Options for paying for classes.
Students have a variety of options for paying for classes. Students must have a plan to pay fees and tuition once they are registered. Should students fail to pay their fees and tuition, the college has authorization to de-register them from classes. Please choose a payment option immediately to avoid de-registration.
Payment Plan
Payment arrangements may be made online through Self-Service. Use our Payment Plan Tutorial to get started.
Pay by Phone or Mail
Forms of payment include cash, Visa®, MasterCard®, Discover® Card, money order, or check.
All financial obligations are due and payable at the time they are incurred if the payment due date for a given term has passed. If payment in full is not received by the stated deadlines, you may be de-registered from your classes. Random administrative de-registrations occur at the discretion of the College through the end of the official drop/add period. Payment for any courses not dropped prior to the end of the official drop/add period will be the student’s responsibility.
The college accepts no responsibility for dropping you from the specific classes you intended not to take. It is your responsibility to officially drop a class during the official add/drop period of any semester or class, if you decide not to attend. Officially dropping will ensure that you will not be charged for classes that you do not attend.
Financial Aid Disbursement
| Spring 2024 | |
| 1st Disbursement (25% of Refund) | 01/09/2024 |
|
2nd Disbursement (Remaining 75% of Refund) |
01/30/2024 |
| Direct Loans (Borrowers with No Pell Grant 25% of Refund) | 01/09/2024 |
| Direct Loans (1st Half - Returning Borrowers) | 01/30/2024 |
| Direct Loans (1st Half - 1st Time Borrowers) | 02/12/2024 |
| Direct Loans (Remaining 50% for Students with No Pell and 2nd Half for all other borrowers) | 03/18/2024 |
| Summer 2024 | |
| 1st Disbursement (25% of Refund) | 05/16/2024 |
|
2nd Disbursement (Remaining 75% of Refund) |
06/13/2024 |
| Direct Loans (Borrowers with No Pell Grant. 25% of refund) | 05/16/2024 |
| Direct Loans (1st Half - Returning Borrowers) | 06/11/2024 |
| Direct Loans (1st Half - 1st Time Borrowers) | 06/11/2024 |
| Direct Loans (Remaining 50% for studuents with No Pell and 2nd Half for all other borrowers | 6/30/2024 |
AWC no long has a campus bookstore. Entering fall semester, students will purchase their textbooks and course materials from the websites or vendors of their choice, or at the guidance of their faculty. For more information visit https://www.azwestern.edu/textbooks
* Date are subject to change at the discretion of the Financial Aid Disbursement Office
* If additional funds are needed for textbook purchases contact the Financial Aid Disbursement office
Financial Aid must be awarded on your student account to hold registered courses. If it has not, you are responsible to pay your expenses at the time of registration. If you decided NOT to attend AWC; it is your responsibility to drop or withdraw your class(es). You will also be responsible for immediate repayment of your grant and/or scholarship if you never attend class(es), or if you drop or withdraw, or if your class(es) are canceled. It is important that you contact us at (928) 317-6053 if you have Financial Aid and make any changes to your registration.
Refund Options and Policies
Arizona Western College College delivers your refund with BankMobile Disbursements, a technology solution, powered by BMTX, Inc. Visit this link for more information: https://bankmobiledisbursements.com/refundchoicessso/.
Any excess financial aid and scholarships disbursements will be refunded directly to the student via BankMobile Disbursements according to the Refund Schedule.
Terms of Agreement
To view our third-party servicer contract for refund management, click here.
Refund Policies
Refund of Tuition and Special Fees
Refunds are processed automatically on a weekly basis after the start of each semester. Refunds may be combined with financial aid disbursements, and therefore may be subject to financial aid disbursement dates. If payment was made by credit card, the refund will be applied back to your credit card and you will be notified by mail. All other refunds will either be mailed to the student’s last known address or returned to the appropriate financial aid program, as applicable. Refunds of less than one dollar will not be processed.
Helpful Documents
Dropping a Class
Students who officially drop one or more classes during the designated add/drop period of any semester or class will be refunded all tuition and special fees. The College accepts no responsibility for dropping you from the specific classes you intended not to take. It is your responsibility to officially drop a class during the official add/drop period of any semester, or class, if you decide not to attend. Officially dropping will ensure that you will not be charged for classes that you do not attend.
