Special Circumstance Late Drop/Withdrawal

After the last day to drop/withdrawal within a semester calendar, a student may drop/withdraw only for major mental or physical illness, significant incapacity or other life-changing event. What constitutes this will be the decision of the Dean of Students Office (DOS) and the appropriate academic dean.

A “Special Circumstance Drop” or “Special Circumstance Withdrawal” is a Drop or Withdrawal from the University after the published, last day to Drop or Withdrawal from a Class or Classes.

A student may apply for a (select one):

1. Special Circumstance Withdrawal (Canceling all classes in a given semester)

• Students may apply for a refund up to 100% based on documentation submitted and review of application.

• Eligible to students who Withdraw (or have Withdrawn) only. State Board Policy prohibits the University from refunding students who Drop some, but not all, of their courses in a specified semester.

• Refunds are applied to the student’s University account.

2. Special Circumstance Drop (dropping some classes, but finishing other classes in a given semester)

Process

1. Students interested in applying for a Special Circumstance Late Drop/Withdrawal must provide the following to the DOS:

a. Personal statement written by the student that outlines his/her life-changing event and its impact on their academic progress.

b. Professional letter(s) of support from doctors, counselors, lawyers, etc., knowledgeable of the student’s situation.

• All letters must be on letterhead, contain a signature block and personal signature.

• Letters must include dates of service and detail the service provided to the student.

• Letters should address why the student should be granted a special circumstance drop/withdrawal as well as how the circumstances have impacted the student’s ability to attend classes and/or meet academic obligations.

c. Students will have 30 days to complete their application once they file initial paperwork with the DOS. Incomplete applications will be considered inactive after 30 days.

d. All documentation provided is confidential and will only be shared with the appropriate academic Dean so as to make a decision regarding the application.

e. Refunds will be considered for life-changing circumstances occurring within twelve months of the application review. Applications detailing extenuating circumstances to this guideline may be considered at the discretion of the Dean of Students in consultation with the Vice President for Finance and Operations.

2. Prior to submitting their completed Special Circumstance Late Drop/Withdrawal to the DOS, students are responsible for addressing the following items:

a. Students are responsible for checking with faculty members to determine if another course of action can be taken to address the situation.

• Can the student take an incomplete so as to complete the course?

• Are there other options that could be arranged in consultation with faculty members?

• Can the student take the course again in an attempt (at own cost or expense) to get a better grade?

b. Students are responsible for checking with Financial Aid to see how a drop/withdraw will impact present and future financial aid as well as loan repayment. It is suggested that students meet with a financial aid advisor prior to completing this application.

c. Students are responsible for checking with the appropriate office to see how a drop/withdraw impacts their student status, (i.e. Immigration Office, Veteran Services Office, ROTC, Athletic compliance, etc.).

3. Once the DOS has received a personal statement and appropriate letters. The Special Circumstance Late/Withdrawal application, the file will be considered complete.

a. DOS representatives will confirm in People Soft the student’s address, phone number, and student ID number.

b. DOS representatives will determine, via the application or in consultation with the student, the academic terms affected.

c. DOS representatives will determine, via the application or in consultation with the student, whether the application pertains to Correspondence Studies courses or online courses.

d. Students will be contacted to consult with a DOS representative via phone, email or in person if there are questions regarding the application.

4. Completed files will then be reviewed by the Dean of Students and appropriate academic Dean. The following criteria will be used to render a decision regarding the application:

a. Does the student demonstrate she/he spoke to their faculty member(s) to find another method of resolving the issue?

b. Does the student have an option of taking an Incomplete for one or all of the courses? What would prevent the student from doing so?

c. Does the student demonstrate she/he spoke with their academic advisor and followed any advice given?

d. Does the student have previous experience withdrawing from courses?

e. Did the student actively participate in classes prior to the occurrence of the life-changing even?

f. Did the student attempt to drop courses prior to the last day to withdraw/drop? Why or why not?

g. Was the situation foreseeable for the student? What measures were taken prior to completing this application?

h. Is the student consulting professional resources to address the circumstances created by the life-changing event?

i. Is the student planning to return to UND? If so, what plans are in place to provide a continuity of care to address the concerns that exist?

5. If the circumstance does not meet the criteria of being a major mental or physical illness or other significant incapacity, students may complete an Administrative Procedures Petition Form (Ad Pro Form). Questions concerning Ad Pro Committee and its policies and procedures should be directed to the Office of the Registrar at 777-2711.