3337-12-50. Canceling registration, dropping classes, and withdrawing

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/12-050.html

(A) Overview

(1) Purpose

It is the purpose of this policy:

(a) To clarify the distinctions among "cancellation," "withdrawal," and "dropping" (terms that are often mistreated as interchangeable);

(b) To establish an equitable, fair, and consistent appeal process; and

(c) To ensure that the appropriate consequences (academic and financial) flow from all changes in students' class registration status, both to the students, and also to the university by way of board of regents reporting and subsidy calculations.

(2) Summary

Ohio university will comply with the board of regents' reporting guidelines on official changes in student registration status.

The university will comply with applicable regulations relating to refunds for students participating in distance learning programs in states where the university is authorized to offer such programs.

Registration cancellation, class drops, and withdrawals will be processed in a way that accurately reflects the actual and effective dates of the activity and the corresponding refund or grading action to be taken, based on deadlines.

Procedures that identify and implement the appropriate financial and academic consequences of cancellation, dropping, and withdrawal are detailed in parts (B) to (H) of this policy.

This policy does not apply to non-term courses offered by the office of "eLearning OHIO," for which students separately register and pay.

For a variable-credit course, unless otherwise specified, changes to the number of hours are subject to the same regulations as adding a course (for increases in credit) or dropping a course (for decreases in credit that leave a non-zero value). Decreases in credit to zero require dropping or withdrawing, depending on the date within the semester or session (as described in this policy).

(3) Terminology

(a) Semester: Any semester, including the fourteen-week summer semester.

(b) Session: Any seven-week session.

(c) Canceling registration: Terminating registration in all classes before the first day of classes. This does not prevent a student from registering for a future semester or session.

(d) Dropping classes: Terminating registration in one or more but not all classes for a given semester or session before the deadline specified in this policy. Courses dropped will not appear on the student's academic record (official transcript).

(e) Withdrawing is used with two meanings:

(i) Withdrawing from classes means terminating registration in one or more but not all classes after the deadline for dropping. Courses from which the student has withdrawn will remain on the student's academic record (official transcript), with grades of WP or WF. (WP and WF grades indicate whether the student, in the professor's judgment, was passing or failing the class(es) at the time of withdrawal. These grades do not affect the grade point average.)

(ii) Withdrawing from the university means dropping or withdrawing from all regular Ohio university classes for which a student is registered for a given semester or session, whether on one campus or more than one. Withdrawing from the university does not prevent a student from registering for a future semester or session.

(4) Canceling registration

Students may choose to cancel registration prior to the first day of a semester or session by dropping all classes.

(5) Dropping classes

Students may drop individual classes from their schedules without permission from the first day of classes through the Friday of the second week of a semester (Friday of the first week of a session). Courses dropped will not appear on the student's academic record.

(6) Withdrawing from classes

Students may withdraw from one or more but not all classes from the Saturday of the second week of the semester (Saturday of the first week of a session) through the Friday of the tenth week of the semester (last instructional day of the fifth week of a session) without permission. However, the courses remain on the students' academic records with grades of WP (withdrawn passing) or WF (withdrawn failing) and they continue to be used in the calculation of tuition and fees. WP or WF grades do not affect the student's grade point average. Withdrawing from individual classes after the Friday of the tenth week of the semester (last instructional day of the fifth week of a session) is not possible without appeal; see part (H) of this policy. Students may petition their student services office in their college or regional campus for consideration of special circumstances.

(7) Withdrawing from the university

Students may withdraw from the university (terminate enrollment in all registered classes on all campuses) from the first day of classes through the day before the last day of classes for the semester or session. No grades are assigned for withdrawal through the Friday of the second week of a semester (Friday of the first week of a session). Withdrawal after these dates results in WP or WF grades. Withdrawing is not an option on or after the last day of classes, and regular grades will be assigned. Students process withdrawal from the university through their college or regional campus student services office.

(8) Tuition and fee issues

When dropping classes affects the total registration in a way that changes the amount of tuition or fees, the student will receive the appropriate reduction of charges or pay the appropriate forfeiture for the class(es) dropped, according to the deadlines for those classes, and the tuition for the remaining registration will be re-calculated.

