Procedure No.:   12.050 (was 29.001)

Page No.:        1,2,3,4,5,6 and 7 of 7

Date Issued:     10/01/95

Issued By:       Juanita Fain

I. OBJECTIVES

1. To administer the institutional policies effectively and comply with Board of Regents' reporting guidelines on student class drops and withdrawal from the university.

2. To process withdrawals and drops that accurately reflect the effective date of the activity and the corresponding refund and/or grading action to be taken.

3. To establish an equitable and consistent appeal process.

II. POLICIES & PROCEDURES

I -- COMPLETE WITHDRAWAL FROM ALL CLASSES

1. CANCELLATION OF REGISTRATION

POLICY:

If the student officially withdraws from the university by cancelling registration before the first day of classes, s/he is entitled to a 100% refund of fees paid. The student receives no grades.

PROCEDURE:

A. Student drops all classes through TRIPS (student must notify Registrar's Office to obtain refund), or

B. Student or academic dean submits completed cancellation of registration form to the Registrar's Office prior to the first day of class.

CLASS ACTION CODES:

TD/W* Complete withdrawal (cancellation) prior to the first day of class; 100% fee refund; student receives no grades and classes are removed from academic record.

*TD if done by TRIPS, W if online.

Financial aid recipients who cancel their registration prior to the first day of classes are not eligible to receive funds for that term and must return all (100%) financial aid received as cash. In addition, any financial aid credits will be cancelled.

WITHDRAWAL DURING THE FIRST TWO WEEKS OF THE REGULAR TERM OR FIRST WEEK OF A SUMMER SUB-TERM

POLICY:

If the student who is not a financial aid recipient officially withdraws from the university during the first 14 calendar days of a full quarter or the first seven calendar days of a summer sub-term (as specified in the academic calendar), s/he is entitled to an 80% refund of his/her fees if payment in full has been made. The student receives no grades but there is a notation on the academic record that the student withdrew. Financial aid recipients are subject to federally prescribed pro-rata and federal non-pro-rata formulas as are appropriate.

PROCEDURE:

A. Student obtains request for withdrawal from the dean's office of the college in which s/he is enrolled.

B. Dean's office indicates the effective date of withdrawal on the form in the space to the right of the dean's signature.

C. After the request is approved by the dean's office, housing, student financial aid, and veterans affairs (signatures from all offices are required), the Registrar's Office processes the withdrawal based on the effective date.

NOTE: If the student is a financial aid recipient and is subject to a federal formula for refunds, the student's financial aid credits may be voided, restitution of cash payments required, and the student may owe the university any outstanding balances on the account that previously was covered by financial aid.

CLASS ACTION CODES:

W1

Complete withdrawal through the first 14 days of a full quarter (first seven days of a summer sub-term); 80% tuition fee refund; student receives no grades and classes are removed from academic record. The 80% refund is not applicable to financial aid recipients.

WITHDRAWAL AFTER THE FIRST 14 DAYS OF THE QUARTER OR THE FIRST SEVEN DAYS OF A SUMMER SUB-TERM

POLICY:

If the student officially withdraws from the university after the first 14 calendar days of the quarter or first seven calendar days of a summer sub- term (as specified in the academic calendar), she/he is not eligible for a refund. Student receives WP or WF grades. Financial aid recipients are subject to federal refund rules.

PROCEDURE:

A. Student obtains request for withdrawal from the dean's office of the college in which she/he is enrolled.

B. Dean's office indicates the effective date of withdrawal on the form in the space to the right of the dean's signature.

C. After the request is approved by the dean's office, housing, student financial aid, and veterans affairs (signatures from all offices are required), the Registrar's Office processes the withdrawal based on the effective date.

NOTE: If the student is a financial aid recipient and is subject to a federal formula for refunds, the student's financial aid credits may be voided, restitution of cash payments required, and the student may owe the university any outstanding balance on the account that previously was covered by financial aid.

CLASS ACTION CODES:

W2

Complete withdrawal after the 14th day of any quarter or summer sub-term; no refund; student receives WP or WF grades.

WS

Complete withdrawal for summer sessions only during
the second week of first session or second week of second session; no refund; student receives WP or WF grades; student is removed from Regents' report

NOTE: W2/WS REFUND restrictions do not apply to financial aid recipients.

Medical Withdrawals

Policy:

Medical withdrawals are withdrawals, cancellations, or credit hour reductions that are approved for medical reasons. They may occur up through the ninth week of the quarter or up through the fourth week of a summer session. The effective date of withdrawal is the date treatment is sought at the student health center for the illness or injury or the last date the student attended classes (depending on the particular circumstances as determined by the Director of Student Health Services). Granting of withdrawal after this time period is made by exception upon consensus between the academic dean and appropriate medical director. Refunds involving medical withdrawals for financial aid recipients are based on mandated federal formulas.

PROCEDURE:

A. The Director of Student Health Services or the Director of Counselling and Psychological Services will make a written recommendation to the appropriate academic dean for a medical withdrawal with the appropriate effective date with copies to the offices of Registrar, Admissions, Housing, and Student Financial Aid.

