician’s letter (on his/her letterhead) must include the date the student was first seen for the medical condition, as well as the beginning and ending date the student was incapacitated/hospitalized and must state that the student was physically unable to attend classes during this period of time. A letter that does not specifically state, “the student was physically unable to attend classes” will not be grounds to approve an appeal. Pre-existing conditions are not justifiable.
• Extended incapacitation/hospitalization or death of a student’s immediate family member (which caused the student to miss 20 percent or more of the scheduled instruction) - verified with appropriate documentation. Immediate family is defined as father, mother, spouse, child, sibling, stepfather, stepmother, stepchild, stepbrother or stepsister.
• Involuntary job transfers outside the Eastern Shore which is documented by the employer. (Includes dependent(s) enrolled at Eastern Shore Community College)
• Error in academic advising by ESCC personnel resulting in inappropriate course enrollment. Requests must be initiated through the ESCC office where student was advised.
• Late notification of denial to a specific degree program-with supporting documents.
• Institutional errors by ESCC that cause the delay of administrative processes relative to registration or the delivery of financial aid funds.
• Administrative difficulties with internships, placements or practicums involving the single enrollment of a student-with supporting material from placement official.

Tuition appeals will not be approved in the following instances:

• Personal errors in judgment or irresponsibility involving transportation, availability of finances, academic ability, time management, etc.
• Misinterpretation or lack of knowledge of college policies and procedures as published in the ESCC College Catalog and Student Handbook or ESCC Schedule of Classes.
• Dissatisfaction with course content.
• Dissatisfaction with academic progress in course.
• Non-attendance or minimal attendance of class.
• Inadequate investigation of course requirements prior to registration and attendance.
• Non-qualification, late application, or loss of eligibility for financial aid or scholarship.
• Non-receipt of mail due to obsolete address on student record.
• Notification of change in domicile status after the refund period.
• Changes of, or personal conflicts with, the course instructor.
• Student error resulting in the delay of administrative processes relative to registration or the delivery of financial aid funds.
• Voluntary/involuntary acceptance of employment or other activity impacting ability to attend class. (i.e., work schedule/hours changed; lack of childcare; vacation).
• Incarceration in a civilian or military facility.
• Other reasons not already specified.

Financial Aid

The College is committed to the philosophy that no student should be denied an opportunity to pursue postsecondary education due to a lack of financial resources. In support of this philosophy, the ESCC offers a variety of financial aid programs for students who qualify. Such aid is funded through federal and state agencies, local civic and service clubs, individual donors, and the Eastern Shore Community College Foundation. The College aids as many students as possible in the form of grants, employment, and local scholarships.

In order to qualify for financial aid, students must:

• demonstrate basic need
• be a U.S. citizen or national or an eligible non-citizen as defined by the U.S. Department of Education
• have a valid social security number
• be registered with Selective Service, if required
• be enrolled in an eligible curriculum for financial aid purposes
• register for courses that apply to their academic program.
• have a high school diploma or general education development (GED) certificate, or have completed a secondary school education in a home school setting
• meet Satisfactory Academic Progress (SAP) at Eastern Shore Community College
• have not defaulted on a federal student loan or owe an overpayment on a federal aid program

Students planning to attend college and in need of financial assistance are encouraged to complete the Free Application for Federal Student Aid (FAFSA) as soon after October 1 in the year prior to their anticipated enrollment. The FAFSA is available at www.fafsa.ed.gov. When applying, students should designate the Title IV code for ESCC as 003748. Students applying for local scholarships must complete the ESCC Foundation Scholarship Application accessible from https://es.vccs.edu/admissions-aid/financial-aid/local-escc-scholarships/.

Students awarded financial aid must maintain an acceptable grade point average and successfully maintain the College’s Standards of Satisfactory Academic Progress (SAP). The student’s satisfactory progress is evaluated at the time an application is received and again at the end of each semester. Under certain circumstances, students who fail to meet SAP standards and lose eligibility for financial aid may appeal the financial aid suspension.

By accessing the MyESCC Student Information System (SIS) portal on the ESCC website at www.es.vccs.edu, students can view their financial aid award and account information.

