P-439.1 The College shall establish procedures for withdrawal from courses and from the College.
Pr-439.1.1 From Courses - Students must follow the procedures in the current College catalog for dropping classes. Students may withdraw officially from a course through the end of the 10th week of class meetings and receive a "W" for the course. For courses that are less than 16 weeks in duration, the deadline for withdrawal will be prorated. A student who stops attending a course at any point in time without officially withdrawing will receive an “F” for the course.
Pr-439.1.2 From College - Students who wish to withdraw from the College should contact the Enrollment Services Office and follow the procedure for withdrawing. Students who do not officially withdraw from the College will receive an "F" for each course in which they were enrolled.
ADMINISTRATIVE WITHDRAWAL
P-439.2

An administrative withdrawal will be available through the last date to drop for a term and will be allowed under one of the following conditions:

  1. A student who misses 50% of the course meetings during the first 25% of the course may be administratively withdrawn unless documentation and contact with the faculty is provided.
  2. A student who fails to participate in a course during the following timelines:

14 consecutive calendar days in a 16 week course

10 consecutive calendar days in a 12 week course

7 consecutive calendar days in an 8 week course

Students should not assume they will be withdrawn – it remains their responsibility to withdraw from any class they do not plan to attend.

Pr-439.2.1

Students who are reported as “Never Attending” during the 3rd week attendance reporting time frame will be administratively withdrawn.

The grade of {AW} will be assigned to those courses that have been administratively withdrawn from a student’s record.  A grade of AW will not count in a student’s grade point average but will count in their overall completion ratio.

The Administrative Withdrawal policy should be included on every course syllabus.

Enrollment Services will notify faculty throughout the term as a reminder to report any students that should be administratively withdrawn.  A form will be included with the email that faculty should complete and forward on to Enrollment Services for processing. One form for each course taught will be required.

 Notification schedule:

 16 week term                     Week 6 and 9

 12 week                               Week 5 and 8

          8 week                                 Week 4

Enrollment Services will notify students, via certified mail, when they have been administratively withdrawn from a course. Information will be included explaining the process to appeal an administrative withdrawal.  A request to appeal must be submitted 5 days from receipt of the notification.

Appeals will be made to the academic dean of the division.  The dean will discuss with the faculty the student’s probability of success in the course.  If the dean and the faculty agree that the student should be allowed to finish the course, then notification will be sent to Enrollment Services to re-enroll the student.

The student should continue to attend class until a decision is made on their appeal.


Pr-439.2.2

Students will not receive any refunds for a course from which they are administratively withdrawn.

Involuntary Medical Withdrawal

P-439.3

The Dean of Student Success (or designee) may initiate involuntary medical withdrawal from the College of any student for behavior that poses a significant risk of substantial harm to the health or safety of such student or others. The Dean of Student Success will meet with the student, who will be given the opportunity to present information regarding the incident(s). If appropriate, the withdrawal determination will be made by the Dean of Student Success and the Vice President for Academic and Student Affairs (or designee), taking into consideration the nature and severity of the potential harm, the imminence of the potential harm, the likelihood that the potential harm will occur, the duration of the risk, the ability to mitigate the risk, and the impact on others in the campus community. This determination will be an individualized assessment of the ability of the student to function safely at the College, based on all documentation received. The College may require the student to undergo a medical evaluation by a licensed mental health professional of the College’s choosing and at the College’s cost. Students must sign a waiver for the mental health evaluator to provide detailed information to the SCC contracted mental health counselor and Dean of Student Success.

Pr-439.3.1

If the medical evaluation and other documentation supports involuntary medical withdrawal, the student will receive notification, via certified mail, from the Dean of Student Success (or designee) stating the reasons for its determination. The student will also be informed of conditions that must be met for re-enrollment. Students may challenge the involuntary medical withdrawal by submitting a written appeal to the Vice President for Academic and Student Affairs (or designee).  The written appeal should include supporting documentation from a licensed medical or mental health professional.

Pr-439.3.2

Contact with SCC While on Involuntary Medical Withdrawal
SCC expects students on a medical withdrawal to refrain from participating in any activities or utilizing any facilities on the SCC campus during the duration of their medical withdrawal. In addition, a student on a medical withdrawal must respond to outreach by the Dean of Student Success if requested to do so. Failure to comply with these requirements may jeopardize or delay a student’s re-enrollment from the medical withdrawal.

Pr-439.3.3

Re-Enrollment Process
A student who has undergone involuntary medical withdrawal must engage the re-enrollment process from an involuntary medical withdrawal as stated in this policy. The College may require the student to undergo a medical evaluation by a licensed mental health professional of the College’s choosing. The student must sign a waiver allowing the mental health evaluator to provide detailed information to the SCC mental health counselor and Dean of Student Success. A medical withdrawal is not necessarily considered a disciplinary action.

Students must complete all parts of the following re-enrollment procedures:

  • All documentation is due to the Dean of Student Success (or designee) before the student can re-enroll.  If a mental health evaluation is required, it needs to occur with sufficient amount of time (generally eight to twelve weeks prior to the start of the semester) for the assessment to be completed and reports to be forwarded for consideration by SCC. If the duration of the absence has been longer than five years, the student must re-apply to the College.  Additional documentation includes:
    • Submission of a letter to the Dean of Student Success (or designee) requesting re-enrollment. The letter should review the circumstances that led to the involuntary medical withdrawal, describe in detail any activities pursued while out of school, explain why the student now feels able to resume studies successfully, and outline a plan for continued support.
    • Submission of a letter and pertinent medical documentation to the Dean of Student Success (or designee) from the physician or therapist with whom the student has been working. The letter should outline the treatment given and progress made; and provide support for return to full-time or part-time study at SCC. The letter should also address the continued care plan recommended for the student's return.  If applicable, the student will be asked by the Dean of Student Success (or designee) to meet with an outside Mental Health Counselor, as selected by the College, for an evaluation. The evaluation will be scheduled by the Mental Health Counselor generally eight to twelve weeks prior to the start of the semester.  The student must sign a waiver allowing the mental health evaluator to provide detailed information to the SCC contracted mental health counselor and Dean of Student Success.
    • Completion of a re-enrollment interview with the Dean of Student Success (or designee), if requested.
    • If re-enrollment is granted, the student is also expected to meet with the Dean of Student Success (or designee) throughout the semester, if requested.
  • Students on an involuntary medical withdrawal are not eligible to return from their leave for a summer session without permission of the Dean of Student Success (or designee).

All financial obligations to the College must be cleared before re-enrollment. Contact Financial Services to discuss payment options for any outstanding debt to SCC and contact Enrollment Services to discuss financial aid options.

Pr-439.3.4

Re-Enrollment Confirmation Process
Approval for re-enrollment from an involuntary medical withdrawal will be communicated in a certified letter from the Dean of Student Success (or designee) to the student’s home address.  It is the student’s responsibility to keep the college updated with current contact information.   Approval notification will outline any ongoing conditions that must be met for continued re-enrollment as well as any necessary directives.

Students are expected to submit a letter to the Dean of Student Success agreeing to comply with conditions set forth and directly contact the Dean of Student Success to confirm the student's letter has been received. Failure to complete this process may nullify the approval for re-enrollment.

Policy Code Key
P Policy PR Procedure D Definition S Supplement

Content Owner: Donna Davis - ddavis@stchas.edu
Page Updated by: Julie Parcel
Date Issued: 8/93
Date Revised: 6/01, 07/14