Withdrawal Information

Withdrawing from Current Term

While dropping a course or courses means that you will remain enrolled in at least one course during that term, withdrawing is the process of dis-enrolling from all of your classes within a term. See the Registrar's Office if you are only interested in dropping a course.

Please be advised, if you are enrolled in only one class and elect to dis-enroll from it, you MUST initiate a formal withdrawal from the term. To initiate a withdrawal from the current term, complete the Online Withdrawal Form. All students withdrawing from the current term are encouraged to use the online system to withdraw. If you are unable to access the online form, please contact the Office of Student Life on your primary campus for assistance.  

A student who withdraws on or up to the 12th class day or the 4th day of summer school will have no record of coursework on the transcript. A student who withdraws after the 12th class day or 4th day of summer school and before the last day to drop without penalty will receive a grade of "W". After the last date to withdraw without penalty, the grade of "WF" is assigned, unless the student withdraws for medical reasons and a "W" is recommended by the instructor.

Late Drops and Withdrawals Due to Extraordinary Circumstances

A student may petition for a late drop or withdrawal when incapacitating circumstances, such as serious illness, injury or extenuating life circumstances, prevent the student continuing classes or from seeking academic withdrawal the usual way during a term.  These petitions cover serious health conditions, physical or mental, as well as significant extenuating life circumstances, such as the serious illness or death of a family member. If approved, the Registrar will assign grades of “W” to the indicated semester or courses. (Before seeking late drop or withdrawal, students are encouraged to explore other options such as incomplete grades).

Purpose

The primary purpose of these petitions is to offer students a pathway to withdraw from a term without academic penalty, beyond the official academic penalty date that is outlined in the academic calendar, due to incapacitating circumstances which can be sufficiently documented.  This policy is not intended to be used as a mechanism to avoid failing grades or the removal from an academic program due to unsatisfactory performance.

Financial and Academic Implications

Withdrawals and drops approved through this process will be effective the date they are submitted and will not be backdated to an earlier time in the term. Any refund of tuition and fees will be in accordance with the Texas Education Code and the university’s refund policy for withdrawal and dropped courses which is outlined in the academic calendar. The student is responsible for the payment of any outstanding charges to the university including but not limited to tuition, fees, housing, parking, and other expenses.  Additionally, it is the responsibility of the student to be aware of and understand the implications of withdrawal/drop on their academic standing in their program (e.g., impact on student employment), their financial aid and their university bill.

Medical Withdrawal/Drop Petitions

When a serious health condition or injury impedes a student’s ability to function academically, students may submit a petition for medical withdrawal to Office of Student Life (studentlife1@twu.edu) which should include:

  • a brief narrative about the circumstances resulting in the request including how the condition impedes academic functioning in the term; if the request is limited to some but not all courses in the term (e.g., a medical drop request), how the condition differentially impedes the students functioning in this course(s) but not others.
  • supporting documentation from a treating health care provider(s) on official letterhead which should include the dates of onset and date of most recent treatment of the condition; the general nature of it and how/why it prevents the completion of course work; if the request is limited to some but not all courses in the term (e.g., a medical drop request), how the condition differentially impedes the students functioning in a particular course(s) but not others.
  • a signed withdrawal or drop form for the semester/courses from which the student is seeking to dis-enroll

Petitions for Withdrawal for Extraordinary Extenuating Circumstances

Students may request and be considered for withdrawal when extraordinary personal reasons, not related to the student’s personal health, prevent them from completing the term.  Such circumstances may include the need to provide care to a seriously ill or injured family member or the death of an immediate family member. Petitions should be submitted to the Office of Student Life (studentlife1@twu.edu) and should include:

  • a brief narrative describing the nature of the extenuating circumstance and how/why it is impedes academic functioning in the term or courses; if the request is limited to some but not all courses in the term (e.g., a late drop request), how the condition differentially impedes the students functioning in this course(s) but not others.
  • supporting documentation which verifies the circumstance and the impact on the student. In the instance that it is related to the need to care for an immediate family member, this would include official medical documentation from a treating health care provider outlining the nature of the health condition/injury, the date of onset and most recent treatment, and the need for a level of care by the student that would preclude their continued enrollment.
  • a signed withdrawal or drop form for the semester/courses from which the student is seeking to dis-enroll

Petitions for medical withdrawal/drop and extraordinary extenuating circumstances are due to Office of Student Life no later than 5 pm on the last day of class of the current semester. Petitions not received by this deadline will not be considered.