Types of Financial Aid

Grants

Federal Pell Grant is an award for undergraduate students without a bachelor’s or professional degree. Eligibility is primarily based on the Expected Family Contribution (EFC) but is also affected by enrollment status. A minimum of 12 credit hours is required each semester to receive full eligibility, with pro-rated awards going to those students with less than 12 credits.

Federal Supplemental Educational Opportunity Grant (FSEOG) is for undergraduate Federal Pell Grant recipients with exceptional financial need (i.e., students with the lowest EFCs). Students may receive up to $1,200 a year depending on eligibility and funding levels.

The Commonwealth Award (COMA) is a grant which is available to qualified students who are domiciled residents of Virginia. Students must be enrolled at least half-time (6 credits per semester) in a qualified degree or certificate program.

The Virginia Guaranteed Assistance Program (VGAP) provides grant assistance for full-time Virginia domiciled dependent students who graduated from a Virginia high school with at least a 2.50 grade point average. Students must be a first-time freshman and may qualify for renewal awards up to three additional years.

Part-time Tuition Assistance Grant Program (PTAP) is a VCCS, state-funded grant, which provides assistance to undergraduate Virginia residents who are enrolled in 1-8 credits in an eligible curriculum. The grant covers up to the cost of tuition and required fees.

Other Options: Students who do not qualify for any of the above-mentioned financial aid programs under the FAFSA application should inquire with the Workforce Investment Act Office about other potential opportunities for financial assistance.

Federal Work Study Program

The Federal Work-Study Program (FWS) provides part-time jobs for students who demonstrate need and are enrolled at least half-time (6 credits per semester). Student class schedules, curricula, and job skills are considered in assigning jobs. Most employment is on campus, and students normally may not work more than twenty (20) hours per week while classes are in session.

Satisfactory Academic Progress Standards

All recipients of Federal and/or State aid are required to maintain Satisfactory Academic Progress (SAP). SAP is evaluated at the time a Free Application for Federal Student Aid (FAFSA) is received, and at the end of each semester. All enrollments at ESCC and all applicable transfer credits are considered, regardless if aid was awarded or received.

Students are placed on financial aid suspension if any of the following three standards of Satisfactory Academic Progress (SAP) are not met:

1. Cumulative GPA Requirements (GPA Rule)

Students must meet minimum cumulative grade point average requirements based on a progressive scale and provided below. Only non-remedial courses with grades of A, B, C, D, and F are included in this calculation. Transfer credits are not included in this calculation. In order to graduate, a minimum cumulative grade point average of 2.0 is required in all courses applicable to the student’s degree or certificate.

2. Completion Rate (67% Rule)

Students must, at a minimum, receive satisfactory grades in 67% of cumulative credits attempted. This evaluation will be made prior to aid being awarded and after grades are posted at the end of each semester a student is enrolled at the College.

The completion rate calculation is performed by dividing the cumulative total number of successfully completed credits by the cumulative total number of credits attempted. All credits attempted at ESCC (except audits) are included. All credits accepted in transfer count as both attempted and successfully completed credits. Courses with a grade of A, B, C, D, S, or P are considered satisfactory. Courses with a grade of F, W, U, I, R, or X are considered unsatisfactory.

Students may repeat courses using financial aid until successfully completed, but repeating courses adversely affects the student’s ability to meet completion rate requirements. Financial aid can be considered for successfully completed classes that are repeated to achieve a higher grade, but for only one additional attempt. Only the latest attempt will count toward the cumulative grade point average.

Financial aid is awarded to a student under the assumption that the student will attend college for the entire period for which the assistance is awarded. When a student withdraws or is withdrawn from all classes after beginning attendance, the student may no longer be eligible for the full amount of aid that the student was originally scheduled to receive. ESCC is required to determine the earned and unearned portions of Federal (Title IV) and/or State aid as of the date the student ceased attendance based on the amount of time the student spent in attendance. If the amount disbursed to the student is greater than the amount the student earned, the student will be responsible for repaying the unearned funds. If the amount disbursed to the student is less than the amount the student earned, and for which the student is otherwise eligible, the student is eligible to receive a post-withdraw disbursement of the earned aid received.

3. Maximum Timeframe (150% Rule)

In order to continue receiving financial aid, a student must complete his/her program of study before attempting 150% of the credits required for that program. Developmental coursework is excluded in this calculation.

