Information and resources regarding SWVCTC and the COVID-19 (Coronavirus)

Business Office

The Business Office or Office of Student Accounts is responsible for the billing and collection of all student fees. We also disburse student refunds, issue textbook vouchers for financial aid/third party students, prepare and issue 1098-T tax forms to all students. There is a Business Office located on all campuses and sites for the convenience of our students.

Mission, Responsibilities & Contacts

Student Accounts/Business Office Mission

To provide quality professional customer service while adhering to established policies, procedures, and laws with a focus on financial integrity and accountability, accurately collecting and disbursing student funds, and responding to student financial inquiries in a helpful, informed, and courteous manner.

Student Responsibilities

Students who attend Southern West Virginia Community & Technical College agree to be held accountable for:

  • The full payment of tuition and fees generated from their registration.
  • The full payment of any applicable miscellaneous or special fees related to attendance.
  • The payment of a $25 fee for any item(s) returned by their bank as “Non‐Sufficient Funding”.
  • The maintaining of a current mailing address with the Office of the Registrar.
  • The acknowledgment that their southernwv.edu email is the official means of communication to students.
  • The task of reading their southernwv.edu email on a daily basis.
  • The reading of and compliance with the rules as stated within the college catalog and/or student handbook.

Contacts and Addresses

For Immediate Assistance, please join us live on SSConnect | Monday – Thursday 9:00 a.m. to 5:00 p.m.

Boone Campus

3505 Daniel Boone Pkwy, STE A, Foster, WV  25081

Logan Campus

PO Box 2900, Mt. Gay, WV  25637

Williamson Campus

1601 Armory Drive, Williamson, WV  25661

Wyoming/McDowell Campus

128 College Drive, Saulsville, WV  25876

Lincoln Site

81 Lincoln Panther Way, Hamlin, WV  25523

You may also email the Business Offices at BusinessOffice@southernwv.edu.  When emailing the Business Office, please use your Southern student email account and include your student id number.

Tuition and Fees

Tuition and Fees are subject to change.
Registration is NOT complete until tuition and fees are paid.

Tuition Schedule (Fall 2022, Spring 2023, and Summer 2023)

