Withdrawal (Policy 6)

Purpose

This Policy outlines the various categories and associated grades for student-initiated for-credit course drops and course withdrawals. Additionally, this Policy outlines course withdrawals under emergency or medical conditions, and in circumstances where students have not withdrawn but course instructors and the University deem it appropriate for withdrawal under conditions outlined by Board of Trustees or University policies.

1. Course - For the purpose of this Policy, the term “course” refers only to a credit-bearing course. The term “course” does not mean or include any non-credit bearing classes, including non-credit-bearing continuing education classes or trainings. 
2. Withdraw - The term “withdraw” means to unenroll from a course in which a student previously was enrolled for/in a given semester. 
3. Course Withdrawal - The term “course withdrawal” means when a student withdraws or is withdrawn from a course. 
4. Course Drop Deadline – The “course drop deadline” is last date a student may drop a course. This deadline is published in the course registration system for each individual course.

1. Scope
   1. This Policy applies to all courses, as that term is defined above, in which Governors State University students enroll.
2. Administrative Course Withdrawal
   1. The Registrar (or designee) may officially withdraw a student from any or all courses consistent with established Board of Trustees regulations and University policies. 
   2. This includes formal notification by faculty and advisors that a student has missed all their courses before the conclusion of the drop deadline. 
   3. A copy of the notification is also sent to the student.
3. Administrative Course Drop 
   1. The Registrar may process an Administrative Course Drop for a student who is registered for a course or courses that have been transcripted in error. An Administrative Course Drop will result in the removal of the courses from the transcript. 
   2. This includes formal notification by faculty and advisors that a student has missed all their courses before the conclusion of the drop deadline.
4. Student-Initiated Course Withdrawal
   1. If students simply stop attending a course, students are not withdrawn from that course. It is the student’s responsibility to withdraw from their courses. A student may officially withdraw from any scheduled course(s) through the dates specified in the University course schedule. Students should consult with their advisor and review the Course Withdrawal checklist available through both their advisor and the Registrar. As relevant, students should consult with the Office of International Services to consider the implications of course withdrawal that might affect their financial aid and/or VISA status and consult with the Financial Aid office, the Athletic Director, and other offices to determine the implications of course withdrawal.
   2. Student-Initiated Course Withdrawal Categories 

      1. Course Drop 

         Students who find it necessary to withdraw from a course may do so online via the GSU portal on or before the published drop deadline in the University course schedule with no penalty, tuition charges, or record on their transcript. 

      2. Course Withdrawal 

         Students who find it necessary to withdraw from a course after the published drop deadline may do so online via the GSU portal by the published withdrawal deadline in the University course schedule. A grade of “W” will appear on the transcript, and all associated tuition and fees will apply. 

      3. Course Late Withdrawal 

         Students who find it necessary to drop a course after the withdrawal deadline may petition for a late course withdrawal through the Registrar’s Office. A late withdrawal requires a completed form and instructor approval. Approved late course withdrawals will have a grade of “WP” or “WF” assigned, which will appear on the student’s transcript; tuition and fees apply.

   3. Course Withdrawal Grade Options
      1. W: Withdrawal. Authorized withdrawal. This grade is recorded for student-initiated withdrawals within established University deadlines. 
      2. WP: Withdrawal Passing. When a student is granted a late withdrawal and receives a passing grade in the course, a WP is recorded. 
      3. WF: Withdrawal Failing. When a student is granted a late withdrawal and receives a failing grade in the course, a WF is recorded. 
      4. W grades (W, WF, WP) are not included in the student GPA calculations.
5. Emergency and Medical Withdrawal
   1. A student may request and be considered for an emergency or medical leave by the Dean of Students (or designee) when extraordinary circumstances, such as serious illness, injury, hospitalization, or pregnancy or related condition, prevent the student from continuing classes. 
   2. The severity and duration of the circumstances must be such that it would not be reasonable to expect the student to be able to make up the missed work 
   3. The Emergency and Medical Leave process covers both physical and mental health issues as well as military deployment and voluntary leaves by students for pregnancy or related conditions under Title IX.
6. Course Refunds
   1. Students who withdraw from a course on or before the Course Drop Deadline are entitled to a full refund of tuition and fees. 
   2. A course withdrawal after the Course Drop Deadline does not qualify for a refund. 
   3. Refunds of tuition and fees after the Course Drop Deadline may be issued in the case of an approved Emergency or Medical Withdrawal, the student’s death, or a remedy award granted from a successful grievance (see Policy 5: Academic Grievance Policy and Procedures).
7. University Withdrawal
   1. A student may request University Withdrawal in writing to the Registrar before their classification as a continuing student ends (see Policy 32: Continuing Student Status). 
   2. When a student requests University Withdrawal, the Registrar will determine the status of tuition charges and transcript records for each course in accordance with this Policy.

Acknowledgements

The University acknowledges and credits documents from the following for previous versions of this policy: University of Illinois Springfield, Southern Illinois University Edwardsville, and Western Illinois University.