Voluntary Withdrawal of Students††††††††††††††††††††††††††††††††††† UPPS No. 07.08.02

from the University††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Issue No. 6

Effective Date: 02/24/2014

Review: November 1 E2Y

 

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01.†††††† POLICY STATEMENT

 

01.01This UPPS documents the policies and procedures applicable to only the process for voluntary withdrawals by students.

 

02.†††††† DEFINITION

 

02.01Withdrawal is the process of dropping all courses in which a student is enrolled for the current semester. Voluntary withdrawal is the process initiated by the student and not as a result of an administrative action.

 

03.†††††† PROCEDURES FOR FINANCIAL AID RECIPIENTS

 

03.01The Registrar's Office requires a withdrawing financial aid recipient to first visit with a Financial Aid and Scholarships representative through the sixty percent point of the semester. The student must sign all written withdrawal requests identified in Section 03.02. The registrar may make an exception to this requirement, if circumstances warrant it. The Financial Aid and Scholarships representative will discuss with the student their estimated Return of Title IV liabilities (if any) and payment options (Students should contact Student Business Services--Collections for detailed information on payment options). For these students, the Registrarís Office will only withdraw them after Financial Aid and Scholarships has confirmed the visit took place. The registrar will process the withdrawal using the date of the studentís visit to the Registrarís Office (or the date a fax, letter or email is received) as the effective date of withdrawal.

 

03.02The Registrar's Office will forward a copy, within 2-3 business days, of all Official Withdrawal Forms for withdrawing financial aid recipients to Financial Aid and Scholarships through the sixty percent point of the semester. Financial Aid and Scholarships will notify the Registrarís Office once a representative has visited with the student about their potential Title IV liabilities. The Registrarís Office will then notify Financial Aid and Scholarships via workflow once the student has been withdrawn.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.†††††† PROCEDURE FOR WITHDRAWAL BY OFFICE VISIT

 

04.01A student may withdraw by visiting the Registrar's Office, 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.

 

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

 

04.03The Registrar's Office will process the withdrawal using the date of the studentís office visit as the effective date of withdrawal.

 

05.†††††† PROCEDURE FOR WITHDRAWAL BY LETTER OR FAX

 

05.01The Registrar's Office will withdraw a student upon receipt of a signed letter, Official Withdrawal Form, or fax from the student expressing a desire to withdraw. Students may use the Official Withdrawal Form located at: http://www.registrar.txstate.edu/registration/withdraw-from-classes.html.

 

The student must sign all written withdrawal requests.

 

The Registrarís Office will use the date the letter or fax was received to determine the withdrawalís effective date.

 

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

 

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

 

06.†††††† PROCEDURE FOR WITHDRAWAL BY EMAIL

 

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

 

Official withdrawal by email requires the studentís signature.

 

A student may check his or her class schedule via the Web, to verify tgat the withdrawal has been processed.

 

07.†††††† PROCEDURE FOR WITHDRAWAL BY CATSWEB

 

07.01Students cannot withdraw through CatsWeb. If they try to withdraw via the Web they will receive the following message:

 

ďDropping all of your classes is considered withdrawing from the university. You must click for Instructions and follow the directions under Withdrawal.Ē

 

08.†††††† REFUNDS

 

08.01The university will issue refunds to withdrawing students according to the refund schedule available on the Web at: http://www.sbs.txstate.edu/students/refunds.html

 

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

 

08.02The registrar 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 registrar may request a full or partial refund, depending upon the circumstances of the case. The studentís records will reflect the actual date of withdrawal or the withdrawal date (supported by documentation) determined by the Registrar's Office.

 

††††††††††† 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).

 

08.03Federal regulations prohibit the Registrarís Office from returning financial aid refunds to the student.

 

09.†††††† REVIEWERS OF THIS UPPS

 

09.01Reviewers of this UPPS include the following:

 

Position†††††††††††††††††††††††††††††††††††††††††††††††††††††††† Date

 

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.

 

Registrar; senior reviewer of this UPPS

 

Associate Vice President for Enrollment Management and Marketing

 

Provost and Vice President for Academic Affairs

 

President