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Adult and Community Education (ACE) Refund Process

Learn about the Adult and Community Education Refund Process and Policy

Transfer, Withdrawal, and Refund Policy

FCPS ACE strives to provide quality instructional offerings to the public but we realize that, at times, our students may need to transfer to another class or withdraw from a class and request a refund.  Outlined below are our policies surrounding class transfers, withdrawals, and refunds.

Requests received five business days or more before the start of the class

Requests received between 0-4 business days before the start of the class

  • Due to scheduling considerations, we may not be able to accommodate transfers with less than five business-days-notice prior to the start of the class; and in these instances, students would forfeit their tuition paid.
  • Written requests to transfer an employee or client from one class into another, for all classes other than Adult ESOL classes, must be submitted in writing by the company or agency who originally requested the enrollment.  
  • When requesting the transfer, please provide a copy of the PO (Purchase Order) or LOA (Letter of Agreement) used when initially requesting the registration.  
  • Please send your written requests for consideration via email, based on the specific type of class identified below:
  • Adult ESOL classes may consider transfer requests outside of the five business-day-requirement period on a case-by-case basis.  
  • Requests from employers who used a PO to enroll their employees, or agencies who used an LOA to enroll their clients, should include a copy of the original PO/LOA with their request. 
  • Please send your written request via email to [email protected], and a staff member will contact you.

Requests received within the first ten calendar days of the start of the class

  • Selected Apprenticeship, Business & Computer, as well as Health & Medical Classes associated with an advanced certificate program, may accept a transfer request no later than ten calendar days after the start of the class.  
  • This request must be submitted in writing with the reason for the request. Textbooks, instructional supplies, lab fees, and late fees are not reimbursable after the start of the class.
  • Requests to transfer an employee or client from one class to another must be submitted in writing by the company or agency who originally requested the enrollment.  
  • Textbooks, instructional supplies, lab fees, and late fees may not be transferable to the new class after the start of the class.  
  • When requesting the transfer, please provide a copy of the PO or LOA used when initially requesting the registration.
  • Please send your written requests for consideration via email, based on the specific type of class identified below:

Requests received for Summer Learning classes

Requests received after 10 a.m. Eastern Time (ET) will be considered to have been received for the next business day's determination.

Requests received five business days or more before the start of the class

  • Written requests to withdraw from a class must be submitted by email at least five full business days before the class is scheduled to start.
  • All refunds will be assessed a $35 processing fee except for:
    • DMV Learner's Permit Test (HS Students Only)
    • DMV Adult Learner's Permit Testing (Not for High School Students)
    • Registrations processed using a Purchase Order (PO)
    • Registrations processed using a Letter of Agreement (LOA)
    • Parenting Education Classes will be assessed a $15 processing fee.
  • Failure to officially withdraw will result in a continued financial obligation to FCPS ACE, regardless of the student's class attendance.

Requests between 0-4 business days before the start of the class

  • Due to scheduling considerations, we may not be able to accommodate withdrawals with less than five business-days-notice prior to the start of the class; and in these instances, students will forfeit their tuition paid.
  • Written requests to withdraw an employee or client from a class, for all classes other than Adult ESOL classes, must be submitted in writing by the company or agency who originally requested the enrollment.  
  • When requesting the withdrawal, please provide a copy of the PO or LOA used when initially requesting the registration.  
  • Textbooks, instructional supplies, lab fees, and late fees may not be refundable.
  • Please send your written requests for consideration via email, based on the specific type of class identified below:
  • Adult ESOL classes may consider a withdrawal request outside of the five (5) business-day-requirement period on a case-by-case basis.  
  • Requests from employers who used a PO to enroll their employees, or agencies who used an LOA to enroll their clients, should include a copy of the original PO/LOA with their request.  
  • Please send your written request via email to [email protected], and a staff member will contact you.
  • Failure to officially withdraw will result in a continued financial obligation to FCPS ACE, regardless of the student's class attendance.

Requests received within the first 10 calendar days of the start of the class

  • Selected Apprenticeship, Business & Computer, as well as Health & Medical Classes associated with an advanced certificate program may accept a withdrawal request, no later than 10 calendar days after the start of the class.  
  • This request must be submitted in writing with the reason for the request.  Textbooks, instructional supplies, lab fees, and late fees are not reimbursable after the start of the class.
  • Requests to withdraw an employee or client from a class must be submitted in writing by the company or agency who originally requested the enrollment.  
  • Textbooks, instructional supplies, lab fees, and late fees are not reimbursable after the start of the class.  When requesting the transfer, please provide a copy of the PO or LOA used when initially requesting the registration.
  • Please send your written requests for consideration via email, based on the specific type of class identified below, to:
  • Failure to officially withdraw will result in a continued financial obligation to FCPS ACE, regardless of the student's class attendance.

Requests received for Summer Learning classes

Requests received after 10 a.m. Eastern Time (ET) will be considered to have been received for the next business day's determination.