Tuition for summer students who schedule a total of twelve or more hours in any combination of summer registration in the full semester or the two sessions will be calculated in the usual way (fewer than twelve hours equals part-time, twelve-twenty hours equals full-time for undergraduates; fewer than nine hours equals part-time, nine-eighteen hours equals full-time for graduates). When dropping classes affects the total registration for the summer in a way that changes the basis for tuition, the tuition will be re-calculated for the remaining registration, and the student will receive the appropriate reduction of charges or pay the appropriate forfeiture for the class(es) dropped, according to the deadlines for those classes.

(9) Deadlines

Deadlines for cancellation, withdrawals, and class drops are based on the appropriate dates for each semester or session.

Deadlines are prorated for classes that are flexibly scheduled. Flexibly scheduled classes are classes that do not meet for the full semester or session.

Further details of deadlines may be found in parts (B) to (H) of this policy and in the policies linked from the references part of this policy.

(B) Canceling registration

This section applies to cases in which the student terminates registration in all classes before the first day of classes for the semester or session. This includes all classes for which a student is registered, on all (one or more) campuses, but not nonterm-based courses in "eLearning OHIO," for which students register and pay separately.

Financial aid recipients who cancel their registration prior to the first day of classes are not eligible to receive funds for that term and must return one hundred per cent of any financial aid received as a refund. In addition, any financial aid credits for the affected term will be cancelled.

(1) Guidelines

If the student officially cancels registration for all classes before the first day of classes, he or she is entitled to a one hundred per cent refund of fees paid. The student receives no grades and classes do not appear on the student's academic record.

(2) Procedure

(a) Student drops all classes through online registration before the first day of classes (student must notify bursar's office if he or she wishes to initiate a refund process); or

(b) Student notifies appropriate university office prior to the first day of classes. That office submits completed "Cancellation of Registration Form" to the office of the university registrar. (Student must notify bursar's office if he or she wishes to initiate a refund process.)

(C) Dropping one or more classes early in the semester or session

This section applies to cases in which the student terminates registration in one or more classes, but remains enrolled in at least one class on any campus, after the first day of classes for the semester or session, through the Friday of the second week of the semester or Friday of the first week of a session.

Financial aid or scholarship recipients who fail to maintain the minimum hours required for their specific aid may become ineligible for or be required to repay certain proceeds.

(1) Guidelines

If the student drops a class or reduces credit hours on or before the Friday of the second week of a semester or on or before the Friday of the first week of a session, he or she is entitled to receive a one hundred per cent refund of the reduction when such changes result in a reduction of tuition and fees (reduction in hours for a part-time student or a student taking more than twenty hours for undergraduates or eighteen hours for graduate students or change from full-time to part-time status because the hours registered goes below twelve hours for undergraduates or nine hours for graduate students). The student receives no grade for the class(es) dropped. The course(s) are removed from the student's academic record.

(2) Procedure

Student drops class(es) through online registration. (Student must notify bursar's office if he or she wishes to initiate a refund process.)

(D) Withdrawing from one or more classes later in the semester or session

This section applies to cases in which the student terminates registration in one or more classes, but remains enrolled in at least one class on any campus, after the Friday of the second week of the semester or Friday of the first week of a session, through the Friday of the tenth week of the semester or last instructional day of the fifth week of a session. Withdrawing from a class is not permitted after the Friday of the tenth week of the semester or last instructional day of the fifth week of a session. Registration is included on the regents' report. There is no fee refund and no required return of financial aid proceeds.

(1) Guidelines

Students may withdraw from individual classes without permission through the Friday of the tenth week of a semester or the last instructional day of the fifth week of a session. Students receive no refund of tuition fees for classes dropped after the Friday of the second week of a semester (Friday of the first week of a session); classes remain on student's academic record; WP or WF grades apply.

(2) Procedure

Student drops the class(es) through online registration, which results in a withdrawal.

(E) Withdrawing from the university early in the semester or session

This section applies to cases in which the student terminates registration in all classes after the semester or session begins, through the Friday of the second week of the semester or Friday of the first week of a session.