B. The Registrar's Office processes the withdrawal using the effective date determined by the medical director.

CLASS ACTION CODES:

Class action codes for medical withdrawals are the same as those for withdrawals for other reasons and are assigned based on the effective date of the action.

III. POLICIES & PROCEDURES II -- DROPPING CLASSES BUT REMAINING ENROLLED IN AT LEAST ONE CLASS

1.   DROPPING CLASSES THROUGH THE FIRST 14 DAYS OF THE REGULAR TERM OR FIRST SEVEN DAYS OF A SUMMER SUB-TERM

POLICY:

If the student drops credit hours before or during the first 14 calendar days of a regular quarter or before or during the first seven days of a summer sub- term, s/he is entitled to receive a 100% refund of the reduction when such changes result in a reduction of tuition fees. The student receives no grade for the class(es) dropped. The course is removed from the student's academic record. Financial aid recipients who receive loan proceeds and then drop below six credit hours may not be eligible for the loan proceeds.

PROCEDURE:

Student drops classes through TRIPS (student must notify Registrar's Office to obtain refund).

CLASS ACTION CODES:

TD/D1*

Individual class withdrawals (drops) up through
the 14th day of the quarter; 100% tuition fee refund ifthe reduction affects fees; no grade(s) assigned.

*TDif done by TRIPS, D1 if online.

2.   DROPPING CLASSES AFTER THE 14TH DAY OF A REGULAR QUARTER (SEVENTH DAY OF A SUMMER SUB-TERM) THROUGH THE 35TH DAY OF THE QUARTER (FIRST 16 DAYS OF A SUMMER SUB-TERM).

POLICY:

Students may drop classes without permission through the 35th calendar day of a quarter or the 1 6th day of a summer sub-term. Students receive no refund of tuition fees; WP/WF grades apply.

PROCEDURE:

Student drops classes through TRIPS.

CLASS ACTION CODES:

TW/D2*

Individual class withdrawals (drops) after the 14th day of any quarter or summer term; no tuition fee refund; WP/WF grades apply.

*TW if done by TRIPS, D2 if online.

Individual class withdrawal (drop) for summer sessions only during the second week of first summer sub-term or the second week of the second summer sub-term only; no tuition fee refund; WP/WF grades apply; students removed from Regents' report.

IV. POLICIES & PROCEDURES III -- EXCEPTION CLASS ACTION CODES

POLICY:

The Review Panel (see section V below) has the responsibility to consider appeals concerning grades and tuition in cases where students feel that adjustments should be made due to extenuating circumstances. This is not a grade appeal process but rather is a process for review of circumstances related to timing.

The Review Panel has the authority to assign the following Exception Class Action Codes based on its findings after hearing the appeal:

NC

Complete cancellation with 100% tuition refund and
no grades but processed after the 14th day of the term. * Refund not applicable to financial aid recipients.

NW

Complete withdrawal with 80% tuition refund and no
grades but processed after the 14th day of the term. * Refund not applicable to financial aid recipients.

ND

Individual class withdrawals (drops) with 100% tuition fee refund if the reduction in hours affects fees. No grades assigned. Processed after the 14th day of the term. *Refund not applicable to financial aid recipients.

*"14th day" refers to the Board of Regents' reporting date.

V. APPEALS PROCESS

A Review Panel will review appeals for the approval of exceptions involving cancellations after the first day of the term and withdrawals and class drops after the 14th day of the term that would result in refunded fees or different grades. Exceptions will be made only under extreme circumstances. As a general rule, refunds and class status changes will be approved only if the student can establish that the action requested was beyond the student's control and prevented s/he from addressing the issue at the appropriate time.

The deans' offices no longer will process change orders to remove I* (Administrative Incomplete) grades from the student's record. Students who receive the I* grade because they did not officially drop a class for which they registered but did not attend or stopped attending without permission may retake the class under the regular retake procedures if they choose. All other cases involving removal of the class with an I* grade are no different from any other request for an exception to the tuition and grades associated with the class, and therefore are to be considered by the Review Panel.

No exceptions involving adjustment of the grades or tuition refunds may be made for financial aid recipients unless cash proceeds have been repaid in full by the student.

The Review Panel will consist of two assistant deans, the chair of the Educational Policies Committee, one representative from the Financial Aid Office, one representative from the Bursar's Office, one representative from Graduate Student Services, one representative from the Dean of Students (student affairs area), one representative from Regional Higher Education, and one representative from the Registrar's Office. The committee will be chaired by the Associate Provost for Academic Affairs. Actions that would require the use of NC, NW, and ND class action codes must be reviewed and approved by the Review Panel. The Registrar's Office and regional campus student services office will effect these codes only upon the instructions of the Review Panel.

Dick Piccard revised this file (http://www.ohio.edu/policy/s12-050.html) on April 3, 2012.

Please E-mail any comments or suggestions to "policy@ohio.edu".