Once a withdrawal and refund are approved:

The refund will take 4-6 weeks for processing and will be paid in the way the tuition was initially paid.  If your tuition was paid using a credit card, we will attempt to reimburse the same card.  If there is an issue with the credit card transaction or if your tuition was paid by check, a check will be mailed to you at the address we have listed in our system.

Once a withdrawal and refund are approved:

Approved refunds for these classes have the same processing time of 4-6 weeks for any refund. If your tuition was paid using a credit card, we will attempt to reimburse the same card.  If there is an issue with the credit card transaction or your tuition was paid by check, a check will be mailed to you at the address we have listed in our system.

  • With advanced agreement and under limited conditions, FCPS ACE will accept a Purchase Order (PO) or Letter of Agreement (LOA), in lieu of payment, at the time of registration from companies or agencies; and ACE will invoice for these registrations within 30 business days.  
  • To be able to submit registrations via the PO or LOA process, companies and/or agencies must agree to ACE’s rider conditions.  
  • Those interested should send an email to [email protected].

Please be aware that:

  • Failure to request a withdrawal or transfer in writing does not absolve that employer or agency of their financial obligation with ACE.
  • If an employer enrolls an employee in an ACE class using a PO
    • That employee’s student record will be put into a financial restricted status until the class is fully paid for. During this period, the student
      • may not register for additional ACE classes
      • will not be able to take any test (if applicable)
      • will not be provided certificates of completion or course transcripts.
    • Additionally, that employer’s record may also be put into a financial restricted status until the class is fully paid for.
      • If put into this restricted status, the employer may not be able to register another employee using a PO until the prior balance is fully paid off.
  • If an employer enrolls an employee in an ACE class using a PO, and that employee quits working for that employer, the employer may:
    • Switch which employee they wish to send to the class provided the class has not already started.  To do this, the employer should send a written request, along with a copy of the original PO, via email to: [email protected].
    • Withdraw the individual from the class if it is more than five business days before the start of the class by emailing  [email protected].  When requesting a withdrawal, please include a copy of the original PO with the request.
    • For selected Apprenticeship, Business & Computer, as well as Health & Medical Classes associated with an advanced certificate program, a withdrawal may be accepted if received no later than ten calendar days after the start of the class. Textbooks, instructional supplies, lab fees, and late fees are not reimbursable after the start of the class.
  • If an agency enrolls a client in an ACE class using a LOA, that client’s student record will be put into a financial restricted status until the class is fully paid for.
    • During this period, the student
      • may not register for additional ACE classes
      • will not be able to take any test (if applicable)
      • will not be provided certificates of completion or course transcripts
    • Additionally, that agency’s record may also be put into a financial restricted status until the class is fully paid for.
      • If put into this restricted status, the agency may not be able to register another client using a LOA until the prior balance is fully paid off.
  • If an agency enrolls a client in an ACE class using a LOA, and that client notifies you that they do not want to take the class, the agency may:
    • Switch which client they wish to send to the class provided the class has not already started.  To do this, the agency should send a written request, along with a copy of the original LOA, via email to: [email protected].
    • Withdraw the individual from the class if it is more than five business days before the start of the class by emailing  [email protected]  When requesting a withdrawal, please include a copy of the original LOA with the request.
    • For selected Apprenticeship, Business & Computer, as well as Health & Medical Classes associated with an advanced certificate program, a withdrawal may be accepted if received no later than ten calendar days after the start of the class. Textbooks, instructional supplies, lab fees, and late fees are not reimbursable after the start of the class.

When a withdrawal is requested, you may specify that you want:

  • A customer credit, less the processing fee if applicable. This credit can be used for future ACE classes scheduled to be held within the next 12 months.
  • A refund, less the processing fee if applicable. If payment was made via credit card, the refund will be applied to that same card.  
  • If payment was made via check or money order, the refund will be issued by check.  Refunds are issued to the original payee in all instances.  If a PO or LOA was accepted, the withdrawal will be reflected in the invoice issued. 
  • Donate your refund to the ACE Scholarship Fund. These donations are non-refundable. 
    • ACE Scholarships used for a registration that is subsequently withdrawn, are returned to the ACE Scholarship.
  • Refund amounts are limited to the payments already received; and, in no instance, will a student be provided a refund amount in excess of the payments already collected.

  • Classes require a minimum number of students. If the class minimum is not reached by the pre-registration deadline, the class will be canceled; and full refunds given to anyone enrolled at the time of cancellation. In this instance, there is no cancellation fee applied. 
  • If the registration was processed with a company PO (Purchase Order) or agency LOA (Letter of Agreement), we will apply a credit to their account which will be reflected on the invoice to be developed.
  • In the case of a cancellation, you will be notified by phone (or email) using the contact information on file for each student.
  • If a class that is scheduled to meet only once is canceled due to inclement weather or other facility emergency, ACE will make every effort to reschedule the class for a later date.
  • If a class is scheduled to meet multiple times, and an individual session of the class is canceled due to inclement weather or other facility emergency, the session that was cancelled is automatically rescheduled for the end of the class, or migrated to on-line if coordinated by the ACE Instructor in advance. You will be notified by someone from ACE about this.