Attempted credits from all enrollment periods at the College plus all accepted transfer credits are counted; whether the student received financial aid for those terms is of no consequence.

Students may receive financial aid for a maximum of thirty (30) semester hours of Developmental Studies courses if the courses are required as a result of placement testing, the student is in an eligible program of study, and SAP requirements continue to be met.

SAP Status Categories

• Warning Period
  Students who fail to meet satisfactory academic progress for the first time (excluding students who have already attempted 150% of the credits required for their programs of study) will be automatically placed in a Warning Status for one (1) term and are expected to meet SAP requirements by the end of that term.
  
  Students who fail to meet satisfactory academic progress requirements at the end of the warning status term will lose their eligibility for financial aid. However, with a successful SAP appeal, those students will be placed on Financial Aid Probation or an Academic Progress Plan and may retain financial aid eligibility.
• Financial Aid Probation
  Students who have successfully appealed the loss of their financial aid are placed on probation. Students on probation are eligible to receive financial aid for one (1) semester, after which they must be meeting all of the satisfactory academic progress standards or the requirements of an academic progress plan that was pre- approved by the College Financial Aid Appeal Committee.

SAP Appeal Process

If eligibility for financial aid is suspended for lack of Satisfactory Academic Progress (SAP), students may appeal their loss of financial aid eligibility if it is due to mitigating circumstances. These circumstances include, but are not limited to, sudden illness of the student or an immediate family member or death of a family member.

To appeal, students must complete the Satisfactory Academic Progress Appeal (Appeal for Reinstatement of Financial Aid) form and submit it to the Coordinator of Financial Aid within five (5) calendar days of receipt of the letter indicating loss of financial aid eligibility. Failure to do so will invalidate any appeal. The Financial Aid Committee will hold a hearing as soon as possible, normally within five (5) calendar days of receipt of the appeal. A decision will be reached within two (2) calendar days of the hearing and the student will be notified in writing.

The student is responsible for all tuition and fee expenses while the SAP appeal is being reviewed. There is no guarantee the appeal will be reviewed prior to the payment deadline or the start of classes. Once a decision is made, students will be contacted.

If the appeal is unsuccessful, the student may submit a written appeal to the Chief Academic Officer (CAO) within five (5) calendar days of receipt of the Committee’s decision. The CAO will review the case and make a decision within five (5) calendar days of the appeal. The CAO’s decision is final.

Failure to meet Satisfactory Academic Progress does not prohibit enrollment at the College. A student may still enroll in classes at ESCC but without financial aid assistance until such time as eligibility is regained by meeting the Standards of Satisfactory Academic Progress or through a successful appeal.

Financial Aid Payments

Payments from Pell Grants and Commonwealth Awards are adjusted each semester according to the number of credit hours a student is enrolled. Students can charge tuition, fees, books, and supplies against most grant or scholarship awards. Students with a remaining balance after all charges have been deducted are mailed a check within 40 days after the “Last Day to Drop with Refund” date. This disbursement date is dependent on the receipt of funds from the funding agency.

Developmental Coursework

Students may receive financial aid for a maximum of thirty (30) semester hours of developmental coursework if the courses are required as a result of placement testing, the student is in an eligible program of study, and SAP requirements continue to be met.

Repeated Coursework

Students may repeat courses using financial aid until successfully completed, but repeating courses adversely affects the student’s ability to meet completion rate requirements. Financial aid can be considered for successfully completed classes that are repeated to achieve a higher grade, but for only one additional attempt. Only the latest attempt will count towards the student’s cumulative grade point average.

Return of Title IV Funds when a Student Withdraws

Financial aid is awarded to a student under the assumption that the student will attend college for the entire period for which the assistance is awarded. When a student withdraws or is withdrawn from all classes after beginning attendance, the student may no longer be eligible for the full amount of aid that the student was originally scheduled to receive. ESCC is required to determine the earned and unearned portions of Federal (Title IV) and/or State aid as of the date the student ceased attendance. If the amount disbursed to the student is greater than the amount the student earned, the student will be responsible for repaying the unearned funds. If the amount disbursed to the student is less than the amount the student earned, and for which the student is otherwise eligible, the student is eligible to receive a post-withdraw disbursement of the earned aid received.