Refunds and Dropping a Classes
If you need to drop a class, you must follow the steps below to ensure a refund. Please read all categories to understand what your deadline is for dropping your class. You need to review each class in your schedule as they may have different drop deadlines depending on the type and length of your class.
Type of Class Session
| Full-semester FALL or SPRING classes, including online or hybrid classes, and in-person classes meeting more than one day a week | Official "Drop" action in your Student Planning (online) profile must be filed prior to or during the first five (5) days of the semester. |
| Full-semester FALL or SPRING in-person classes meeting only one day a week | Official “Drop” action in your Student Planning (online) profile must be filed by 11:59 P.M. before the second (2nd) class meeting |
| Full-semester SUMMER classes | Official "Drop" action in your Student Planning (online) profile must be filed prior to or during the first three (3) days of the semester. |
| Short term in-person classes. Short term is any class that meets less than the full-semester but more than four times during the semester, like but not limited to 12-wk, 8-wk, or 4-wk classes | Official “Drop” action in your Student Planning (online) profile must be filed by 11:59 P.M. before the second (2nd) class meeting. |
| Short term online or hybrid classes | Official “Drop” action in your Student Planning (online) profile must be filed by 11:59 P.M. before the first (1st) class meeting. |
| Classes that meet a total of FOUR TIMES OR LESS | Official "Drop" action in your Student Planning (online) profile must be filed by 11:59 P.M. before the first (1st) class meeting. |
| Dropping any other time | Is counted as a WITHDRAWAL and will not include a refund. |
You will not be automatically dropped for non-payment. If you wish to drop a class, you must take action in the Student Planning online platform, or have someone in Academic Advising assist you in the Student Planning platform.
The College accepts no responsibility for dropping you from the specific classes you intended not to take. Officially dropping will ensure that you will not be charged for classes that you do not attend.
Canceled Class
Fees for classes canceled by Arizona Western College will be fully refunded. A net reduction in total credits due to changes in enrollment or the cancellation of a class may qualify a student for a refund. Financial Aid recipients should refer to the Financial Aid section of the catalog for further clarification.
Military Deployment
Military personnel called to active duty for war or national disaster may apply for a full refund from Arizona Western College. Please see the total withdrawal below for detailed instructions. Tuition assistance waivers may also be available through your service branch’s education office. Please contact your service branch education office for more information.
Class Withdrawals After the Add/Drop Period
The student must provide the “Last Date of Attendance” on the withdrawal form received by the Attendance and Registration Office. The “Last Date of Attendance” and the date the form was received for processing will be recorded for reporting and compliance requirements.
For a partial withdrawal, no refund request will be considered, charges will remain on the student’s account, and classes will be reflected on the student’s transcript.
For total withdrawal from all classes, students may be eligible for a full refund of all tuition and special fees. Please see “Extenuating Circumstances Refund Criteria” section for the criteria that must be met. An administrative charge not exceeding the lesser of $100 or 5% of charges assessed the student will be deducted from all refunds after the add/drop period. All financial obligations must be satisfied prior to a total withdrawal from the College. Requests for a refund after the end of the refund period must be submitted by a Petition for Extenuating Circumstance Refund form to the Business Services Office.
Extenuating Circumstances Refund Criteria
Students withdrawing from classes for one of the following reasons may request a full refund of tuition and special fees, provided courses have not been completed. Student must submit a Petition for Extenuating Circumstances Refund form to the Business Services Office within 30 days following the semester end. All decisions made by the college are final.
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Serious illness verifiable by a doctor's written statement that the illness prevents the student from attending all classes for the semester. (Excludes existing chronic conditions—students are responsible for properly balancing school with known chronic conditions)
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Serious illness or death of an immediate family member that prevents the student from attending all classes for the semester.
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Death of a student. Appropriate documentation must be provided before a refund can be given.
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A student in the Armed Forces or the Arizona National Guard who is called to active duty and assigned to a duty station, verifiable by a copy of the orders, will be allowed to withdraw and receive a 100% refund of tuition, provided courses have not been completed.
