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<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Adam,<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>We
have a university policy on <i>Adding and Dropping Courses and Withdrawing from
the University</i> which contains a section that governs our procedures for late
drop/withdrawal petitions. I’ve attached a copy of the petition
form which includes a summary of the petition guidelines, etc. Students
are expected to submit the following documentation with a completed petition
form:<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l1 level1 lfo3'><![if !supportLists]><span
style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><span
style='mso-list:Ignore'>1.<span style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Written
statement explaining the extraordinary circumstances that prevented them from dropping/withdrawing
within the published deadline(s).<o:p></o:p></span></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l1 level1 lfo3'><![if !supportLists]><span
style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><span
style='mso-list:Ignore'>2.<span style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Documentation
of the extraordinary circumstances (ex: medical documentation).<o:p></o:p></span></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l1 level1 lfo3'><![if !supportLists]><span
style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><span
style='mso-list:Ignore'>3.<span style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Written
verification of non-attendance from the instructor(s), if applicable.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Late
drop/withdrawal petitions are coordinated through the Provost’s office
and reviewed by a committee that’s comprised of representatives from each
academic college, plus representatives from the faculty council and the
Registrar’s office. If a petition is approved, the final step
involves asking the instructor of record to make the final grade assignment of “W”
or “F” (we don’t modify the grade without instructor
approval). The new deadline for receiving petitions is 6 months after the
date grades are officially due for the course(s). If students also wish
to receive a refund for the course(s) in question, we have a separate but closely
related process for that.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>We’ve
recently had a lot of discussion/review of the current processes, and are
continuing to explore ways to simplify/streamline and handle petitions that are
received after the deadline. We are also taking extra efforts this
semester to identify and contact no-shows before the withdrawal deadline.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<div>
<p class=MsoNormal><b><span style='font-family:"Maiandra GD","sans-serif";
color:#FF6600'>Rita Gearhart Peaster</span></b><span style='font-family:"Maiandra GD","sans-serif"'><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Associate
Registrar<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Oklahoma
State University<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>322
Student Union<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Phone:
405.744.3077<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'>Fax:
405.744.8426<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif";
color:#F79646'><a href="mailto:rita.peaster@okstate.edu"><span
style='color:#F79646'>rita.peaster@okstate.edu</span></a></span><span
style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
</div>
<p class=MsoNormal><span style='font-size:10.0pt;font-family:"Maiandra GD","sans-serif"'><o:p> </o:p></span></p>
<div>
<div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'>
<p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span></b><span
style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>
oacrao-l-bounces@lists.onenet.net [mailto:oacrao-l-bounces@lists.onenet.net] <b>On
Behalf Of </b>Adam Johnson<br>
<b>Sent:</b> Tuesday, August 31, 2010 4:05 PM<br>
<b>To:</b> oacrao-l@lists.onenet.net<br>
<b>Subject:</b> [Oacrao-l] Questions concerning your Emergency Withdrawal
procedures<o:p></o:p></span></p>
</div>
</div>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal>Greetings everyone!<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal>I was curious how your institutions handle an
“Emergency Withdrawal” situation. We state in our catalog
that a student may petition the Director of Admission & Records Processing
for an exception (past the withdraw deadline) but only if:<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>There is “proper evidence” that the
student could not withdraw during the required time because of unforeseen
circumstances or emergency AND…<o:p></o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>The instructor confirms the student’s
absence and other relevant information. <o:p></o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>The “unforeseen circumstances” (such
as hospitalization, work, transfer out-of-state) must be documented.<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal>Also, we will not consider poor academic performance or
simply “I forgot and missed the deadline” as acceptable
justification. We also have a one-year time limit, otherwise the request
will not be considered. In addition to the student’s documentation
of their justification, we require them to complete a form that must be signed
by all faculty for that semester for the courses they want to dropped to inform
us if they are passing or failing at the time of their last date of attendance.<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal>So, now that you know our procedures…I’m very
interested in knowing how your institution addresses these types of requests.
More specifically:<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>How long do you allow students to request
consideration for an emergency withdrawal?<o:p></o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>Is this something your Registrar’s office
decides oversees alone, or is faculty involved? If they are, how so?<o:p></o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>Do you require any documentation to be
submitted?<o:p></o:p></p>
<p class=MsoListParagraph style='text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span
style='font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]>Anything else you’d like to share!<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal>Thank you for your responses!<o:p></o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Garamond","serif"'>Adam
Johnson, Associate Registrar<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Garamond","serif"'>University
of Central Oklahoma<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Garamond","serif"'>100
N. University Drive<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Garamond","serif"'>Edmond,
Ok 73034<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Garamond","serif"'>(405)
974-2719<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Garamond","serif"'>(405)
974-3930 (fax)<o:p></o:p></span></p>
<p class=MsoNormal><a href="http://www.uco.edu/"><span style='font-size:12.0pt;
font-family:"Garamond","serif"'>Click here to visit UCO's website</span></a><span
style='font-size:12.0pt;font-family:"Garamond","serif"'><o:p></o:p></span></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><br
clear=all>
<b>**Bronze+Blue=Green**</b> The University of Central Oklahoma is Bronze,
Blue, and Green! Please print this e-mail only if absolutely necessary! <br>
<br>
<b>**CONFIDENTIALITY**</b> -This e-mail (including any attachments) may contain
confidential, proprietary and privileged information. Any unauthorized
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