Academic Hardship Withdrawal

Return To: 2016-2017 Student Handbook 

Academic Hardship Withdrawal may be granted to a student who experiences non-academic emergencies which interfere or prevent the completion of coursework and cannot be resolved through traditional withdrawal methods. Typically, hardships (non-academic emergencies) tend to fall into one of three categories: medical, personal and financial. Hardship withdrawals are not granted unless there is a compelling reason for such requests.

The Academic Hardship Withdrawal process is not the appropriate venue to resolve or petition coursework or financial matters (e.g., grades, refunds). Such concerns must be addressed to the respective department. In addition, the Hardship Withdrawal process is not an alternative means to drop classes after the published drop date to remove unwanted grades or preclude resulting academic/financial aid actions (warning, probation, exclusion, etc.)

The following conditions apply to Academic Hardship Withdrawal:

1. Students are not eligible for Hardship Withdrawals in any course in which they have completed the course requirements (e.g., taking the final exam or submitting the final project).
2. Students must apply no more than four weeks into the following semester, including the summer semester. This applies whether or not the student is enrolled in the next semester.
3. A Hardship Withdrawal applies to one semester only. Subsequent applications will not be considered.

To apply for an Academic Hardship Withdrawal, the student must submit the following to the Dean of Student Development’s office:

1. A completed Hardship Withdrawal application (obtained in Student Services or on the OTC website).
2. A written personal statement of hardship. The written personal statement of hardship should explain to the Academic Review Committee how and/or why the non-academic emergency impacted studies. It is essential that the student gives accurate details about the circumstances surrounding the hardship, date(s) of the emergency, and an account of how the situation specifically prevented the completion of coursework.
3. Required supporting documentation:
   1. Medical (e.g., physical or psychological emergencies): Type-written correspondence on office letterhead from a physician, psychologist, psychiatrist, or any licensed healthcare professional should be submitted as part of the documentation. The letter should include the dates the student was under the doctor’s care, a statement of how the illness/condition interfered with the completion of coursework, and the name-title-phone number of the office representative who can verify the authenticity of the letter. Notes on prescription pads, appointment slips and/or medical consultation forms are not acceptable in lieu of a doctor’s letter.
   2. Personal (e.g., death in the family, family crisis, etc.): All family emergencies require official and/or notarized forms, documents, or correspondence from a state agency, governmental entity, or reputable business. For example, death of a close family relative requires a death certificate and/or obituary with the name/date of the publication.
   3. Financial (e.g., loss of sole-supporting job, head of household challenges, mandatory job changes): Financial emergencies require the student’s employer or supervisor to document the mandatory change(s), the date of the change(s), and the organizational representative who can verify the circumstances of the job change(s), preferably a human resource professional.

The Dean of Student Development will present all submitted paperwork to the Academic Review Committee. The committee will review the application and submitted paperwork and notify the student in writing of its decision within 30 days after the committee meets.