Retroactive Withdrawal Petition

Students are expected to withdraw during the semester in which they are enrolled and experiencing difficulty. When the semester is over the record on that semester is closed. However, a student may petition for a retroactive withdrawal when they have experienced an incapacitating health condition, injury or extraordinary extenuating circumstance that would have reasonably prevented them from withdrawing during the term in which they were enrolled. Retroactive course drops will not be considered.  Petitions should be submitted to the Office of Student Life (studentlife1@twu.edu) no later than 5 pm on the last day of class two semesters beyond the term from which they are seeking to withdraw (summer is counted as one term) and should include:

  • Brief narrative describing the incapacitating circumstance that prevented the student from withdrawing during the semester from which they are seeking to withdraw.
  • Supporting documentation on the official letterhead of a health care provider or other credentialed professional verifying the circumstance, it’s incapacitating nature and the date it began.
  • Signed withdrawal form for the semester from which the student is seeking to dis-enroll

Review Process:  Students should submit complete petition information as they will be reviewed once by the Associate Vice President for Student Enrichment Health and Support, in consultation with the Directors of Student Health Services and Counseling and Psychological Services as needed. Students may submit one appeal of that decision which will be reviewed by the Vice President for Student Life.

Before finalizing any plan to drop or withdraw from classes

  • Students are strongly encouraged to consult with their academic advisor.
  • Financial aid recipients should contact the Financial Aid Office to determine how the change will affect their current aid and eligibility for future aid. For example, a student may be required to repay part or all of the financial aid funds received during the semester.
  • International students should contact the Office of International Education so that the office can explain how the process may affect immigration status.
  • You are advised to contact the Bursar's Office if you owe fees or loans to the University.
  • If you live on campus, you are advised to contact University Housing and Residence Life to make arrangements for vacating your room
  • If you have questions about the withdrawal process, please contact the Office of Student Life.

Withdrawal Refund Policy

Students who withdraw from the University receive a refund of a percentage of their tuition as defined by Texas Education Code 54.5006 for any term enrolled. The percentage varies according to the student’s effective withdrawal date. Refund policies are established by, and are subject to change by, the Legislature of the State of Texas and are applicable to complete withdrawals.

The chart below outlines the refund schedule of applicable tuition and fees when a student withdraws from the term (dis-enrolling from all courses such that they will have 0 credit hours). Students who are dropping courses (dis-enrolling from one or more but not all not all courses) should refer to the Academic Calendar for the term for information about the last date to drop and receive a refund for the amount of the course.  See the Texas Education Code 54.5006 for the complete withdrawal refund schedule for all terms.

Official Withdrawal DatePercentage Refund
Prior to the first class day 100%
During the first five class days 80%
During the second five class days 70%
During the third five class days 50%
During the fourth five class days 25%
After the fourth five class days none


A student who elects to pay their tuition on the installment plan and then withdraws from the University may still owe a portion of the tuition and fees. Likewise, a student who defers their tuition to financial aid and withdraws before the aid disburses may be responsible for a portion of the tuition.  A hold will be placed on the student's record until all financial obligations are met.

A student who withdraws as a result of being called to active military service may choose to receive a tuition refund  as defined by TWU policy.

A student who withdraws after receiving a financial aid refund may be required to return all or a portion of the refund to the university as a result of federal and state regulations with regards to financial aid awards. Students receiving financial aid should contact the Office of Financial Aid prior to withdrawing or dropping courses to see if aid will be adjusted.

 

Page last updated 8:22 AM, January 23, 2020