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Home :: Policies :: Withdrawal

Withdrawal

Responsible Department
Academic Affairs
Effective Date
07/20/2016
  1. .

    Purpose

    1. The purpose of this policy is to provide a mechanism by which the University of North Georgia (the “University”) may withdraw a student from a class, classes or the University or a student may withdraw from a class, classes or the University.

    2. This policy supersedes previous attendance policy, and withdrawal/drop policy and hardship withdrawal policies contained in Sections 3.7.1 (effective 12 DEC 2012), 3.7.2 (effective 10 APR 2013) and 3.7.3 of the Faculty Handbook, until the effective date of this policy.
  2. .

    Definitions

    1. Behavioral Intervention Team (“BIT”): The multi-disciplinary group who meets regularly to coordinate the collection and individualized assessment of concerns raised by an enrolled student’s or students’ behavior and who recommends to the administration steps necessary to promote protection against threats to safety, health, and well-being of any member of the University community and to promote a safe campus environment.

    2. BIT Chair: The person who serves as leader of the BIT. The Dean of Students for each campus serves in this role.

    3. Emergency Orders: Official documentation issued by a military unit that includes details regarding deployment.

    4. Hardship Withdrawal: A total or Partial Withdrawal of a student, due to an emergency or other situation, that results in no academic penalty to the student.

    5. Imminent Threat: The student intends to carry out harmful actions to self or others at the present moment or at a stated time in the future.

    6. Interim Suspension: Means a suspension during the investigation or before the formal resolution process has concluded.

    7. Military Withdrawal: A Total Withdrawal of an enrolled active duty military personnel or military reservists who receive Emergency Orders to active duty during the term.

    8. Partial Withdrawal: Disenrollment of a student by one or some of a student’s classes, but they remain enrolled at the University.

    9. Student Conduct Professionals: A University Official authorized on a case-by-case basis by the Vice President for Student Affairs (VPSA) to impose sanctions upon any student(s) found to have violated the Student Code of Conduct.

    10. Student Counseling Service: The University department that provides counseling services to students.

    11. Student-Initiated Withdrawal: The partial or Total Withdrawal of a student in a process commenced by the student.

    12. Total Withdrawal: Disenrollment of a student from the University.

    13. University-Initiated Withdrawal: A withdrawal of a student from a class, classes or the University in a process commenced by the University.

    14. VPSA: The Vice President for Student Affairs.

    15. W: Grade given when student withdraws from a class, after drop/add, but no academic penalty is incurred.

    16. WF: Grade given when student withdraws from a class, after drop/add, and academic penalty is incurred.

    17. WM: Grade given upon the granting of a Military Withdrawal. If this grade is given, the student incurs no academic penalty.
  3. .

    Statement

    1. The University provides five mechanisms of withdrawal - Hardship Withdrawal, Interim Suspension, Military Withdrawals, Student-Initiated Withdrawals And University-Initiated Withdrawals.

    2. Students are entitled to due process protections for Interim Suspensions and University-Initiated Withdrawals.

    3. The procedures below must be followed for removal from a class, classes, or the University.
  4. .

    Support Info

    1. The University Attendance Policy can be found on the UNG Policy Database website.

    2. The Student Code of Conduct may be found online at the Dean of Students’ website, or in print in the Student Handbook. Student Handbooks may be obtained in the office of Student Involvement on each campus or, where there is not such an office, at the campus front desk.

    3. The Readmission from Administrative Withdrawal form may be obtained from the Dean of Students office.

    4. The BIT Policy can be found on the UNG Policy Database website.
  5. .

    Procedures

    1. Hardship Withdrawal:

      1. Requested by student (or parent/guardian if the student is incapacitated) via the Dean of Students Website.

      2. The Dean of Students for the appropriate campus will evaluate the request if the request is for the present or immediate-past semester. However, if the request is for a semester prior to the immediate-past semester, the request is routed to the Academic Affairs Division.

      3. The person evaluating the request will ensure that proper documentation has been received, which shows that that the emergency or situation the student is experiencing has a significant impact on their ability to continue in the course(s) for which he/she registered, and request faculty feedback, if available, regarding the request.

      4. The person evaluating the request will approve or deny the request.

        1. Partial Withdrawals must be approved by the Dean of Students.

        2. As a general rule, a student is not eligible for Hardship Withdrawals in courses in which they have completed the course requirements (e.g. sat for the final exam or submitted the final project/paper/portfolio).