The following reasons do NOT qualify as extenuating circumstances:
- Difficulty adjusting to college
- Academic Issues
- Teaching method or dislike of an instructor
- Inaccessibility to resources, i.e. compatible software/ hardware, etc.
- Lack of knowledge of pertinent deadlines
- Time or scheduling conflict
- Transportation Issues
- Financial Issues
- Child Care Issues
To be eligible for a Petition for Extenuating Circumstances Refund, you must
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Withdraw from all courses
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Submit a Petition for Extenuating Circumstances Refund form to the campus Business Services Office
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Present any supporting materials to the Business Services Office with your completed refund request and withdrawal form
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Request the refund within 30 days following the semester end.
Limitation: Never attending is not an allowable refund exception or an excuse of the debt incurred through registration.
Special Fees
Transportation Fee:
A $5 fee is charged each Fall and Spring to all students except La Paz County residents. This fee provides students a 6-month pass for unlimited use of YCAT. Spring semester's pass is valid January 1st through June 30th and Fall semester's pass is valid July 1st through December 31st. Students and employees can obtain the necessary transportation sticker at the AWC Cashier's Office. AWC employees not already taking classes may pay $5 at the AWC Cashier's Office to ride for the semester.
Log on to Student Finance section of Self-Service. Account details are broken down by semester.
Yes. You may pay these fees, along with many other miscellaneous charges.
Cashiers accept cash, personal check or money order, Visa, MasterCard or Discover. Payments may be made online through Self-Service using Visa, MasterCard or Discover
Using the textbook information listed in Self-Service, you will purchase your textbooks from any online source or vendor of your choice. To find the correct materials, be sure to use the correct ISBN (International Standard Book Number) that correlates with the textbook. For more information visit https://www.azwestern.edu/textbooks
Beginning January 9, 2024 students who are receiving a financial aid award will have a portion of the award disbursed in order to purchase textbooks and supplies.
Active Duty military personnel may be eligible for tuition assistance programs. Please contact your branch Education Officer for additional information on available programs. The college requires that an official authorized Tuition Assistance Voucher is submitted on or before the day of registration. Failure to submit an approved voucher or full payment may result in de-registration of classes. Any overpayment made by the student will be refunded to the student upon receipt of the approved Tuition Assistance Voucher.
Refunds for overpayment are issued each week through the Disbursement office.
To receive your refund quicker and securely, please select a refund preference. Follow these steps:
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Log on to Self-Service using your AWC Net ID and password.
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From the Home menu, select Student Finance.
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In Account Summary, click Access Your Refund.
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Follow the steps on the BankMobile Disbursements page to select a refund preference.
Officially dropping classes before the end of the official drop/add period ensures a student will not be charged. Dropping after the end of the official drop/add period is counted as a Withdrawal and the student is still responsible for all charges.
Drop deadlines vary depending on the schedule of each particular class. Students are responsible for checking the drop schedule for each class they are registered for as every class on their schedule does not necessarily have the same drop deadline.
No. Log on to Student Finance section of Self-Service to set up payment plans online.
Once you’ve logged in to Self-Service, select the "Student Finance" link, which will display the account activity. Then select on the "Payment Plan" menu link under Student Finance breadcrumb list at the top of the page. Next, choose the button titled "Proceed to Processor" which will open in a new browser window or tab. Payment plans made through the AWC Payment Plan allow the college to make adjustments (i.e., increases and decreases) to your agreement and payment amounts according to NACHA guidelines. Students will be responsible for any additional costs incurred after the initial payment plan is completed.
A student cannot terminate a payment plan as long as they have an account balance. Once their account is paid in full, no further payment plan payments will be attempted.
If a drop is eligible for a refund and it creates a credit on a student’s account, the reimbursement will either be issued to the credit card used to pay or sent in a check to the address on file if the original payment was made by cash or check. No special request is needed for a refund to be processed.
No. Please see someone in the Disbursement Office about financial aid funds.
Students who plan to live in the residence hall are required to pay for their room and board before they are allowed to check-in. Students must be registered for a minimum of 12 credit hours to be eligible. A deposit of $100.00 and proof of immunizations are required before a room will be assigned.
Once the account has been deemed “uncollectible” (typically after reaching 120 days past due) the account will be turned over to the College’s collection agency or any other private or government agency/program needed to collect the debt.