Catalog 2016-2017


Withdrawal from the University

Overview

The Withdrawal Policy addresses the process the University has in place to determine when a student has withdrawn from a program of study.


Official Withdrawal

Students who provide official notification of the intent to withdraw from the University may complete the Official Withdrawal form or notify West Student Advisement and Registrar offices to be considered officially withdrawn.

Withdrawal Date

The withdrawal date for an official withdrawal is the last date of academic attendance or attendance at an academically related activity determined from University attendance records. This date will always be earlier than or equal to the date the student notifies the University of his/her withdrawal.

Date of Determination

The date of determination (DOD) for students who officially withdraw from the University is the latter of the student’s withdrawal date or the date of notification. The University will return the amount of federal financial aid funds for which it is responsible no later than 45 days after the date the University determines the student has withdrawn. (See Return of Title IV Policy in the Financial Aid Policy appendix for further information)

Rescission of Official Withdrawal

Students who rescind their intent to withdraw by must provide an electronic or written statement to the University stating their intent to participate in academically related activities (ARAs) and complete the payment period. 

Students may rescind the intent to withdraw by complete the Return After Withdrawal form. Rescissions may be requested up until the time a Return of Title IV (R2T4) calculation has been completed. The student may also submit an electronic or written statement to the University stating his/her intent to return to the University, remain in academic attendance and continue to participate in ARAs through the end of the payment period. 

If a student subsequently withdraws after rescinding the intent to withdraw, the withdrawal date is the last date of academic attendance or attendance at an academically related activity determined from University attendance records.

The date of determination (DOD) for students who rescind their intent to withdraw and subsequently withdraw from the University without official notification is no greater than 15 days after the student's official last date of academic attendance or attendance at an academically related activity determined from University attendance records.

Note: Please refer to the last section of this policy for discussion on academic related activities that occur during an institutionally scheduled break.

Unofficial Withdrawal

Students who do not provide official notification to the University of their intent to withdraw are considered unofficial withdrawals after 14 days of consecutive nonattendance at an ARA.

Students on institutionally scheduled breaks will not have the days of the break count toward the 14 days of consecutive nonattendance at an academically related activity. The following are the different types of institutionally scheduled breaks at the University:

  • Holidays
  • Inclement Weather
  • Administrative
  • Emergency Closures

Withdrawal Date

The withdrawal date for students who ceases attendance at the University, including a student who does not return from an approved leave of absence (LOA), is the last date of academic attendance or attendance at an academically related activity determined from University attendance records.

In the case of a student who has received an approved LOA, the University will review the student record on or after the originally approved return date. The University review will determine if the student reentered as scheduled, or did not reenter as scheduled and must be withdrawn for the purposes of the Return of Title IV (R2T4) calculation and deferment processing.

Date of Determination

The date of determination (DOD) for students who unofficially withdraw from the University is no greater than) 15 days after the official last date of attendance; or when a student fails to return from an approved LOA. The University will return the amount of federal financial funds for which it is responsible, no later than 45 days after the date the University determines the student has withdrawn. (See Return of Title IV Policy in the Financial Aid Policy appendix for further information)Note: Please refer to the last section of this policy for discussion on academic related activities that occur during an institutionally scheduled break.


Administrative Withdrawals

Students who are withdrawn from the University for failure to meet admission, academic, financial, or code of conduct policies are considered administrative withdrawals.

Withdrawal Date

The withdrawal date for students who are administratively withdrawn is the last date of academic attendance or attendance at an academically related activity that occurred prior to the decision to administratively withdraw the student.

Date of Determination

The date of determination (DOD) for students who are administratively withdrawn from the University is the date the University determines the withdrawal. The University will return the amount of federal financial aid for which it is responsible, no later than 45 days after the determination of the administrative withdrawal.  (See Return of Title IV Policy in the Financial Aid Policy appendix for further information) Note: Please refer to the last section of this policy for discussion on academic related activities that occur during an institutionally scheduled break. 

Academic Related Activities that Occur During an Institutionally Schedule Break 

The University does not recognize any ARA that occurs during an institutionally scheduled break as attendance for federal financial aid purposes only.  

Withdrawal Date

If a student posts an ARA during an institutionally scheduled break, the University will look for the most recent ARA that occurred prior to the start of the institutionally scheduled break. This date will be used as the withdrawal date for Title IV purposes. 

Date of Determination

The DOD for students who post academic related activities during an institutionally scheduled break will be no greater than 15 days after the end date of the institutionally scheduled break. For example: A student attends class on December 19th.  An institutionally scheduled break occurs December 20 – January 4. The student posts an ARA on December 29th, which is during the scheduled break. The DOD is January 19th (the 15th day after the end date of the institutionally scheduled break).