* Program fees are not capped at the 12 credit hour mark ** Book fee is for students who do not opt out of the  Barnes & Noble Program
Nursing Program 2022 -2023 Tuition and Fees 
WV RESIDENT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Instate Tuition 169.00 338.00 507.00 676.00 845.00 1,014.00 1,183.00 1,352.00 1,521.00 1,690.00 1,859.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00
Program Fee * 65.00 130.00 195.00 260.00 325.00 390.00 455.00 520.00 585.00 650.00 715.00 780.00 845.00 910.00 975.00 1,040.00 1,105.00 1,170.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Resident Total 258.00 516.00  774.00 1,032.00 1,290.00 1,548.00 1,806.00 2,064.00 2,322.00 2,580.00 2,838.00 3,096.00 3,185.00 3,274.00 3,363.00 3,452.00 3,541.00 3,630.00
NON-RESIDENT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Out of State Tuition 274.00 548.00 822.00 1096.00 1370.00 1644.00 1918.00 2192.00 2466.00 2740.00 3014.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00
Program Fee * 65.00 130.00 195.00 260.00 325.00 390.00 455.00 520.00 585.00 650.00 715.00 780.00 845.00 910.00 975.00 1,040.00 1,105.00 1,170.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00  408.00 432.00
Nonresident Total 363.00 726.00 1089.00 1452.00 1815.00 2178.00 2541.00 2904.00 3267.00 3630.00 3993.00 4356.00 4445.00 4534.00 4623.00 4712.00 4801.00 4890.00
Allied Health Programs 2022 -2023 Tuition and Fees 
WV RESIDENT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Instate Tuition 169.00 338.00 507.00 676.00 845.00 1,014.00 1,183.00 1,352.00 1,521.00 1,690.00 1,859.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00
Program Fee * 50.00 100.00 150.00 200.00 250.00 300.00 350.00 400.00 450.00 500.00 550.00 600.00 650.00 700.00 750.00 800.00 850.00 900.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Resident Total 243.00  486.00  729.00 972.00 1,215.00  1,458.00  1,701.00  1,944.00  2,187.00  2,430.00  2,673.00  2,916.00  2,990.00  3,064.00  3,138.00  3,212.00  3,286.00  3,360.00
NON-RESIDENT   1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Out of State Tuition 274.00 548.00 822.00 1096.00 1370.00 1644.00 1918.00 2192.00 2466.00 2740.00 3014.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00
Program Fee * 50.00 100.00 150.00 200.00 250.00 300.00 350.00 400.00 450.00 500.00 550.00 600.00 650.00 700.00 750.00 800.00 850.00 900.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Nonresident Total 348.00 696.00 1044.00 1392.00 1740.00 2088.00 2436.00 2784.00 3132.00 3480.00 3828.00 4176.00 4250.00 4324.00 4398.00 4472.00 4546.00 4620.00
Career and Technical Programs 2022 -2023 Tuition and Fees 
WV RESIDENT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Instate Tuition 169.00 338.00 507.00 676.00 845.00 1,014.00  1,183.00 1,352.00  1,521.00 1,690.00 1,859.00  2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00
Program Fee *  25.00  50.00   75.00   100.00   125.00   150.00   175.00  200.00  225.00     250.00  275.00  300.00  325.00  350.00  375.00  400.00   425.00   450.00
Book Rental Fee ** 24.00 48.00  72.00     96.00   120.00  144.00 168.00  192.00  216.00   240.00  264.00 288.00 312.00   336.00   360.00   384.00  408.00   432.00