        3. If approved:
          1. The person evaluating the request will notify appropriate campus offices to process the withdrawal.

          2. The student will be notified via correspondence sent by University email of the decision within a reasonable amount of time.

          3. Student receives a grade of W.

          4. The withdrawal becomes effective as of the last date of attendance by the student, as verified by the faculty member in the course.

          5. If denied, the student will be notified via correspondence sent by University email of the decision within a reasonable amount of time.

      5. Refund following withdrawal:

        1. Pro-rated refunds are given for Total Withdrawals if the students’ last date of attendance is verified to be within the allowable period.

        2. There is no monetary refund for a Partial Withdrawal.

    2. Interim Suspension:

      1. A Student Conduct Professional or BIT chair may request an Interim Suspension when a situation presents a serious and imminent danger or a threat to persons or property and it is necessary to maintain safety.

      2. When considering the use of an Interim Suspension, the following factors should be considered:

        1. the existence of a significant risk to the health or safety of the campus community;

        2. the nature, duration and severity of the risk;

        3. the probability of potential injury; and

        4. whether less restrictive means can be used to mitigate the risk.

      3. Evaluated and approved or denied by the VPSA.

        1. If approved, the student is not permitted on campus except for meetings approved by the VPSA.

        2. After the information is processed or collected, a final decision is made.

        3. Throughout the process, due process rights, including the right to appeal, are clearly communicated to the student.

    3. Military Withdrawal:

      1. Student requesting Military Withdrawal must submit a copy of their orders to the Registrar’s office.

      2. Withdrawal granted or denied.

        1. Withdrawal granted if orders are Emergency Orders.

        2. Military Withdrawals are not granted for temporary duty assignment or for terms that are complete.

        3. If granted, student is given a grade of WM in each course from which they withdrew.

        4. If granted, student receives full refund of tuition and mandatory fees.

    4. Student-Initiated Withdrawal:

      1. Withdrawing:

        1. During the drop/add period, a student may drop and/or add a class with no penalties or grade received.

        2. Following the drop/add period, but prior to mid-term, a student may withdraw from a class and receive the grade of W. However, even prior to mid-term, a student may receive a grade of WF as issued by the instructor if the student is failing the course at the time of the withdrawal.

        3. Following both drop/add period and mid-term, a student may withdraw but they will receive the grade of WF.

      2. Reinstatement:

        1. A Student may be reinstated into a class from which they have withdrawn by completing the Course Reinstatement Request form.

        2. The course reinstatement request must be submitted to the Registrar’s office no later than 5:00 PM on the last day of classes for the term in which the course is being offered.

    5. University-Initiated Withdrawal:

      1. Withdrawals For Violations of University Class Attendance Policy After Roll-Verification:

        1. Faculty member sends an email to the student notifying them of the intent to withdraw them from class and gives them an opportunity to respond to the faculty concerns.

        2. Any withdrawal based on non-attendance that has not been resolved between the faculty member and the student is referred immediately to the appropriate department head, and if necessary, to the Dean of the appropriate college for a final decision.

        3. After the student has been given notice of the intent to withdraw them from class (or if a final decision has been made by the department head or dean), a University Initiated Withdrawal Form should be submitted by the department head or dean to the Registrar’s office.

        4. The Registrar assigns a grade of W or WF. Prior to the midpoint, a grade of W is assigned; a grade of WF is assigned if the date of the withdrawal by the instructor is after the midterm.

        5. Students are allowed to attend the class until the dispute regarding the withdrawal for violation of the University Attendance Policy is resolved.

      2. Withdrawals for Violations of the Code of Conduct:

        1. Students being found responsible for a significant violation of the Student Code of Conduct may be suspended or expelled. After the student has exhausted his or her appeal, the Dean of Students for the appropriate campus will process their withdrawal.

        2. VPSA may initiate a withdrawal if it is determined that the student's behavior represents an Imminent Threat. The decision will be evaluated according to the BIT Policy.

      3. Returning from University-Initiated Withdrawals Based on Violations of the Code of Conduct:

        1. The student must complete the Readmission from Administrative Withdrawal form.

        2. The University may request additional information, supporting documentation evaluation by the student counseling team, or an evaluation by another agreed upon independent professional, at the expense of the student, in order to determine appropriateness to return.

        3. The Dean of Student’s or their designee will review the documentation.

        4. The University will then use the form, the additional information and supporting documentation to determine whether to approve or deny the readmission based on the student’s safety to himself or herself and the community as well as the student’s ability to succeed within the academic community.

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