Voluntary Withdrawal of Students UPPS No. 07.08.02
from the University Issue No. 5
Effective Date: 06/29/2011
Review: November 1 E2Y
01. POLICY STATEMENTS
01.01 This UPPS documents the policies and procedures related to the withdrawal process. These policies apply only to voluntary withdrawals by students.
01.02 UPPS No. 07.09.02, Withdrawing and Readmitting Students with Psychological Problems, documents policies and procedures regarding withdrawals for medical reasons related to psychological problems.
02.01 Withdrawal is the process of dropping all courses in which a student is enrolled for the current semester.
Students 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.
03. PROCEDURE FOR WITHDRAWAL BY OFFICE VISIT
03.01 A student may withdraw by visiting the Registrar's Office, located on the first floor of the J.C. Kellam Administration Building.
03.02 The student must complete an Official Withdrawal Form to document the transaction. The Registrar’s Office will notify Financial Aid and Scholarships of any withdrawals for financial aid recipients.
An official withdrawal requires the students’ signature and a picture I.D.
03.03 The Registrar's Office will refer a withdrawing financial aid recipient to the Financial Aid and Scholarships office up until the sixty percent point of the semester. Financial aid recipients must repay any unearned portion of the financial aid they have received. If the student is withdrawing in person, they are encouraged to speak with a Financial Aid and Scholarships counselor to discuss their Return of Title IV liabilities (if any) and their payment options. The Registrar's Office will process the withdrawal using the date of the student’s office visit as the effective date of withdrawal.
04. PROCEDURE FOR WITHDRAWAL BY LETTER OR FAX
04.01 The 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 Registrar’s Office will use the date on which it receives the letter or fax to determine the withdrawal’s effective date.
Students may check their class schedule via the Web to verify the Registrar’s Office has processed their withdrawal.
04.02 The Registrar's Office will forward a copy, within 2-3 business days, of all Official Withdrawal Forms for withdrawing financial aid recipients to the Financial Aid and Scholarships office until the sixty percent point of the semester. Financial Aid Recipients will be required to repay any unearned portion of the financial aid they have received. If the student is not withdrawing in person, they must read all notifications (emails or letters) they receive regarding their financial aid liabilities and their payment options.
04.03 The appropriate offices, including ID Services, IT Assistance Center (ITAC), Loan 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 “W” period.
05. PROCEDURE FOR WITHDRAWAL BY EMAIL
Official withdrawal by email requires the student’s signature.
Students may check their class schedule via the Web, to verify their withdrawal has been processed.
06. PROCEDURE FOR WITHDRAWAL BY CATSWEB
06.01 Students cannot withdraw through CatsWeb. If they try to withdraw via the Web they will receive the following message:
“Dropping all of your classes is considered withdrawing. You must click for Instructions and follow the directions under Withdrawal.”
07.01 The 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.
07.02 The 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 student’s 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).
07.03 Federal regulations prohibit the Registrar’s Office from returning financial aid refunds to the student.
08. REVIEWERS OF THIS UPPS
08.01 Reviewers of this UPPS include the following:
Registrar November 1 E2Y
Director, Financial Aid and November 1 E2Y
09. 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