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SECTION 300 – ACADEMIC AFFAIRS

SECTION 300 – ACADEMIC AFFAIRS

 

310                       WITHDRAWALS

 

POLICY

 

It is the policy of Georgia Perimeter College to encourage students to complete all courses for which they enroll, in order to achieve their educational goals. Faculty, counselors, and academic administrators should strive to assist students in identifying alternative solutions to withdrawal. However, if all other options have been exhausted, withdrawal may be necessary. Three types of standard withdrawals exist: Automatic withdrawals, Course withdrawals and withdrawal from the College. The procedure for each is described in detail below. A fourth type of withdrawal exists for extraordinary circumstances, which allows a student to withdraw from one or more classes after the midpoint of the semester without academic penalty. This type of withdrawal, which requires the approval of the relevant campus Dean of Academic Services, is known as a Hardship withdrawal.

 

 

PROCEDURES

 

Automatic Withdrawals 

Students enrolled in both required Learning Support courses (those numbered below 1000), English as a Second Language courses (those beginning with ENSL prefix), or Regents' Test Preparation courses (beginning with a RGTR or RGTE prefix) AND collegiate level (1000 or 2000-level) courses must adhere to published attendance policies for Learning Support, English as a Second Language, and Regents' Test Preparation courses in order to remain enrolled in their collegiate level courses. Any student who violates the published attendance policy of a required Learning Support course in English, Reading, English as a Second Language or Regents' Test Preparation course before midterm will be automatically withdrawn with a grade of "W" from that course, along with all collegiate level (1000 or 2000-level) courses in which that student is concurrently enrolled.

 

Drop for Non-Attendance

 

Students who never attend a class and never “log-in” for a distance learning class by the end of the first two weeks of the term will be reported for non-attendance. Students who do not drop a class during the schedule adjustment period and are reported for non-attendance will be automatically dropped from that course. Students reported for non-attendance in a required Learning Support, English as a Second Language, or Regents' Test Preparation course will be dropped from all collegiate level (1000 or 2000-level) courses in which that student is concurrently enrolled. Neither the course(s) nor any grade(s) will appear on the student's permanent record.

 

Course Withdrawals

 

1.         The responsibility for withdrawal from courses rests with the student. Instructors will not withdraw students except as outlined under the automatic withdrawal section of the policy. Students who stop attending an on-campus course (or participating as directed in a distance-learning course) without formally withdrawing are subject to their instructors’ published attendance/participation policies, which may result in a failing grade. All instructors are responsible for making a course syllabus available to students at the beginning of the semester. Students are responsible for reading the syllabus and adhering to course policies.

 

2.         Specific procedures for completing and submitting an official Withdrawal Form are published in the College Catalog and Student Handbook.

 

3.         Policies are designed to strongly encourage students to consult with a faculty member or counselor prior to withdrawing. However, within the constraints described below, and prior to the midpoint of the course, students have the right to withdraw without anyone’s permission, with no academic penalty.

 

4.         Prior to the midpoint of the course, (a) Students who officially withdraw from collegiate level (1000 or 2000-level) courses receive a grade of "W;” (b) Students taking only required Learning Support, English as a Second Language, and Regents’ Test Preparation courses who officially withdraw receive a grade of "W;" or (c) Students taking a mixture of both Learning Support, ESL, Regents’ Test Preparation courses and collegiate-level courses will not be allowed to withdraw from any required Learning Support, ESL or Regents’ Test Preparation course unless they also withdraw from all collegiate level courses.

 

5.         Students who withdraw after the mid-point of the total grading period (including final exams) will receive a grade of "WF" unless a hardship withdrawal is approved, as described below.

 

Withdrawal from the College

 

1.      Students withdrawing from all courses for which they are registered are considered to be withdrawn from the College.

 

2.      Specific procedures for completing and submitting an official Withdrawal Form are published in the College Catalog and Student Handbook.

 

3.      Policies are designed to strongly encourage students to consult with a faculty member or counselor prior to withdrawing. However, within the constraints described above, students have the right to withdraw without anyone’s permission, with no academic penalty.

 

4.      All course withdrawal policies (described above) are also applicable to College withdrawals.

 

5.      Students who officially withdraw from the College are entitled to partial refunds if the Withdrawal Form is filed within the refund period.

 

Hardship Withdrawals

 

1.      Hardship Withdrawals are rare and will only be granted in extraordinary circumstances, in which the student is unable to complete his/her courses because of incapacity, tragic events, or some other grave matter.  Hardship Withdrawals are not intended to allow a student to avoid a failing grade.

 

2.      A hardship withdrawal must be requested for all courses not yet completed in which the student is enrolled.  In cases where the student has a medical condition that will require withdrawal from one or more but not all courses, an exception may be requested provided that the student submits a letter of support from an attending physician.  For example, a pregnant student may not be able to continue a science lab, or a student may not be able to complete a PE as a result of a broken limb, etc.