Resident Total 218.00  436.00  654.00 872.00  1,090.00  1,308.00  1,526.00  1,744.00  1,962.00  2,180.00 2,398.00  2,616.00  2,665.00 2,714.00 2,763.00 2,812.00 2,861.00 2,910.00
NON-RESIDENT   1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Out of State Tuition 274.00 548.00 822.00 1096.00 1370.00 1644.00 1918.00 2192.00 2466.00 2740.00 3014.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00
Program Fee * 25.00  50.00   75.00 100.00   125.00    150.00    175.00    200.00  225.00  250.00  275.00 300.00 325.00 350.00 375.00 400.00 425.00 450.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Nonresident Total 323.00 646.00 969.00 1292.00 1615.00 1938.00 2261.00 2584.00 2907.00 3230.00 3553.00 3876.00 3925.00 3974.00 4023.00 4072.00 4121.00 4170.00
Transfer/Undeclared 2022 -2023 Tuition and Fees  (A.A. & A.S. Degrees)
WV RESIDENT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Instate Tuition 169.00 338.00 507.00 676.00    845.00 1,014.00 1,183.00 1,352.00 1,521.00 1,690.00 1,859.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00
Program Fee * 10.00 20.00 30.00 40.00 50.00 60.00 70.00 80.00 90.00 100.00 110.00 120.00 130.00 140.00 150.00 160.00 170.00 180.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Resident Total 203.00 406.00 609.00 812.00 1,015.00 1,218.00 1,421.00 1,624.00 1,827.00 2,030.00 2,233.00 2,436.00 2,470.00 2,504.00 2,538.00 2,572.00 2,606.00 2,640.00
NON-RESIDENT   1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Out of State Tuition 274.00 548.00 822.00 1096.00 1370.00 1644.00 1918.00 2192.00 2466.00 2740.00 3014.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00
Program Fee * 10.00 20.00 30.00 40.00 50.00 60.00 70.00 80.00 90.00 100.00 110.00 120.00 130.00 140.00 150.00 160.00 170.00 180.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Nonresident Total 308.00 616.00 924.00 1232.00 1540.00 1848.00 2156.00 2464.00 2772.00 3080.00 3388.00 3696.00 3730.00 3764.00 3798.00 3832.00 3866.00 3900.00
Welding Program 2022 -2023 Tuition and Fees 
WV RESIDENT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Instate Tuition 169.00 338.00 507.00 676.00 845.00 1,014.00 1,183.00 1,352.00 1,521.00 1,690.00 1,859.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00 2,028.00
Program Fee * 75.00 150.00 225.00 300.00 375.00 450.00 525.00  600.00 675.00 750.00 825.00 900.00 975.00 1,050.00 1,125.00 1,200.00 1,275.00 1,350.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Resident Total 268.00 536.00 804.00 1,072.00 1,340.00 1,608.00 1,876.00 2,144.00 2,412.00 2,680.00 2,948.00 3,216.00 3,315.00 3,414.00 3,513.00 3,612.00 3,711.00 3,810.00
NON-RESIDENT   1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Out of State Tuition 274.00 548.00 822.00 1096.00 1370.00 1644.00 1918.00 2192.00 2466.00 2740.00 3014.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00 3288.00
Program Fee * 75.00 150.00 225.00 300.00 375.00 450.00 525.00 600.00 675.00 750.00 825.00 900.00 975.00 1,050.00 1,125.00 1,200.00 1,275.00 1,350.00
Book Rental Fee ** 24.00 48.00 72.00 96.00 120.00 144.00 168.00 192.00 216.00 240.00 264.00 288.00 312.00 336.00 360.00 384.00 408.00 432.00
Nonresident Total 373.00 746.00 1119.00 1492.00 1865.00 2238.00 2611.00 2984.00 3357.00 3730.00 4103.00 4476.00 4575.00 4674.00 4773.00 4872.00 4971.00 5070.00

