Voluntary Withdrawal of Students                                    UPPS No. 07.08.02

from the University                                                              Issue No. 7

Effective Date: 10/26/2016

                                                                                                Review: November 1 E2Y

Sr. Reviewer: University Registrar

 

           

01.       POLICY STATEMENT

 

01.01  This policy documents the procedures applicable to the process for voluntary withdrawals by students.

 

02.       DEFINITIONS

 

02.01  Withdrawal – the process of dropping all courses in which a student is enrolled and going to zero hours for the current semester. Voluntary withdrawal is a process initiated by the student and not resulting from an administrative action.

 

02.02  OUR – Office of the University Registrar.

 

03.       PROCEDURE FOR FINANCIAL AID RECIPIENTS

 

03.01  The OUR will forward a copy electronically, within two to three business days, of all official withdrawal forms for withdrawing financial aid recipients to Financial Aid and Scholarships through the 60 percent point of the semester. The OUR will then notify Financial Aid and Scholarships via workflow once the student has been withdrawn. Financial aid recipients will be required to repay any unearned portion of the financial aid they have already received. Withdrawing students should read all notifications (emails or letters) they receive regarding their financial aid liabilities and their payment options.

 

04.       PROCEDURES FOR WITHDRAWAL BY OFFICE VISIT

 

04.01  A student may withdraw by visiting the OUR, located on the first floor of the J.C. Kellam Administration Building.

 

A student enrolled in a combination of first half courses and full semester courses will follow the drop procedure if the request to drop the full semester courses is after the drop deadline for the first half courses.

 

04.02  The student must complete an Official Withdrawal Form to document the transaction. An official withdrawal requires the student’s signature and a picture I.D.

 

04.03  The OUR will process the withdrawal using the date of the student’s office visit as the effective date of withdrawal.

 

05.       PROCEDURES FOR WITHDRAWAL BY LETTER OR FAX

 

05.01  The OUR will withdraw a student upon receipt of a signed letter, Official Withdrawal Form, or a fax from the student expressing a desire to withdraw. Students will use the Official Withdrawal Form.

 

The student must sign all written withdrawal requests.

 

The OUR will use the date the letter or fax was received to determine the withdrawal’s effective date.

 

A student may check his or her class schedule online to verify that the withdrawal has been processed.

 

05.02  The appropriate offices, including ID Services, IT Assistance Center (ITAC), Collections, Student Health Center, Financial Aid and Scholarships, Department of Housing and Residential Life, the Alkek Library, Instructional Technologies Support, and the Athletic Department, will be notified by email that the student has withdrawn. For all withdrawals after the automatic “W” period, withdrawal slips are mailed to academic departments via campus mail the business day following withdrawal processing.

 

06.       PROCEDURE FOR WITHDRAWAL BY EMAIL

 

06.01  A student may print out an Official Withdrawal Form, fill it out, sign, scan, and email to: registrar@txstate.edu.

 

Official withdrawal by email requires the student’s signature.

 

A student may check his or her class schedule online to verify that the withdrawal has been processed.

 

07.       WITHDRAWAL THROUGH CATSWEB NOT PERMITTED

 

07.01  Students cannot withdraw through CatsWeb. If attempted, they will receive the following message:

 

“Dropping all of your classes is considered withdrawing from the university. You must click for Instructions and follow the directions for Withdrawing under, ‘Are you ready to drop or withdraw?’ at the bottom of the page.”

 

08.       REFUND PROCEDURES

 

08.01  The university will issue refunds to withdrawing students according to the refund schedule available on the Student Business Services website.

 

            Students who currently reside in university housing must contact the Department of Housing and Residential Life to arrange for a contract cancellation due to withdrawal from the university.

 

08.02  The OUR may make exceptions to the refund schedule under extenuating circumstances. Upon receipt of documentation from the student (such as a doctor's statement in the case of illness), the OUR may request a full or partial refund, depending upon the circumstances of the case. The student’s records will reflect the actual date of withdrawal or the withdrawal date (supported by documentation) determined by the OUR.

            If there is no justification for a refund, the student may appeal to the Tuition and Fees Refund Appeals Committee. This is the final appeals process (see UPPS No. 02.01.12, Tuition and Fees Refund Appeal Policy).

 

08.03  Federal regulations prohibit the OUR from issuing financial aid refunds to students.

 

09.       REVIEWERS OF THIS UPPS

 

09.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

University Registrar                                     November 1 E2Y

 

Director, Financial Aid and                        November 1 E2Y

Scholarships

 

10.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

University Registrar; senior reviewer of this UPPS

 

Associate Vice President for Enrollment Management and Marketing

 

Provost and Vice President for Academic Affairs

 

President