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Saint Xavier University Chicago Campus Residence Halls
Home › Academic Catalogs › 2024-2025 Academic Catalog › 2024-2025 Graduate Catalog › Academic Policies and Procedures › Drop-Add/Withdrawal Policies

Drop-Add/Withdrawal Policies

  1. A student who wishes to add or drop a class must do so either in the Office of Records and Registration (A-203) or online through Self-Service. Students are directed to retain a copy of all online (Self-Service) transactions for their records. A student may withdraw from a course without academic penalty until the 3/4 point of the semester or term (dates to be determined and published on Self-Service each semester by the Office of Records and Registration). It is the student's responsibility to take all action necessary to withdraw from a class. A grade of W will appear on the record for any withdrawal from a class after the institutional refund date.

    The University does not refund tuition for students who have failed to drop courses during the prescribed time period. Students who seek a tuition refund must submit a written request and meet with the Executive Director of Records and Registration Services. Students requesting a refund must be current with financial obligations to the University at the close of the term prior to the refund request. A University committee will review the circumstances surrounding the request and notify the student, in writing, of the result. All decisions are final. For students using U.S. Department of Veterans Affairs educational benefits, if your withdrawal results in an overpayment, you will need to work with the Office of Student Accounts/Office of Financial Aid to pay any outstanding balance for tuition and fees.
  2. After the first week of a section, a student must have the instructor's signature to add a class. The last day a student may register for any course that has already begun will coincide with the last day to drop a course and receive a full refund.
  3. Resident students must formally withdraw from housing when leaving permanently either in the Office of Residence Life or by completing the Housing Withdrawal Form on Self-Service.

Medical Withdrawal

Policy

A student may request a Medical Withdrawal in extraordinary cases in which a serious and unexpected condition (i.e., illness or injury) prevents them from continuing their classes and functioning as a student, and for which the regular university withdrawal process is not appropriate. This policy considers both physical and mental-health difficulties.

The illness or injury must have prevented the student from meeting the academic and social demands of their course(s) in the current or most recently-concluded academic term, for more than two weeks. The injury or illness must have begun or unexpectedly worsened during this particular academic term.

Examples:

  • Severe injury or illness, with prolonged recovery, and/or ongoing, close medical monitoring;
  • Severe complications of a chronic medical condition;
  • New diagnosis of a life-threatening condition; or
  • Non-elective surgery with prolonged recovery.

A Medical Withdrawal may allow a student to receive a potential grade-change(s) from a posted grade to a "W" for courses interrupted by an unexpected illness/injury, and/or financial reimbursement (as applicable). All requests for withdrawal require thorough and credible documentation.

A committee of staff who provide direct service to students will determine the appropriateness of the Medical Withdrawal request, and whether an administrative hold on the student's account is indicated. Members of this committee will include representatives from Academic Affairs (to include the student's program, department, or School/College), the Office of Student Accounts, the Center for Accessibility Resources, the Center for SUCCESS, the Dean of Students office, Financial Aid, and Records and Registration. Requests are reviewed on an as-needed basis.

Medical Withdrawal shall be granted for a minimum of one (1) semester and may be granted only after review and approval of the Medical Withdrawal Committee. Due to the nature of a medical situation, consideration is for a complete withdrawal from all courses in the current or most recently-concluded term.

The student's health and their ability to resume academic responsibilities are central to determine whether the student may return from a Medical Withdrawal. A student is encouraged to take the needed time off before returning to coursework, as a second Medical Withdrawal will not be granted within any 12-month period.

Current, up-to-date medical documentation must accompany requests to return from a Medical Withdrawal. A student is expected to actively engage in taking the necessary steps to seek treatment, consistent with the health condition. In such cases, the follow-through and compliance with treatment recommendations may be considered.

Removal of an administrative hold on a student's account must be authorized by a committee designee before the student can register for a future academic term or be readmitted to the university.

If a Medical Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, Center for Accessibility Resources, Center for SUCCESS, Office of Financial Aid, Office Records and Registration, etc.). University support services (counseling, etc.) may still be available to the student during their time away, as appropriate, and as approved by the Dean of Students.

Submitting this request does not guarantee a favorable outcome. A student who requests a Medical Withdrawal will receive notification if their request is denied. They should consult with their academic advisor, financial aid counselor, and/or the Office of Student Accounts to determine other options.

Procedure (to request a Medical Withdrawal):

A student should complete a Medical Withdrawal Request Form, and include the following information/documentation:

  1. Student's name and contact information;
  2. The student's personal statement, which explains in their own words, why/how they are unable to complete the course(s). The committee will have no background information to consider, so the student should fully explain the situation thoroughly.
  3. Sufficient supporting documentation that provides evidence for the need to withdraw. All requests require some form of corroborating documentation, and in some cases, more than one type of documentation may be required. Documentation should include a letter from the attending health-care provider, typed on the health-care provider's letterhead/stationery, which specifies the following:
    1. date of onset of illness;
    2. the starting/ending dates during which the student is/was under professional care;
    3. the general nature of the student's medical condition;
    4. the last date the student was able to attend class(es);
    5. why/how it prevented the student from completing coursework; and
    6. the date of the student's anticipated return to class(es).
  4. The course(s) title(s) from which the student will withdraw. Due to the nature of a medical situation, consideration is for a complete withdrawal from all courses in the current or most recently-concluded term.

All requests for a Medical Withdrawal for the current term must be submitted online no later than noon on the Wednesday of the last week of classes before Final Exam week. Requests received after this deadline will not be considered.

