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Extenuating Circumstances Withdrawal common Questions and Answers:

Q: What is an extenuating circumstances withdrawal?

A:  An extenuating circumstances withdrawal is for students who are unable to complete their coursework for the current term due to a circumstance that may include, but not be limited to:
• Death of an Immediate Family Member
• Medical Emergency for Self or Dependent
• An example of a dependent is a child, spouse, parent, etc.
• Unforeseen Life Altering Events
• Guard/Reserve Duty

Q: What is the average time that it takes to process an extenuating circumstances withdrawal?

A:  An Extenuating Circumstances application must be completed by the student and submitted with proper documentation to the Dean of Students Office by the deadlines listed below:

The Extenuating Circumstances Committee meets monthly during the academic school year.  For your application to be heard, all documentation must be received by 5:00 PM on the dates listed below. 
NO EXCEPTIONS CAN OR WILL BE MADE
.
Month/MeetingDeadlineMonth/MeetingDeadline
February 2, 2017January 27, 2017April 20, 2017April 13, 2017
March 2, 2017February 24, 2017May 4, 2017April 27, 2017
April 6, 2017March 31, 2017June 1, 2017May 26, 2017


Q: How often does the Extenuating Circumstances Withdrawal Committee meet?

A:  The committee typically meets at the beginning of each month, unless stated otherwise.

Q:  Are students and parents allowed to sit in during the meeting while their case is being reviewed?

A:  The Extenuating Circumstances Withdrawal Committee bases their decision upon the documentation and application submitted by the student prior to the meeting.  Therefore, the student does not attend the meeting.  If there are questions about documentation, the committee may grant additional time for the student to submit additional or clarification, if needed.

Q:  I am seeking a withdrawal based on a medical reason(s). What kind of medical documentation is the Extenuating Circumstances Withdrawal Committing looking for?

A:  Please refer to this form MEDICAL PROVIDER DOCUMENTATION FORM.

Q: Can I pursue individual course withdrawals verses a full-term withdrawal?

A: Yes. Please note though, you will need to provide clarification and supporting documentation as to why you are only pursing a course withdrawal verses a full-term withdrawal.

Q:  Can I change my mind about pursing an Extenuating Circumstances Withdrawal?

A: Yes.  A student has one business day before the scheduled meeting to contact the case manager to pull their case from review by the Extenuating Circumstances Withdrawal Committee.

Q: When does the Dean of Students Office need the application and supporting documentation?

A: An Extenuating Circumstances application must be completed by the student and submitted with the proper documentation to the Dean of Students Office by the deadlines listed below:

The Extenuating Circumstances Committee meets monthly during the academic school year.  For your application to be heard, all documentation must be received by 5:00 PM on the dates listed below. 
NO EXCEPTIONS CAN OR WILL BE MADE.

Month/MeetingDeadlineMonth/MeetingDeadline
February 2, 2017January 27, 2017April 20, 2017April 13, 2017
March 2, 2017February 24, 2017May 4, 2017April 27, 2017
April 6, 2017March 31, 2017June 1, 2017May 26, 2017


Q:  I have submitted an Extenuating Circumstances Withdrawal application, do I need to still attend classes?

A:  Students are encouraged to still attend their classes to the best of their abilities if they are still physically able to.  In the event a student's request is denied, their current grade will remain in place.  Students will need to discuss with their medical providers if they are well enough to continue attending until the student's case is reviewed by the Extenuating Circumstances Withdrawal Committee.

Q:  If I am approved for an Extenuating Circumstances Withdrawal, will my instructors be notified?

A:  Our office does not typically notify faculty directly that you have been approved for an Extenuating Circumstances Withdrawal unless specifically requested by the student or requested by the faculty.  Please note our office will contact the instructors in the beginning of the process for last date of attendance and/or participation.

Q.  I am in a specialized major, such as nursing.  If I am granted an Extenuating Circumstances Withdrawal, will I be guaranteed a spot in my program when I return?

A:  An Extenuating Circumstances Withdrawal from the Dean of Students Office does not guarantee your spot in your program.  It is up to each individual major / program to decide about readmitting students who have been granted an Extenuating Circumstances Withdrawal.  It is highly encouraged that you speak to your academic advisor and/or department regarding a withdrawal and any possible implications it may have.  If you are in graduate school, it is also encouraged that you inquire directly with the Graduate School on how a withdrawal may affect your standing.

Q:  If I am approved for an Extenuating Circumstances Withdrawal who will be notified?

A: Our office notifies the Registrar’s Office who then processes the withdrawal.  They will notify all the appropriate parties such as Financial Aid, Campus Dining and Campus Living of your withdrawal.  It is the student’s responsibility to follow up directly with these offices.  We recommend that students follow-up with each of these offices before the withdrawal application and documentation is submitted.

Q: Why is a withdrawal tag placed on my records?

A: The Dean of Students Office places a tag on a student’s records in order to prevent them from returning to school before sufficient documentation is provided indicating that they are well enough to return.

Q:  How do I have the tag lifted off my records?

A:  You will need to petition to return through the Dean of Students Office.  You will first need to contact the case manager within the Dean of Students Office about your intent to return. You will also need to submit supporting medical documentation from your provider that shows you have been following your treatment plan and that you are cleared to return to school.  This form can be found here

Once the Dean of Students Office is in receipt of that information, it will be presented to the Extenuating Circumstances Withdrawal Committee for review.  If you are approved to return, the tag will be lifted and you will be able to register for classes and/or apply for readmit through the appropriate Admissions Office.

Q: If I am approved for an Extenuating Circumstances Withdrawal, will it show up on my school records?

A: No.  A “W” will show on your transcript, which is no different than if you had completed a self-withdrawal.

Q: I was sick last semester and my academics suffered because of it.  Can I apply for a retro-active Extenuating Circumstances Withdrawal though the Dean of Students Office?

A: No.  You will need to contact the Student Academic Appellate Committee also known as SAAC.  They are located in the Registrar’s Office.  Their office is located at 207 East Fifth Street and their telephone number is (252) 328-6077.

Q: My Extenuating Circumstances Withdrawal case was denied.  Can I appeal this decision?

A: Yes.  If you are an undergraduate student, you may appeal the Extenuating Circumstances Withdrawal Committee's decision to the Student Academic Appellate Committee (SAAC) by contacting Ms. Marianne Cox within the Center for Academic Services Office at either CAS@ecu.edu or at (252) 328-6077.

If you are a graduate student, you have the option to appeal the Extenuating Circumstances Withdrawal Committee's decision through the Graduate School.  Please contact the Graduate School at (252) 328-6012 for further information.

Q: I am confused as to whether I should pursue an Extenuating Circumstances Withdrawal at this time. Can I meet with someone in the Dean of Students Office to discuss this?

A: Absolutely!  Please call our main line at (252) 328-9297 to schedule an appointment with our case manager. We strongly encourage that all students schedule an appointment to meet with the case manager versus walk-ins due to the high volume of cases.

Q:  Can I request an Extenuating Circumstances Withdrawal at any point during the term?

A:  Students are strongly encouraged to self-withdrawal through their academic advisor and the Registrar's Office prior to the 60% mark.  Please refer to the Registrar's Office for additional information about Course and Term Withdrawal by clicking here.

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