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

Learning Support Courses
Regents' Test Preparation Courses
English as a Second Language Courses
Science co-requisites (withdrawal from either lecture or lab will necessitate automatic withdrawal from the co-requisite in BIOL, CHEM, PHYS.)

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English, Reading, English as a Second Language or Regents' Test Preparation course before midterm will be automatically withdrawn with a grade of "W" from that course, along with all collegiate level (1000 or 2000-level) courses in which that student is concurrently enrolled.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: _________________

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.

_________________________________ _______________________