* Residents of the following Kentucky reciprocity counties are assessed at the WV resident rate: Boyd, Lawrence, Martin, and Pike Counties

**Southern no longer offers the installment payment plan for summer semesters.

Installment Plan due dates: Fall
2022
Spring
2023
Summer
2023
15 wk 35% down pmt due: 8/20/2022 1/14/2023 No
Installment
Payments**
15 wk Second pmt due: 10/3/2022 3/6/2023
15 wk Final pmt due: 11/3/2022 4/6/2023
15 week prom note number: B5 B6

 

Program Fees (per credit hour)

Program Fees will be assess to the student’s account per credit with no cap
Program
Fee Category
 Detail
Code
 Program
Fee
Description Degree
Allied Health  AHPF  $ 50.00 AH Bus & Leadership-CERT CERT
Transfer/Undeclared  TUPF  $ 10.00 Board of Governors -AAS AAS
Career/Technical  CTPF  $ 25.00 Business Accounting-AAS AAS
Career/Technical  CTPF  $ 25.00 Business Accounting-AAS AAS
Career/Technical  CTPF  $ 25.00 Business Administration-AAS AAS
Allied Health  AHPF  $ 50.00 Cntrl Sterile Supply Tech-CERT CERT
Career/Technical  CTPF  $ 25.00 Cosmetology/Salon Management AAS
Career/Technical  CTPF  $ 25.00 Crim Justice-Corrections-AAS AAS
Career/Technical  CTPF  $ 25.00 Crim Just-Law Enforcement-AAS AAS
Career/Technical  CTPF  $ 25.00 Criminal Justice – AAS AAS
Career/Technical  CTPF  $ 25.00 Criminal Justice-CERT CERT
Transfer/Undeclared  TUPF  $ 10.00 Early Childhood Dev-AAS AAS
Transfer/Undeclared  TUPF  $ 10.00 Early Childhood Dev-CERT CERT
Career/Technical  CTPF  $ 25.00 Electrical Engineering Tec-AAS AAS
Career/Technical  CTPF  $ 25.00 Electrical Engineering Tec-CERT CERT
Career/Technical  CTPF  $ 25.00 Electromechanical Instrumentation-CERT CERT
Transfer/Undeclared  TUPF  $ 10.00 General Studies – Cert. CERT
Allied Health  AHPF  $ 50.00 HCT -Medical Lab Asst Opt-CERT CERT
Allied Health  AHPF  $ 50.00 Health Care Professional-AAS AAS
Career/Technical  CTPF  $ 25.00 Indust Tech:Machinist Tech/CNC AAS
Career/Technical  CTPF  $ 25.00 Indust Tech-Mechatronics-CERT CERT
Career/Technical  CTPF  $ 25.00 Indust Tech-Welding-CERT CERT
Career/Technical  CTPF  $ 25.00 Information Technology-AAS AAS
Career/Technical  CTPF  $ 25.00 Information Technology-CERT CERT
Career/Technical  CTPF  $ 25.00 Mechatronics-AAS AAS
Allied Health  AHPF  $ 50.00 Medical Assisting-AAS AAS
Allied Health  AHPF  $ 50.00 Medical Coding Spec-CERT CERT
Allied Health  AHPF  $ 50.00 Medical Lab Technology-AAS AAS
Transfer/Undeclared  TUPF  $ 10.00 No Major Declared
Nursing  NSPF  $ 65.00 Nursing-AAS AAS
Allied Health  AHPF  $ 50.00 Paramedic Science-AAS AAS
Career/Technical  CTPF  $ 25.00 Paraprofessional Educ-CERT CERT
Allied Health  AHPF  $ 50.00 Radiologic Technology-AAS AAS
Allied Health  AHPF  $ 50.00 Respiratory Tech-AAS AAS
Allied Health  AHPF  $ 50.00 Respiratory Tech-AAS AAS
Allied Health  AHPF  $ 50.00 Surgical Technology-AAS AAS
Career/Technical  CTPF  $ 25.00 Tec Studies in Applied Tec-AAS AAS
Career/Technical  CTPF  $ 25.00 Tech Studies in Applied-CERT CERT
Transfer/Undeclared  TUPF  $ 10.00 To be declared               *
Transfer/Undeclared  TUPF  $ 10.00 University Transfer-AA AA
Transfer/Undeclared  TUPF  $ 10.00 University Transfer-AS AS
Transfer/Undeclared  TUPF  $ 10.00 University Transfer-AS AS
Welding  WDPF  $ 75.00 Welding Technology – AAS AAS

Other Fees

  • In addition to tuition, Southern also assesses the following fees to all students who register for classes on their campuses or sites.  These fees are non-refundable after the first day of the academic term.
    • Textbook Fee
      • Assessed to all students who register for the academic term.
      • $24.00 per credit hour with no cap

Special Fees

Diploma Replacement Fee $20.00
CLEP Examination Fee (per exam) $10.00
Challenge Exam Fee (per credit hour) $10.00
Portfolio Assessment Fee (per application) $300.00
Portfolio Credit Posting Fee (per credit hour)  $10.00
Return Check Fee $25.00
Late Payment Fee $50.00
Transcript Fee $5.00

Important Dates

Payment Due Dates

Please note: Failure to receive a billing statement will not be accepted as a reason for missing the payment deadline.

Summer 2022

May 19, 2022 (at 5 PM) Payment Due – Full and 1st 5-week terms.  After this date, students MUST make payment arrangements at the time of registration or they will be dropped.
June 23, 2022 (at 5 PM) Payment Due – Alternate term (Second 5-week term).

 

Fall 2022

August 20, 2022 Tuition Due Date for Full Term and First Half Courses
September 8, 2022` Full Term and First Half Term Drop for Nonpayment
October 3, 2022 Second Installment Plan Payment Due for Full Term courses
October 6, 2022 Tuition Due Date for Second Half Courses
October 13, 2022 Second Half Term Drop for Nonpayment
November 3, 2022 Final Installment Plan Payment Due for Full Term courses
November 7, 2022 Second Installment Plan Payment Due for Second Half courses
December 8, 2022 Final Installment Plan Payment Due for Second Half courses

 

Spring 2023

January 14, 2023 Tuition Due Date for Full Term and First Half Courses
February 2, 2023 Full Term and First Half Term Drop for Nonpayment
March 2, 2023 Tuition Due Date for Second Half Courses
March 6, 2023 Second Installment Plan Payment Due for Full Term courses
March 9, 2022 Second Half Term Drop for Nonpayment
April 6, 2023 Final Installment Plan Payment Due for Full Term courses
April 6, 2023 Second Installment Plan Payment Due for Second Half courses
May 4, 2023 Final Installment Plan Payment Due for Second Half courses

