439 Withdrawal

439 Withdrawal

STUDENT WITHDRAWAL
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.

Period of Non-Enrollment – After a student fails to enroll in courses for two consecutive semesters, excluding summer, students will be de-activated and will be removed from their current academic program. After two semesters of non-enrollment, excluding summer, a student will need to re-apply for admission to the College if choosing to re-enroll. 
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 A student who misses 50% of the course meetings during the first 25% of the course may be administratively withdrawn unless documentation and contact with the faculty is provided.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

    9 consecutive calendar days in a 10-week course

    7 consecutive calendar days in an 8-week course

    4 consecutive calendar days in a 5-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Students should not assume they will be withdrawn – it remains their responsibility to withdraw from any class they do not plan to attend.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who are reported as “Never Attending” during the 3rd week attendance reporting time frame will be administratively withdrawn if the student does not respond within 5 days from receipt of the mail notification.

The grade of {AW} will be assigned to those courses that have been administratively withdrawn from a student’s record.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 term Week 5 and 8
10-week term Week 6
8-week term Week 4
5-week term Week 2

Enrollment Services will notify students, via U.S. mail, that they will be 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 Executive Dean of Student Life (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 Executive Dean of Student Life 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 Executive Dean of Student Life and the Vice President for Marketing and Student Life (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 College's mental health counselor and Executive Dean of Student Life.
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 Executive Dean of Student Life (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 Marketing and Student Life (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 Executive Dean of Student Life 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 Executive Dean of Student Life. 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 Executive Dean of Student Life (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 Executive Dean of Student Life (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 Executive Dean of Student Life (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 Executive Dean of Student Life (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 College's mental health counselor and Executive Dean of Student Life.
    • Completion of a re-enrollment interview with the Executive Dean of Student Life (or designee), if requested.
    • If re-enrollment is granted, the student is also expected to meet with the Executive Dean of Student Life (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 Executive Dean of Student Life (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 Executive Dean of Student Life (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 Executive Dean of Student Life agreeing to comply with conditions set forth and directly contact the Executive Dean of Student Life to confirm the student's letter has been received. Failure to complete this process may nullify the approval for re-enrollment.
VOLUNTARY MEDICAL WITHDRAWAL
P-439.4 The Director of Enrollment Services, in consultation with the Disability Support Services Manager and/or the Executive Director of Student Life, may approve a voluntary medical withdrawal. A medical withdrawal may be requested when extraordinary circumstances, such as a serious illness or injury, prevent the completion of a semester and the deadline to withdraw from that semester has passed. The medical withdrawal policy covers both physical health and mental health difficulties.

The College complies with the Americans with Disabilities Act (ADA), the Americans with Disabilities Act Amendments Act of 2008 (ADAAA), Section 504 of the Rehabilitation Act of 1973, and applicable similar state and federal laws.
Pr-439.4.1 Only illness or injury of the student, of extended duration, is normally considered for a medical withdrawal. Consideration will be given only when an illness or injury makes it impossible to complete a term.
Pr-439.4.2 Students should submit a letter of explanation along with supporting documentation to the Director of Enrollment Services for review.
Pr-439.4.3 Students who are receiving state or federal financial assistance may be required to return funds to the source of the award. A withdrawal may also have implications for future eligibility for financial assistance. Students requesting to defer loan obligations due to a leave of absence must have requested and been granted a Voluntary Medical Withdrawal.
Pr-493.4.4 Students must follow the Appeals process for requests made after a term has ended.

Content Owner: Student Services
Issued: 08/1993
Revised: 06/2001, 07/2014, 07/2015, 11/2015, 11/2018 (clerical), 3/2024

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