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. DEFINITION
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
05.01 A
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 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. REFUNDS
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:
Position Date
Registrar November 1
E2Y
Director, Financial Aid and November 1 E2Y
Scholarships
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
President