 

Summer 2023

May 18, 2023 Tuition Due Date Full Term and First 5 Weeks Courses
May 25, 2023 Full Term and First 5 Weeks Drop for Nonpayment
June 22, 2023 Tuition Due Date for Second 5 Weeks courses
June 29, 2023 Second 5 Weeks Drop for Nonpayment

Financial Aid Completion Deadlines

SUMMER 2022

  • Please check with the Financial Aid Office to see if there are funds available for Summer Term Classes.  Availability varies due to enrollment and financial aid packaging.

Fall 2022

  • March 1, 2022 FAFSA filing deadline for Promise Scholarship applicants (WV residents ONLY)
  • April 15, 2022 FAFSA filing deadline for WV Higher Education Grant consideration (WV residents ONLY)
  • July 11, 2022 full term classes.  All required paperwork must be submitted to Southern’s Financial Aid Office in order to be complete and authorized for the Fall 2022 semester.
  • After July 11, 2022 financial aid processing will continue, but students who submit required documentation after this date are not guaranteed their aid will be processed in time to avoid being dropped for nonpayment.

Spring 2023

  • December 1, 2022 full term.  All required paperwork must be submitted to Southern’s Financial Aid Office in order to be complete and authorized for the Spring 2023 semester.
  • After December 1, 2022 financial aid processing will continue, but students who submit required documentation after this date are not guaranteed their aid will be processed in time to avoid being dropped for nonpayment.

Summer 2023

  • Please check with the Financial Aid Office to see if there are funds available for Summer Term classes. Availability varies due to enrollment and financial aid packaging.

To Meet the Deadline:

Meeting the deadline dates means all of the requested forms and paperwork have been received by the Financial Aid Office including an electronic copy of your Student Aid Report and full admission to Southern West Virginia Community and Technical College. This does not mean that you file the FAFSA by the deadline date; but, rather that you file the FAFSA so the Student Aid Report is received in the Financial Aid Office, along with all requested forms and paperwork, by or before the deadline date. Students who do not meet the priority processing deadline dates may have to pay for all expenses (tuition, fees, and books) from their own resources.

To ensure that you meet the priority processing deadline date you should file the FAFSA at least one month prior to the deadline date. No funds will be disbursed to you unless your financial aid file is complete.

Missing the above deadlines, with the exception of summer, does not prevent you from receiving financial aid; however, it may delay the receipt of the aid. Students failing to meet the above deadlines MUST be prepared to cover college expenses from their own resources or contact the Business Office to make arrangements to use the installment tuition payment plan.

Methods of Payment

Students are not considered registered for any courses until all tuition and fees are paid or other payment arrangements have been made by the fee payment deadline. Southern reserves the right to cancel all registration and withdraw students from courses due to nonpayment

Payment Options

On-Campus

  • Cash
  • Check or Money Order
  • Credit/Debit Card (Visa, MasterCard, American Express, and Discover)

Online

Through mySouthern the College accepts Visa, MasterCard, and American Express and Discover.

To pay online, you will need to log into your mySouthern account. You have several options to access the online payment system in mySouthern:

  • Select Credit Card Payment on the Main page of mySouthern
  • At the bottom of the page of each Account Summary by Term and Account Summary there is a link for Credit Card Payment

Payment Arrangements

Installment Tuition Payment Plan

  • Explanation
    • The Installment Tuition Payment Plan allows students to make a total of three payments on their tuition and fees.  The down payment of 25 percent is due by the payment deadline date: or, after the payment date at the time of registration
    • Payment Plan only offered for the Fall and Spring semesters
    • After all financial aid is applied to the student’s account, at least 25 percent (25%) of the student tuition and fees must be paid by the tuition due date for the term.
    • If your Financial Aid award does not fully cover your tuition and fees, you MUST sign up for the Payment Plan to cover the remaining balance
    • All Students who participate in the Payment Plan, including Financial Aid recipients, MUST sign a form at the Campus Business Office
    • The remaining balance, including interest, is payable in three additional payments.
    • Failure to pay remaining balance by due date will prohibit a student from having this payment option in the future. Interest and/or a service fee, on the remaining balance may be charged at a rate not to exceed the legal limit.

