Policy 5.32 – Petition for Late Withdrawal

  1. Purpose

    To establish criteria, guidelines, and processes for the late withdrawal of students who are experiencing non-academic emergencies which prohibit the completion of course work and cannot be resolved through traditional withdrawal methods.

  2. Policy

    The policy of this college shall be to establish procedures that allow eligible students to petition for withdrawal beyond the establish deadlines. The college recognizes there are circumstances that may prevent the completion of course work and cannot be resolved through established withdrawal methods.

  3. Procedures
    1. The following conditions apply to a late withdrawal:
      1. Students are not eligible for late withdrawals in any course in which they have completed the course requirements (e.g., taking the final exam or submitting the final project).
      2. Students must apply no more than four weeks into the following semester including the summer semester. This applies whether or not the student is enrolled in the next semester. In significant extenuating circumstances, this timeframe may be extended at the sole discretion of the Dean of Students.
      3. If granted, a late withdrawal applies to one semester only.
      4. The late withdrawal process is not the appropriate venue to resolve or petition academic matters (e.g., grades) or tuition and fees. Such concerns must be addressed to the respective department and is subject to any other applicable policies. In addition, the late withdrawal process is not an alternative means to drop classes after the published drop date to remove unwanted grades or preclude resulting academic/financial aid actions (warning, probation, exclusion, etc.)
    2. To apply for a late withdrawal, the student must submit the following to the Dean of Students:
      1. A completed late withdrawal application (obtained at the Office of the Dean of Students).
      2. A written personal statement expressing the need for late withdrawal. This statement should explain how and/or why the non-academic emergency impacted studies. It is essential that the student gives accurate details about the circumstances surrounding the need for a late withdrawal, date(s) of the emergency, and an account of how the situation specifically prevented the completion of coursework.
      3. Required supporting documentation:
        1. Medical (e.g., physical or psychological emergencies): Type-written correspondence on office letterhead from a physician, psychologist, psychiatrist, or any licensed healthcare professional should be submitted as part of the documentation. The letter should include the dates the student was under the doctor’s care, a statement of how the illness/condition interfered with the completion of coursework, and the name-title-phone number of the office representative who can verify the authenticity of the letter. Notes on prescription pads, appointment slips, and/or medical consultation forms are not acceptable in lieu of a doctor’s letter.
        2. Personal (e.g., death in the family, family crisis, etc.): All family emergencies require official and/or notarized forms, documents, or correspondence from a state agency, governmental entity, or reputable business. For example, death of a close family relative requires a death certificate and/or obituary with the name/date of the publication.
        3. Financial (e.g., loss of sole-supporting job, head of household challenges, mandatory job changes): Financial emergencies require the student’s employer or supervisor to document the mandatory change(s), the date of the change(s), and the organizational representative who can verify the circumstances of the job change(s), preferably a human resource professional.
      1. Review Process

      2. All petitions for late withdrawal will be reviewed and decided on by the Dean of Students. The student will be notified of the Dean of Students’ decision in writing.
      3. If a petition for late withdrawal is denied by the Dean of Students, this denial may be appealed by the student to the Vice Chancellor for Student Affairs within five (5) college business days of the Dean of Students’ decision. The student will be notified of the Vice Chancellor for Student Affairs’ decision in writing. This decision is final.
  4. Responsibilities
  5. Definitions
  6. Authority

    This policy is maintained under the authority of the Vice Chancellor for Student Affairs

  7. Related Policies

    5.12 Repeating Courses
    5.31 Academic Fresh Start

  8. Implementation
    1. Policy approved and adopted by the Board of Trustees on 12/8/08. Purpose and Policy revised on 6/11/18.
    2. Procedures, Responsibilities, Authority and Related Policies sections approved and adopted by the Cabinet on 11/3/08. Revised 6/11/18.