If the student is a financial aid recipient and is subject to a federal formula for refunds, the student's financial aid credits may be voided, restitution of refunds may be required, and the student may owe the university any outstanding balance on the account that previously was covered by financial aid.

(1) Guidelines

If the student who is not a financial aid recipient officially withdraws from the university (drops all classes on all campuses, combined) through the Friday of the second week of a semester or the Friday of the first week of a session (as specified in the academic calendar), he or she is entitled to an eighty per cent refund of his or her fees if payment in full has been made or an eighty per cent reduction if fees have yet to be paid. The classes are removed from the academic record, but there is a notation on the academic record that the student withdrew during the semester or session.

(2) Procedure

(a) Domestic undergraduate student obtains "Request for Withdrawal Form" from the student services office of the college in which he or she is enrolled or regional campus student services office. Domestic graduate student obtains "Request for Withdrawal Form" from the graduate college and must obtain approval from the department of study. International student obtains approved "Request for Withdrawal Form" from international student and faculty services office.

(b) Student services office of the student's college, graduate college, or regional campus indicates the effective date of withdrawal on the form in the space to the right of the official's signature. The effective date is the date the student notified the office, either orally or in writing.

(c) Athens campus student gets the request approved by the college student services office or graduate college, and residential housing office, and submits form to the registrar's office, which processes the withdrawal based on the effective date. Regional campus students get the request approved by the student services office, which drops all classes from the student's record and submits the form to the registrar's office for further processing.

(d) Students unable to be physically present on their campus should contact the appropriate student services office to initiate the withdrawal process. Acceptable official notification includes notification by a student via telephone, through a designated website, or orally in person. The office contacted shall document oral notifications; however the office may request, but not require, the student confirm his or her oral notification in writing. The registrar's office processes the withdrawal and notifies appropriate offices.

(F) Withdrawing from the university later in the semester or session

This section applies to cases in which the student terminates registration in all classes after the Friday of the second week of the semester or Friday of the first week of a session and before the last day of classes for that semester or session. Withdrawing is not permitted on or after the last day of classes.

If the student is a financial aid recipient and is subject to a federal formula for refunds, the student's financial aid credits may be voided, restitution of refunds may be required, and the student may owe the university any outstanding balance on the account that previously was covered by financial aid.

(1) Guidelines

If the student officially withdraws from the university (drops all classes on all campuses combined) after the Friday of the second week of the semester or Friday of the first week of a session (as specified in the academic calendar), he or she is not eligible for a refund. Student receives WP or WF grades.

(2) Procedure

(a) Domestic undergraduate student obtains "Request for Withdrawal Form" from the student services office of the college in which he or she is enrolled or regional campus student services office. Domestic graduate student obtains "Request for Withdrawal Form" from the Graduate College and must obtain approval from the department of study. International student obtains approved "Request for Withdrawal Form" from international student and faculty services office.

(b) Student services office of the student's college, graduate college, or regional campus indicates the effective date of withdrawal on the form in the space to the right of the official's signature. The effective date is the date the student notified the office, either orally or in writing.

(c) Athens campus student gets the request approved by the college student services office or graduate college, and residential housing office, and submits form to the registrar's office which processes the withdrawal based on the effective date. Regional campus students get the request approved by the student services office, which drops all classes from the student's record and submits the form to the registrar's office for further processing.

(d) Students unable to be physically present on their campus should contact the appropriate student services office to initiate the withdrawal process. Acceptable official notification includes notification by a student via telephone, through a designated website, or orally in person. The office contacted shall document oral notifications; however the office may request, but not require, the student confirm his or her oral notification in writing. The registrar's office processes the withdrawal and notifies appropriate offices.

(G) Registration changes for medical reasons

(1) Guidelines

Medical registration changes are cancellations, withdrawals, and class drops that are approved for medical reasons. The guiding principle that determines the effective date of the action is whether or not the student's illness rendered him or her incapable of doing academic work as of a certain date.

If the effective date is prior to the beginning of the semester or session and the intent is to drop all classes, the action would be cancellation of registration. If the effective date is after the beginning of the semester or session and involves dropping all classes, then it is a withdrawal from the university. If the intent is to reduce the scope of the academic load after the semester or session has begun, then one or more, but not all, classes would be dropped or withdrawn from as of the effective date as determined by the onset of the illness.