Financial Aid

  • The Financial Aid Office must complete the student award package and authorize it for disbursement before the aid can be viewed and accepted as guaranteed payment for the semester by the payment due date.
  • Refer to the Financial Aid pages of the website for detailed information.

Third Party Sponsor

  • If a third-party sponsor provides documentation regarding sponsoring a student, Student Accounts bills the sponsors on behalf of the student.
  • Some examples of third-party sponsors are federal agencies, foreign embassies, and Vocational Rehabilitation Services. Sponsors are billed for Southern charges ONLY (such as tuition/fees, textbooks and other listed fees). Any credits or overpayment will be returned to the sponsor. Third-party billing is separate from our scholarship programs, and scholarships should be sent to the Southern Financial Aid Office.
  • Student Accounts must be notified by the sponsor and/or student of the sponsorship amount and conditions. Documentation can be submitted via email to BusinessOffice@southernwv.edu , or brought to any campus Business Office. A financial guarantee/tuition authorization must be an official document on business letterhead.
  • Authorizations MUST include the following information to be processed:
    • Student name
    • Student ID number
    • Specific charges or dollar amount that sponsor will be paying
    • What semester sponsor will be paying
    • Billing address for sponsor
    • Name, signature and contact information for person authorizing contract
  • All documentation must be submitted before the start of the semester in question
  • Once the contract is set up, invoices will be printed after the semester starts and mailed to the sponsor for payment. Please send all third-party payments to the address listed on the invoice
  • Documentation must be submitted before the start of the semester. Late submission may cause the student to receive late payment fees and generate balance holds on their account. If your sponsor is only paying a portion of your charges, you will be responsible for payment of the difference by all deadlines. If payment is not received for your share of the charges by the due date, a late payment fee will be assessed. If your employer is reimbursing you after completion of your coursework, your fees cannot be deferred, and you must pay the amount due by the due date.
  • NOTE: Once your contract has been set up, it will appear on your student account as a future credit (memo). This does not mean that Southern has received payment on your behalf. Payment is not guaranteed until funds are actually received by the College from your sponsor. If payment has not been received by the end of the fiscal year, your contract will be deleted and cannot be reinstated until guaranteed funds are received. Thus, students are ultimately responsible for the contracted balance if their sponsor does not pay in a timely manner. Southern reserves the right to discontinue future third-party billing for agencies that are delinquent in making payment.

Refunds

Once classes begin, there is no refund for a reduced schedule. The refund policy applies only when a student officially withdraws from all classes or Southern cancels a class.

Explanation of Refund Policy

The following schedule for calculating refunds shall be adhered to for those students who withdraw from the institution via the official withdrawal process and who are eligible to receive refunds. Students qualify for a full refund (100%) of tuition/fees, if they drop any or all of their courses prior to the start of classes for the semester/term. Once classes begin for the semester/term, there are only two ways students may qualify for a tuition/fee refund. The first is to completely withdraw from the institution for the semester/term (this means carrying zero credit hours for the semester/term). This includes any courses that have not started for the semester/term, including all non-traditional courses. The second way to qualify for a refund is if the institution cancels a course. The student will get 100% refund for any course that is canceled.

All refunds are calculated based upon the total tuition and fees owed at the beginning of the semester (less any nonrefundable fees as stated above). Refunds will be issued within 30 days of the official withdrawal date and delivered to the student’s BankMobile account. Payments made by credit card will be refunded to the original credit card within 30 days.

A refund schedule for summer sessions and nontraditional terms (terms that have a shorter duration period than the standard 16-week term) shall be determined by the College’s Business Office based upon the first day of class in the earliest term that the student is in. If the refund calculation designates a partial day, the full day will be included in the higher refund period.

