[Oacrao-l] Questions concerning your Emergency Withdrawal procedures

[Peaster, Rita]

Adam,

We have a university policy on Adding and Dropping Courses and Withdrawing from the University 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:


1.     Written statement explaining the extraordinary circumstances that prevented them from dropping/withdrawing within the published deadline(s).

2.     Documentation of the extraordinary circumstances (ex: medical documentation).

3.     Written verification of non-attendance from the instructor(s), if applicable.

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.

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.


Rita Gearhart Peaster
Associate Registrar
Oklahoma State University
322 Student Union
Phone: 405.744.3077
Fax: 405.744.8426
rita.peaster at okstate.edu<mailto:rita.peaster at okstate.edu>


From: oacrao-l-bounces at lists.onenet.net [mailto:oacrao-l-bounces at lists.onenet.net] On Behalf Of Adam Johnson
Sent: Tuesday, August 31, 2010 4:05 PM
To: oacrao-l at lists.onenet.net
Subject: [Oacrao-l] Questions concerning your Emergency Withdrawal procedures

Greetings everyone!

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:


*         There is "proper evidence" that the student could not withdraw during the required time because of unforeseen circumstances or emergency AND...

*         The instructor confirms the student's absence and other relevant information.

*         The "unforeseen circumstances" (such as hospitalization, work, transfer out-of-state) must be documented.

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.

So, now that you know our procedures...I'm very interested in knowing how your institution addresses these types of requests.  More specifically:


*         How long do you allow students to request consideration for an emergency withdrawal?

*         Is this something your Registrar's office decides oversees alone, or is faculty involved?  If they are, how so?

*         Do you require any documentation to be submitted?

*         Anything else you'd like to share!

Thank you for your responses!

Adam Johnson, Associate Registrar
University of Central Oklahoma
100 N. University Drive
Edmond, Ok  73034
(405) 974-2719
(405) 974-3930 (fax)
Click here to visit UCO's website<http://www.uco.edu/>


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