 

3.      A request for hardship consideration must be made to the campus Dean of Academic Services, or designee, as soon as practicable after the hardship occurs, but no later than the third week of the following semester. Exceptions may be made for extenuating circumstances.

 

4.      All requests for hardship consideration must be in writing, and include appropriate documentation of the hardship circumstance from a verifiable source, as well as a completed withdrawal form and an application for hardship withdrawal.

 

5.      The Dean of Academic Services in consultation with the department chair(s) and/or faculty member(s) teaching the course(s) for which the hardship withdrawal is being requested must approve all hardship withdrawals. Hardship withdrawals also require review by Financial Aid to determine if any repayment of funds may be required.

 

6.      If the hardship withdrawal is approved, the student will receive a grade of "W" in the relevant course(s) for the term requested.

 

7.      The decision on a hardship withdrawal by the campus Dean of Academic Services will be communicated to the student, faculty member(s), department chair, and the Office of Enrollment and Registration Services.

 

8.      The official date of withdrawal will be the last date the student attended class. 

 

9.      If the campus Dean of Academic Services does not approve the hardship withdrawal, the student may appeal to the Vice President of Educational Affairs, whose decision is final.

 

Approved by the PAB 5/27/08


Documentation for Hardship Withdrawal

Georgia Perimeter College

 

Student Information:

Name __________________________________          Student ID _______________________________

Address ________________________________          Phone numbers - Home: ____________________

_______________________________________          Cell:  ___________________________________

_______________________________________          Work:  __________________________________

Date of application:  ______________________             Semester withdrawing from  _________________

 

 


Instructions:

The person who has provided this form is or was a student at Georgia Perimeter College.  This person wishes to withdraw from classes at the college.  The deadline for this action has passed.  In order to appeal for an exception to the deadline, the applicant must provide written documentation from an objective third party indicating that circumstances beyond his/her control either prevented him/her from withdrawing by the published deadline or will prevent him/her from completing the classes in question.

 

If you endorse this form, you verify the following statement. 

 

            The person applying for this action is/was unable to carry out the responsibilities of a student during the following time period:

 

                        Start date: __________      End Date: __________

 

Attach a letter on letterhead to this form indicating the reason for the student’s inability to carry out his/her student responsibilities and your relationship to the student. Be aware that you may be contacted for verification purposes.

 

 

 

Print Name: ___________________________________________ 

 

Title: ________________________________________________

 

Phone number: ________________________________________

 

 

 

Signature:   ____________________________________________

 

Date:    _______________________________________________

 

 

Application for Hardship Withdrawal

Georgia Perimeter College

 

Name ____________________________________       Student ID _______________________________

Address __________________________________       Phone numbers:  H: ________________________

_________________________________________       Cell: ____________________________________

_________________________________________       Work: ___________________________________

Date of application:  ________________________          Semester withdrawing from: _________________

 

Text Box: College hardship withdrawal policy (in summary):  Hardship withdrawals are rare and granted only in extraordinary circumstances, such as a serious medical emergency that might require a student to withdraw from all classes for the semester, or a less serious medical issues that might necessitate withdrawal from a physical education course or a science lab only.. Students granted a hardship W must have failed to complete the courses in which they were enrolled. The request must be made, no later than the 3rd  week of the following semester, in writing, and include appropriate documentation (e.g. original hospital or court records)  of the hardship circumstance from a verifiable source. The decision for approval will be made by the academic dean after consultation with the appropriate department chair and/or instructors.  The Financial Aid Office will review the case to determine any necessary repayment of funds.  If approved, the student will receive a “W” for the relevant course(s).  The official date of withdrawal will be the last date the student attended classes. (For a complete copy of the latest policy, visit the online college catalog at www.gpc.edu/~acadaff/cat/)






 

 

 

 

 

 

 

 

 

 


Class schedule:                                                                                                                            Approximate

   CRN                     Course ID                                                                        Date of last           grade at time

(5 digits)          e.g., ENGL 1101 403                      Instructor                          attendance             of hardship

_________      _________________        _______________________        ___________         _________

_________      _________________        _______________________        ___________        _________

_________      _________________        _______________________        ___________        _________

_________      _________________        _______________________        ___________        _________

_________      _________________        _______________________        ___________        _________

 

Reason for hardship withdrawal request (attach a second sheet if necessary):  ______________________

__________________________________________________________________________________________________________________________________________________________________________

Do you receive financial aid? ______  If yes, obtain financial aid counselor’s signature on withdrawal form.

In addition to this application, you must also submit:

_______  1.  Documentation of the hardship

_______  2.  A completed course withdrawal form (http://www.gpc.edu/forms/withdrawal.pdf)

 

I have read and understand the college policy stated in the box above.  I am aware that receiving a hardship withdrawal will not entitle me to a refund of tuition or fees paid.  I am also aware that if I have received financial aid, withdrawing from a course or courses may result in my having to repay that aid received.

 

 

_________________________________                                                      _______________________

      Student signature                                                                                            Date