Enrollment Cancellation for Winter Session 2024 and Spring 2025

As the end of the fall term nears, enrollment for the winter session and spring term are well underway. Some students may not be aware of NOVA’s payment policy and enrollment cancellation process, therefore, it is important to keep faculty and staff informed of key dates and schedules, so they can assist students in staying on track for the winter session and spring term!

In keeping with NOVA’s policy, any student enrolled in courses must pay for the courses, set up a payment plan or apply for financial aid by the established payment deadlines. The winter session payment deadline was November 20, 2024 and the spring deadline is January 7, 2025.

What is enrollment cancellation?
It is the process by which the college drops students from classes due to non-payment. 

What does this mean for students?
Students need to make payment arrangements by the established payment deadline dates.  These dates can be found in the Academic Calendar or on the Payment Deadlines page.  Students who have not paid for their classes, enrolled in a payment plan or have enough Financial Aid on file to cover their account balance by the payment deadline date will be at risk of having their classes dropped administratively and possibly not be able to re-enroll.

Where can you find the enrollment cancellation schedules for winter and spring classes?
Enrollment cancellation schedules can be found here:Winter EC Schedule and Spring 2025 EC Schedule. 

How does the enrollment cancellation determine which classes to drop?
The cancel enrollment process uses a population selection (pop select) query or the data from an external file, which provides NVCC more control over the criteria used to identify eligible students and classes. 

At a high level, enrollment cancellation will execute the following analysis: 

• The query results will be used to determine which class(es) will be dropped and in which order. (The sort order is determined within the query.) The process also identifies any related classes, if applicable.  The sort order is:
• Census date (start with the latest and work backward)
• Class start date (start with the latest and work backward)
• Class end date
• Related class (labs, clinicals, etc.)
• Charge due date
• Class balance (in descending order)
• Class number (in descending order) 
• The process will then compare each student’s adjusted account balance (term balance – term anticipated aid based on enrollment) to the class balance (outstanding amount still owed) for each class listed in the query results. 
• If the class balance is less than or equal (<=) to the account threshold of $150 
• The class will be marked to be dropped. 
• The process will subtract the class balance from the student’s adjusted account balance. 
• Repeat the comparison and calculations for each class listed in the query, in the order of class sort order presented in the query until the adjusted account balance is less than $150. 

Submitted by:
Bridget Johnson, AVP of Financial Svcs., BJohnson@nvcc.edu