2450P Official Withdrawal from a Course/s (Procedures)

Original Date: 9/1/1995 * Last Revision Effective: 8/4/2015
Policy Contact: Vice President, Student Affairs

Purpose

Students may officially withdraw from a course or courses during the established deadlines as listed in the academic/enrollment calendar. Students are subject to the refund deadlines as published in the academic/enrollment calendar. In accordance with state law the college may make an exception to the established withdrawal and refund deadlines in the following situations:

  • A serious medical situation
  • Fulfilling a military service obligation that exceeds 30 calendar days

Procedures

Student Initiated Official Withdrawal

The following conditions apply to students withdrawing from courses during fall, winter and spring quarters. Summer quarter has different deadlines. Students should check the academic/enrollment calendar for exact dates regarding deadlines. Additionally, some courses start late or end early in the quarter. These courses also have different withdrawal deadlines.

  • Students may officially withdraw online, at the Enrollment Services counter, or by contacting the Enrollment Services Office. The instructor’s signature is not required.
  • Students may drop a course through the tenth instructional day of the quarter without a transcript entry.
  • An official grade of “W” is entered on the transcript for students who drop a course or courses after the tenth instructional day of the quarter and through the seventh week of the quarter. W grades are not included in the grade point average (GPA) calculation.
  • Students who miss the deadline to withdraw from a class but have extenuating circumstances that are not related to a medical or military service situation may be approved for a late official withdrawal (no refund if beyond the refund period) if they can demonstrate there was a situation that prevented them from contacting the Enrollment Services Office by the required deadline. Students must submit a request in writing to the Enrollment Services Office.

Medical Withdrawal

  • To request a medical withdrawal, which includes a full refund of tuition and class related fees, students must complete the Medical Withdrawal form and the requirements listed on the form, and submit it to the Enrollment Services Office.
  • Medical situations may relate to the student and the student’s family, which includes parents/step-parents, siblings, children, spouse, or domestic partner.
  • Medical withdrawals are not approved for chronic health conditions, or health conditions known to the student at the start of the quarter. Exceptions are made on a case-by-case basis, and students who wish to pursue an exception should complete the Medical Withdrawal form and process.
  • Students that require accommodations based on a disability should register with the Disability Resource Center (DRC) before the start of the quarter. A medical withdrawal is not usually considered an accommodation, but may be approved if an unusual or unexpected situation occurs related to the disability.
  • A complete withdrawal from all classes is required.
  • An official grade of “W” appears on the transcript.
  • A 100% refund of tuition and class related fees is provided for approved medical withdrawals.
  • Medical withdrawals are not approved for subsequent quarters for the same or related condition or situation. Exceptions are made on a case-by-case basis, and students who wish to pursue an exception should complete the Medical Withdrawal form and process.
  • Financial Aid students, international students, veterans, and other students who are participating in special aid or support programs should check with their program advisor to determine if withdrawing from classes will result in possible eligibility issues or required repayment of funds.

Military Service Withdrawal

  • To request a military service withdrawal, students must complete the Military Service Withdrawal form and the requirements listed on the form, and submit it to the Enrollment Services Office.
  • To be eligible, students must be absent from school and in military service for a period of time that exceeds 30 calendar days.
  • Service members may elect to withdraw from one or more courses.
  • An official grade of W appears on the transcript.
  • A 100% refund of tuition and class related fees is provided for approved military service withdrawals
  • Financial Aid students, international students, veterans, and other students who are participating in special aid or support programs should check with their program advisor to determine if withdrawing from classes will result in possible eligibility issues or required repayment of funds.

Responsibilities

The Director of Enrollment Services has responsibility for enforcing these procedures.

Definitions

  • Official Withdrawal: Initiated by students within the deadlines posted in the academic/enrollment calendar, and designated with a “W” on the transcript. Refund deadlines apply.
  • Medical Withdrawal: Initiated by students who have a physical, or mental health situation that is documented by a state licensed health care provider. A full refund of tuition and class related fees is the primary benefit of the medical withdrawal process, as refund deadlines do not apply.
  • Military Service: Deployment or service that requires a service member’s absence from school for more than 30 calendar days. Results in an official withdrawal and a full refund of tuition and class related fees. Refund deadlines do not apply.

Relevant Laws and Other Resources

Revision History

Original 9/1/1995
Revisions 3/22/2005; 5/21/2009; 4/6/2015; 8/4/2015

Approved By

President’s Cabinet

Last Updated June 28, 2018