Refund Schedules

Prior to the first day of the term 100% refund
During the first 10% of the term 90% refund
From 11% to 25% of the term 75% refund
From 26% to 50% of the term 50% refund
After 50% of the term is completed No refund

The refund schedule below is for the full semester (16 week) classes: 

Summer 2022

Date Refunds
May 23 through May 29, 2022 90%
May 30 through June 8, 2022 75%
June 9 through June 25, 2022 50%
After June 25, 2022 No Refund

Fall 2022

Date Refunds
August 22, 2022 through August 31, 2022 90%
September 1, 2022 through September 12, 2022 75%
September 13 through October 10, 2022 50%
After October 10, 2022 No Refund

Spring 2023

Date Refunds
January 17, 2023 through January 26, 2023 90%
January 27, 2023 through February 10, 2023 75%
February 11, 2023 through March 7, 2023 50%
After March 7, 2023 No Refund

Summer 2023

Date Refunds
May 22, 2023 through May 28, 2023 90%
May 29, 2023 through June 7, 2023 75%
June 8, 2023 through June 24, 2023 50%
After June 25, 2023 No Refund

Refund Policy

SCP-5050: Assessment, Payment, and Refund of Tuition and Fees

Textbooks

  • Starting with the Fall 2022 semester, Southern will be contracting bookstore operations through Barnes & Noble. The contract is for a physical store to be located on the Logan Campus and an online store.
  • We will be implementing Barnes & Noble’s First Day Completed program in Fall 2022. Our First Day Complete program is called Blue’s Book Bundle.
  • With this program, student will be charged $24 per credit hour Textbook fee. This Textbook Fee will cover the cost of their textbooks.  Student will receive their textbooks before or by the first day of classes.
  • The Blue’s Book Bundle will ensure students get their books timely. It will provide a significant saving to our students over the traditional textbook model.
  • Students will have the option of not participating in the Blue’s Book Bundle program. If a student chooses to not participate, the book fee will be removed from their student account.  The student will then be responsible for acquiring their textbooks on their own and out of pocket.
  • Southern will NO LONGER be providing student with textbook vouchers.
  • For more information, Click Here

BooksBundle Opting Out

  1. Can I opt-out of the program?
    1. While it is NOT recommended, students have the option to opt-out of the program. Opting out means you will NOT receive access to your required digital and physical course materials in a convenient package at the a discounted price.
  2. How do I opt-out of the program? You will two options.
    1. Contact the Bursar’s Office on SSConnect (preferred)
    2. Visit the Bursar’s Office on any of our campus
  3. How do I purchase my course materials if I decide to opt-out of the program
    1. Students will be responsible for purchasing their required materials either through the Southern Bookstore or else where
  4. Can I opt-out if I picked up my course materials?
    1. Yes, you will have 48 hours to return your course materials. If you do not return the course materials, you will be charged the book rental fee.
  5. When can I opt-out of the program?
    1. The opt-out deadline for the fall semester is Thursday, August 25, 2022
  6. Can I opt back into the program after having opted-out?
    1. Yes, you can opt back into the program after you have previously opted out. You will need to go the Bursar’s Office and request to opt back into the program.  You will be able to pick up your course materials up the next business day.
    2. If you have already purchased course materials from the Southern Bookstore, and then wish to opt back in, you will need to go to the Bookstore to pick up any additional materials or get a refund on any books you have already purchased.

1098-T

The American Opportunity (formerly Hope) and Lifetime Learning tax credits may be available to you if you pay higher education costs. To assist you in claiming these credits, Southern will file form 1098-T with the Internal Revenue Service by January 31 each year. This information in no way represents tax advice from the college, as it is the responsibility of the taxpayer to determine eligibility for the credit. Please do not contact Southern regarding your eligibility for this credit.

Who gets a 1098-T?

You will receive a 1098-T only if you had out-of-pocket payments, whether paid by you or with a loan, for “qualified educational expenses.”   IRS Publication 970 defines “qualified educational expenses” as tuition, fees, and books.