Once the effective date is established, removal of classes from the academic record, grading, and refunds will be determined by existing policies, based on the effective date as for any other cancellation, withdrawal, or class drop. As for other withdrawals, medical withdrawals cannot have an effective date later than the day before the last day of classes for the semester or session -the last date on which withdrawal is permitted. Withdrawal for a semester or session is not permitted in cases where the student has completed final examinations or other terminal work for the classes and grades have been submitted. Refunds involving medical withdrawals for financial aid recipients are based on mandated federal formulas.

(2) Procedure

(a) Domestic undergraduate student obtains "Request for Withdrawal Form" from the student services office of the college in which he or she is enrolled or regional campus student services office. Domestic graduate student obtains "Request for Withdrawal Form" from the graduate college and must obtain approval from the department of study. International student obtains approved "Request for Withdrawal Form" from international student and faculty services office.

(b) Student services office of the student's college, graduate college, or regional campus indicates the effective date of withdrawal on the form in the space to the right of the official's signature.

(c) Athens campus student gets the request approved by the college student services office or graduate college and residential housing office, and submits form to the registrar's office which processes the withdrawal based on the effective date. Regional campus students get the request approved by the student services office, which drops all classes from the student's record and submits the form to the registrar's office for further processing.

(d) Students unable to be physically present on their campus should contact the appropriate student services office to initiate the withdrawal process. Acceptable official notification includes notification by a student via telephone, through a designated website, or orally in person. The office contacted shall document oral notifications; however the office may request, but not require, the student confirm his or her oral notification in writing. The registrar's office processes the withdrawal and notifies appropriate offices.

(e) In cases where the effective date is prior to the deadline but the deadline has passed, the student services office presents the recommendation to the tuition appeal review panel. Requests for special consideration based on medical circumstances also may be presented to the tuition appeal review panel by the student services office. For medical related cancellation, withdrawal, or class drop, the tuition appeal review panel will determine the effective date based on documentation provided.

(f) The dean of students, at his or her discretion, may place a registration hold on students who withdraw or cancel registration for medical reasons. The purpose of such a hold is to ensure proper review of the student's medical condition prior to re-enrollment.

(H) Tuition appeal review panel appeal process

The tuition appeal review panel (membership and chair specified here) has the responsibility to consider appeals concerning changes in registration status and tuition in cases where students feel that retroactive, corrective adjustments should be made effective before the first day of classes or before the Friday of the second week of any semester or the Friday of the first week of a session, due to extenuating circumstances.

The tuition appeal review panel reviews appeals for the approval of exceptions involving requests for cancellation after the first day of the semester or session and withdrawals and class drops after the Friday of the second week of the semester or Friday of the first week of a session that would result in refunded fees or removal of classes from the academic record (have an effective date before the first day of the term or on or before the Friday of the second week of the semester or Friday of the first week of a session). Exceptions will be made only under extreme circumstances. As a general rule, refunds and class status changes will be approved only if the student can establish that the reason for the action requested was beyond the student's control and prevented him or her from addressing the issue at the appropriate time.

The college student services offices do not process change orders to remove former "I*" ("Administrative Incomplete"), or "FN" ("Failure, Never Attended"), or "FS" ("Failure, Stopped Attending") grades from the student's record. Students who received these grades because they did not officially drop a class for which they registered but did not attend or stopped attending without permission may retake the class under the regular retake procedures if they choose, as with any other grade. All other cases involving removal of classes with "I*," "FN," and "FS" grades are no different from any other request for an exception to the tuition and grades associated with the student's registration status, and therefore are to be considered by the tuition appeal review panel.

The tuition appeal review panel will not consider appeals for retroactive action in cases where the student has completed final exams and grades have been submitted.

The tuition appeal review panel consists of two assistant deans, the chair of the educational policy and student affairs committee of faculty senate, one representative from the financial aid office, one representative from the bursar's office, one representative from graduate college, one representative from the dean of students office, one representative from regional higher education, and one representative from the registrar's office. The panel is chaired by a member of the provost's executive leadership team.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/12-050.html

Effective: 8/27/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15