Special Circumstance Late Drop/Withdrawal
For extenuating circumstances occurring within 12 months of the application review.
After the last day to drop/withdraw within a semester calendar, a student may drop/withdraw only for major mental, physical illness, significant incapacity, or other life-changing event. What constitutes this will be the decision of the Assistant Dean of Students 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 Withdraw from a class or classes.
A student may apply for a (select one):
- Special Circumstance Withdrawal – Canceling all classes in a given semester
- Special Circumstance Drop – Dropping some classes, but finishing other classes in a given semester
Special Circumstance Refund – 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- Eligible to students who Withdraw (or have Withdrawn) only.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.
Process for Filling a Special Circumstance Late Drop/Withdrawal
Step 1. Provide Required Documentation
- Personal statement written by the student that outlines his/her life-changing event, and its impact on their academic progress.
- 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 a 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.
- Students will have 30 days to complete their application once they file initial paperwork with the Office of Student Rights & Responsibilities. Incomplete applications will be considered inactive after 30 days.
- All documentation provided is confidential, and will only be shared with the appropriate academic Dean; so as to make a decision regarding the application.
- 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 Assistant Dean of Students in consultation with the Vice President for Finance & Operations.
Step 2. Address Faculty, Financial Aid, and Other Office Issues
- 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?
- Students are responsible for checking with Financial Aid to see how a drop/withdrawal 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.
- Students are responsible for checking with the appropriate office to see how a drop/withdrawal impacts their student status, (i.e. Immigration Office, Veteran Services Office, ROTC, Athletic compliance, etc.).
Criteria to Render a Decision Regarding the Application
- Does the student demonstrate she/he spoke to their faculty member(s) to find another method of resolving the issue?
- 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?
- Does the student demonstrate that she/he spoke with their academic advisor and followed any advice given?
- Does the student have previous experience withdrawing from courses?
- Did the student actively participate in classes prior to the occurrence of the life-changing event?
- Did the student attempt to drop courses prior to the last day to withdraw/drop? Why or why not?
- Was the situation foreseeable for the student? What measures were taken prior to completing this application?
- Is the student consulting professional resources to address the circumstances created by the life-changing event?
- 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?
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. Questions concerning the Ad Pro Committee and its policies and procedures should be directed to the Office of the Registrar at 701.777.2711.
Special Circumstance Late Drop/Withdrawal Form
Please complete the following form to file for a special circumstance late drop/withdrawal.
Refer to #1 at the top of the page for guidance on the required Personal Letter and the Professional Letter of Support attachments.