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UPPS 07.08.02 - Voluntary Withdrawal of Students from the University

Voluntary Withdrawal of Students from the University

UPPS No. 07.08.02
Issue No. 9
Effective Date: 11/16/2018
Next Review Date: 11/01/2020 (E2Y)
Sr. Reviewer: University Registrar

  1. POLICY STATEMENT

    1. This policy documents the definition of withdrawal and the procedures applicable to the process for voluntary withdrawals by students.
  2. DEFINITION

    1. Withdrawal – the process of dropping all courses in which a student is enrolled and going to zero hours for the current semester. Voluntary withdrawal is a process initiated by the student and not resulting from an administrative action.
  3. PROCEDURES FOR WITHDRAWAL

    1. Students may withdraw via the university online withdrawal request system by submitting their official withdrawal request electronically. A student who wishes to withdraw by visiting the Office of the University Registrar, located on the first floor of the J.C. Kellam Administration Building, will be directed to the lobby computers to use the online withdrawal request system.

      A student enrolled in a combination of first-half courses and full-semester courses will follow the drop procedure if the request to drop the full-semester courses is after the drop deadline for the first-half courses.

    2. A student may check his or her class schedule via Student Self-Service to verify that the withdrawal has been processed.

    3. The appropriate offices, including ID Services, IT Assistance Center (ITAC), Collections, Student Health Center, Financial Aid and Scholarships, Department of Housing and Residential Life, the Library, Veterans Affairs, and the Athletics Department, will be notified by email that the student has withdrawn.

    4. The withdrawal date is the date that the student indicates an intent to withdraw. That date will be captured when the student logs into the university online withdrawal request system and selects a term.

  4. REFUND PROCEDURES

    1. The university will issue refunds to withdrawing students according to the refund schedule available on the Student Business Services website.

      Students who currently reside in university housing must contact the Department of Housing and Residential Life to arrange for a contract cancellation due to withdrawal from the university. Refunds for canceled housing contracts may be credited, depending upon the reason for withdrawal, only for a prorated portion of the academic year costs.

    2. The Office of the University Registrar may make exceptions to the refund schedule under extenuating circumstances. Upon receipt of documentation from the student (such as a doctor’s statement in the case of illness), the Office of the University Registrar may request a full or partial refund, depending upon the circumstances of the case. If the Office of the University Registrar determines that there is no justification for a refund, the student may appeal to the Tuition Appeals Committee, whose decision on the appeal is final (see UPPS No. 02.01.12, Tuition and Fees Refund Appeal Policy).

  5. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      University Registrar November 1 E2Y
      Director, Financial Aid and Scholarships November 1 E2Y
  6. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    University Registrar; senior reviewer of this UPPS

    Associate Vice President for Enrollment Management and Marketing

    Provost and Vice President for Academic Affairs

    President