You will not receive a 1098-T on the portion of tuition paid with tax-free educational assistance.   Per IRS guidelines:  If you pay qualified education expenses with certain tax-free funds, you cannot claim a credit for those amounts. You must reduce the qualified education expenses by the amount of any tax-free educational assistance and refund(s) you received.  A 1098-T is, therefore, not issued for the portion of tuition paid with tax-free educational assistance including:

  • The tax-free part of scholarships and fellowships,
  • Pell grants,
  • Employer-provided educational assistance,
  • Veterans’ educational assistance, and/or
  • Any other nontaxable (tax-free) payments (other than gifts or inheritances) received as educational assistance

How do I get a 1098-T if I qualify to receive one?

1098-Ts are mailed to eligible students from Southern by January 31.  The 1098-T reflects the previous calendar year (January through December).

Students may opt to receive their 1098-T electronically. All students will receive an email providing instructions on how to choose this option.

Is financial aid taxable?

In general, financial aid is not considered taxable income to the extent it is used toward “qualified educational expenses.”  Student loans are never considered taxable income because it is borrowed money that must be repaid.  Grants and scholarships may be considered taxable income to the extent they are not used for “qualified educational expenses.”

Are there education tax credits I may qualify for?  How do I learn more about tax guidelines regarding education?

Students may be eligible for a number of tax credits when filing a federal tax return.  We encourage you to read IRS guidelines such as IRS Publication 970, Tax Benefits for Education, regarding any tax benefits for which you may qualify and to consult your tax preparer.   Publication 970 may be downloaded from the IRS web site at www.irs.gov.

Need a Copy of Your 1098-T?

Students may request a copy of their 1098-T tax form by emailing Chris Gray at chris.gray@southernwv.edu

Students should send this request from their Southern student email account. Once your request is received, your replacement 1098-T will be emailed to you.

If you no longer have access to your Southern student email, you may send an email from your personal account.  This will result in your 1098-T being sent to you by USPS.

When requesting a copy, please include your full name, student ID number and the tax year needed. Students having questions concerning the amounts report may also email Chris Gray.

Note: Southern West Virginia Community and Technical College cannot offer tax advice.

Student Account

Each student has a student account in Southern’s student database. Your student account is where you can view your charge and payment history. From your student account, you can see if you have any outstanding charges or are due a refund. Financial aid awards can be viewed on your student account once they are disbursed from the Financial Aid Office.

How to access your mySouthern student account

  1. Go to mySouthern
  2. Log in using your Southern email address (@southernwv.edu) and email password.

How to View your student account

  1. Log into your mySouthern student account
  2. Click on Student Services and Business Office
  3. Click on Student Records and Cashier
  4. You may view your account information in two formats:
  • Click on Account Summary by Term to see your account information summarized by semester
  • Click on Account Summary to see an overall summary of your student account

Student Financial Responsibility Agreement

In the future, students will have to electronically acknowledge the debt incurred by registration in Southern West Virginia Community and Technical College classes. This feature is coming soon!

E-Mail Notifications

Southern will utilize college-issued student email accounts to convey college-related, critical, and/or time sensitive information to faculty, staff and students. In some instances, email communication may be the only means by which certain information is conveyed.

The Business Office or Office of Student Accounts will use email to contact our students concerning:

  • Outstanding balances on student accounts
  • Notification of payment due date and amount due
  • Notification of cancellation of registration due to nonpayment
  • Notification of refunds including date when processed
  • Responses to student inquiries

BankMobile

In order to provide more flexible options for receiving refunds, Southern West Virginia Community and Technical College has partnered with BankMobile Disbursements, a technology solution, powered by BMTX, Inc.  We use BankMobile Disbursements to deliver financial aid and other school refunds.

ALL SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE REFUNDS ARE DISTRIBUTED THROUGH BANKMOBILE DISBURSEMENTS.  FOR MORE INFORAMATION OR TO MANAGE YOUR REFUND PREFERENCES, VISIT BANKMOBILE DISBURSEMENTS.

To view our institution’s contract with BankMobile Disbursements click here.