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Medical Withdrawals

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Withdrawals

It is important to note the potential impact that a withdrawal may have on a student such as, but not limited to:  financial aid, housing, health insurance, meal plan, veteran benefits, visa status, campus services, athletic status and/or academic implications. Be sure to meet with the appropriate campus representatives to review your situation.

Types of Withdrawal:

Term Withdrawal (Processed by the Registrar's Office)
Extenuating Circumstances Withdrawal (Processed by the Dean of Students Office)
Retroactive Withdrawal (Processed by the Student Academic Appellate Committee)

Term Withdrawal

The following information is for undergraduate students only.  Information regarding term withdrawal for Graduate Students is available here .


Students desiring to withdraw from an academic term should meet with an academic advisor to review consequences and policies.  

  • The student must then submit an official term withdrawal form
  • After the student has obtained the signatures of various officials designated on the form, the student must submit the form to the Office of the Registrar for final approval by email. The Office of the Registrar will accept scanned forms sent from the student's ECU email. 
Withdrawal Requests Made Within 60% of the Academic Term: A student may withdraw from the university without receiving grades for courses in which he/she is enrolled.
Withdrawal Requests Made Beyond 60% of the Academic Term: A student withdrawing shall receive no credit for courses in which he/she is passing at the time of withdrawal.  However, a student will receive a grade of F for all courses in which he/she is failing at the time of withdrawal.   

 

Extenuating Circumstances Withdrawal

Students can apply for an Extenuating Circumstance Withdrawal after the course adjustment period has passed.  Extenuating Circumstance Withdrawals are reviewed by a committee and are granted only for unforeseen and uncontrollable events and are over and above the course of everyday experience.  Official documentation must be submitted and provide evidence that the extenuating circumstances were unforeseeable and unavoidable and caused a serious disruption in academic functioning.  Applications must be submitted before 5:00 pm on the last day of regularly scheduled classes to be considered by the committee.  Incomplete applications or insufficient documentation will not be reviewed.  Students seeking to withdraw after the last day of classes, or whose application is denied by the Extenuating Circumstances Withdrawal Committee may appeal to the Student Academic Appellate Committee (SAAC)  .  Please refer to the Extenuating Circumstances Meeting Schedule  for a list of deadlines and meetings. 
Examples of Extenuating Circumstances and Required Documentation Include: 
  • Medical Emergency: Certification by an appropriate medical professional of a serious disruption in academic functioning for medical reasons. A letter of explanation and guidance for your service provider is available here.
  • Psychological: Certification by a licensed mental health professional of inability to continue for psychiatric/psychological reasons. A letter of explanation and guidance for your service provider is available here.
  • Unforeseen Personal Hardship: Verification that a documented unforeseeable circumstance of any kind resulted in it being unreasonable for the student to continue. Examples include: police report, court/legal documentation, and/or an insurance claim confirming the destruction of primary residency due to fire, obituary, etc.
  • Military Service Obligation: Verification that the student has been called to active duty or training in the United States Armed Forces, including service in the National Guard or Reserve.

Requests for an Extenuating Circumstance Withdrawal will NOT be considered if the withdrawal is based on:

  • Poor Performance
  •  Missed Deadlines
  • Change of Major
  • Academic Status
  • Employment Conflict

Steps for Applying for Extenuating Circumstance Withdrawal 

• Consult with your advisor before initiating a withdrawal to discuss the academic implications of the intended withdrawal.

• Organize the details of your case. It’s often helpful to write a statement detailing the grounds for your request to withdraw (for example, what occurred, when it occurred, how it affected you, and what you have done or plan to do about it).

• Organize your documentation to verify the facts of your request. It is the student’s responsibility to notify providers of the expectation(s) for documentation as well as the application deadline.  Applications must be submitted before 5:00 pm on the last day of classes to be considered by the Extenuating Circumstances Withdrawal Committee.  Incomplete applications or insufficient documentation will not be reviewed.   

 

To apply for an Extenuating Circumstances Withdrawal, please click here to submit an application.

What happens after the committee has reviewed a student request

A decision letter will be sent to the student via their ECU email address within one week following the committee meeting .
• Approved:  the student will be withdrawn without grades and the letter W will reflect on their official transcript for that academic term.  A hold tag is placed on the student’s account which prevents registration for classes.  If the student is already registered for classes then classes may be dropped.  A student must submit a Petition to Return  with supporting documentation to remove the hold from their account.  Note, students who previously enrolled at ECU and discontinued their enrollment for any reason and any length of time must apply for readmission. Refer to the Office of Undergraduate Admissions regarding the readmit process.
• Denied:  If a student’s request is denied, their current grades will remain in place.  Students are given the opportunity to appeal this decision through Student Academic Appellate Committee (SAAC).  The decision of the Student Academic Appellate Committee is final.

Extenuating Circumstances Withdrawal Committee Meeting Schedule 2018-2019 Academic Year
 Date of MeetingLast Day to Submit All Paperwork 
 September 6th, 2018August 31st, 2018 
October 4th, 2018 September 28th, 2018 
November 1st, 2018 October 26th, 2018 
November 15th, 2018 November 9th, 2018 
December 4th, 2018 December 3rd, 2018 ** 
January 4th, 2019 January 2nd, 2019 
February 7th, 2018 February 1st, 2019 
March 7th, 2019 March 1st, 2019 
April 4th, 2019 March 29th, 2019 
April 24th, 2019 April 23rd, 2019 ** 
**Applications must be submitted before 5:00 pm on the last day of classes to be considered by the Extenuating Circumstances Withdrawal Committee. Incomplete applications or insufficient documentation will not be reviewed.

Retroactive Withdrawals


Students may appeal to the Student Academic Appellate Committee (SAAC) for a retroactive term withdrawal (previous semesters) or for a term withdrawal without grades (current semester). The basis of such an appeal must be issues or events of an extreme nature that were unforeseen and uncontrollable by the student and that occurred after the first 60% of the semester. For additional information, please refer Student Academic Appeals located here
** Note: If approved for a retroactive term withdrawal, these courses will count towards a possible tuition surcharge 




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