If a Medical Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, Office of Student Accounts, Center for Accessibility Resources, Center for SUCCESS, Office of Financial Aid, Office of Records and Registration, etc.).

Submitting this request does not guarantee a favorable outcome. A student who requests a Medical Withdrawal will receive notification if their request is denied. They should consult with their academic advisor and financial aid counselor to determine other options.

Compassionate Withdrawal

Policy

A student may request a Compassionate Withdrawal in extraordinary cases in which a serious and significant personal situation prevents them from continuing their classes and functioning as a student, and for which the regular university withdrawal process is not appropriate.

An extraordinary personal situation, not related to the student's own personal physical or mental health, must have prevented the student from meeting the academic and social demands of their course(s) in the current or most recently-concluded academic term, for more than two weeks. The situation must have begun or unexpectedly continued during this particular academic term.

Examples:

  • Care of a seriously-ill child or spouse;
  • Becoming the primary care-giver for another family member with a serious health condition;
  • Death in the student's immediate family;
  • Being a victim of a serious crime (assault, domestic violence, etc.); or
  • Natural disaster, including house fire.

A Compassionate Withdrawal may allow a student to receive a potential grade-change(s) from a posted grade to a "W" for courses interrupted by an unexpected situation, and/or financial reimbursement (as applicable). All requests for withdrawal require thorough and credible documentation which is appropriate to the circumstances.

A committee of staff who provide direct service to students will determine the appropriateness of the Compassionate Withdrawal request, and whether an administrative hold on the student's account is indicated. Members of this committee will include representatives from Academic Affairs (to include the student's program, department, or School/College), the Office of Student Accounts, the Center for Accessibility Resources, the Center for SUCCESS, the Dean of Students office, Office of Financial Aid, and Office of Records and Registration. Requests are reviewed on an as-needed basis.

Compassionate Withdrawal shall be granted for a minimum of one (1) semester and may be granted only after review and approval of the Compassionate Withdrawal Committee. Usually, consideration is for a complete withdrawal from all courses. Application for less-than-complete withdrawal (i.e., for only certain courses of a student's entire course load during one academic term) must be especially well-documented to justify the selective nature of a Compassionate Withdrawal request for only certain course(s).

The student's ability to resume academic responsibilities are central to determine whether the student may return from a Compassionate Withdrawal. A student is encouraged to take the needed time off before returning to coursework, as a second Compassionate Withdrawal will not be granted within any 12-month period.

Current, up-to-date documentation must accompany requests to return from a Compassionate Withdrawal. Because of the nature and individual circumstances of a Compassionate Withdrawal Request, its supporting documentation will also vary and must be appropriate to the situation. For example, a Compassionate Withdrawal Request made to care for a seriously-ill child or other family member may require documentation similar to that needed in support of a Medical Withdrawal Request (physician's letter, etc.). Other required, acceptable documentation may include police reports, obituaries, legal documents, restraining orders, airline ticket receipts, newspaper clippings, etc. This documentation may be required for review upon a student's application to return to class(es).

Removal of an administrative hold on a student's account must be authorized by a committee designee before the student can register for a future academic term or be readmitted to the university.

If a Compassionate Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, Center for Accessibility Resources, Center for Career Development, Office of Financial Aid, Office of Records and Registration, etc.). University support services (counseling, etc.) may still be available to the student during their time away, as appropriate, and as approved by the Dean of Students.

Submitting this request does not guarantee a favorable outcome. A student who requests a Compassionate Withdrawal will receive notification if their request is denied. They should consult with their academic advisor, financial aid counselor, and/or the Office of Student Accounts to determine other options.

Procedure (to request a Compassionate Withdrawal):

A student should complete a Compassionate Withdrawal Request Form, and include the following information and documentation:

  1. Student's name and contact information;
  2. The student's personal statement, which explains in their own words, why/how they are unable to complete the course(s). The committee will have no background information to consider, so the student should fully explain the situation thoroughly.
  3. Sufficient supporting documentation that provides evidence for the need to withdraw. All requests require some form of corroborating documentation, and in some cases, more than one type of documentation may be required. Documentation should include a detailed explanation of the circumstances that require the student to withdraw from courses. This may include documentation similar to that needed in support of a Medical Withdrawal Request (physician's letter, etc.), or police reports, obituaries, legal documents, restraining orders, airline ticket receipts, newspaper clippings, etc. Documentation should specify the following:
    1. the general nature of the student's circumstances;
    2. the last date the student was able to attend class(es);
    3. why/how it prevented the student from completing coursework; and
    4. the date of the student's anticipated return to class(es).
  4. The course(s) title(s) from which the student will withdraw. Usually, consideration is for a complete withdrawal from all courses. Application for less-than-complete withdrawal (i.e., for only certain courses of a student's entire course load during one academic term) must be especially well-documented to justify the selective nature of a Compassionate Withdrawal request for only certain course(s).

All requests for a Compassionate Withdrawal for the current term must be submitted online no later than noon on the Wednesday of the last week of classes before Final Exam week. Requests received after this deadline will not be considered.

If a Compassionate Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, Office of Student Accounts, Center for Accessibility Resources, Center for Career Development, Office of Financial Aid, Office of Records and Registration, etc.).

Submitting this request does not guarantee a favorable outcome. A student who requests a Compassionate Withdrawal will receive notification if their request is denied. They should consult with their academic advisor and financial aid counselor to determine other options.

Policy approved 3/1/2022. Forms updated 11/16/2022.