Financial Aid Payments

Financial aid awards are adjusted each semester according to the number of credit hours a student is enrolled. Students can charge tuition, fees, books, and supplies against most grant or scholarship awards. Students with a remaining balance after all charges have been deducted will be issued a refund. To create or review “Refund Preferences”, visit https://es.vccs.edu/.

Non-Attendance

Financial aid will not pay for classes that the student has never attended or been academically engaged, as reported by faculty. In addition, these students will be administratively withdrawn.

Late Enrollment

If a student has special permission to enroll in classes after the “Last Day to Drop with Refund” date, the credit hours from that enrollment are not counted toward calculation of financial aid.

Summer Enrollment

Federal Pell Grants are available for the summer semester. Pell eligible students will be emailed summer award notifications in early April. Students who were enrolled full-time (12 or more credits) for the fall and spring semesters and who wish to receive Pell funds for the summer, must be enrolled at least half-time (6 credits).

Scholarships for Academic Classes

Students are strongly encouraged to apply for one of the many scholarships provided by the ESCC Foundation. Scholarship packets are available after April 1st from area high school guidance counselors or from the ESCC Financial Aid Office located in Student Services. The list of scholarships available through the ESCC Foundation and the scholarship application can be found on the college’s website.

Additional Financial Assistance

Workforce Innovation and Opportunity Act (WIOA) Financial Assistance

Program costs for eligible students, including college tuition, may be paid by the college’s Workforce Innovation and Opportunity Act Total Service Center. Limited financial assistance is available and placement assistance is provided. Contact the WIOA Office at 757.789.1757 for more information.

Special Federal and State Programs

Federal and State laws have provisions for tuition-free education for the children of veterans killed or disabled in war, and for the children of law enforcement officers, fire fighters, and rescue squad members killed in the line of duty. Contact the Student Services Office at 757.789.1720 for details.

Rehabilitative Services

The College cooperates with Virginia Department of Rehabilitative Services in providing education and training for persons with special disabilities.

Veterans Benefits

The College is approved by the Virginia State Approving Agency for payment of benefits to qualified veterans, active military personnel, and children or surviving spouses of certain veterans or service personnel. The VA Certifying Official assists students in applying for VA benefits, certifying eligibility, and in maintaining accurate enrollment and student status records. All veteran students receiving benefits must be enrolled in a program leading to a certificate or degree. The veteran must submit the Request for Veterans Educational Benefits form each semester. Contact the College’s VA Certifying Official at 757-789-1777 for assistance.

GI Bill Beneficiaries

The Virginia State Approving Agency (SAA), is the approving authority for education and training programs for Virginia. That office investigates complaints of GI Bill beneficiaries. While most complaints should initially follow the school grievance policy, if the situation cannot be resolved at the school, the beneficiary should contact the SAA: saa@dvs.virginia.gov.

Scholarships

ESCC offers a variety of local scholarships. Students can find the application forms and information in the Financial Aid section of the college’s website: https://es.vccs.edu/admissions-aid/financial-aid/local-escc-scholarships/

Free and Reduced Fare Transportation

The college provides free or reduced fare bus transportation to the college on fixed routes provided by Star Transit. Service is provided during daytime hours, Monday-Friday. A listing of arrival and departure times is available from the ESCC Welcome Desk. For eligibility of this transportation, students must present their ESCC student identification cards to the Star Transit bus driver each semester of attendance for validation.

Workforce Programs

Tuition for workforce programs vary depending on the course or program.  Unlike traditional academic classes which have a set tuition rate based, workforce programs (ie, FastForward, Continuing Education, Career Pathways) are priced based on actual costs, which vary from course to course depending on: length of the course; instructor salary; cost of certification exam/credential; and administrative support (ie, coaching and supplies).  Instructors are hired on a temporary basis just for the duration of the course they will teach, unlike traditional full time and adjunct academic faculty.  Additionally, the cost of textbooks are normally part of the course cost.

A variety of financial aid resources may be available to assist learners with their tuition costs. Depending on the program and the situation, eligible learners may pay as little as ten percent of overall course cost, or less.

Contract Training rates are negotiated between the College and the Employer, who normally pays some or all of the tuition.