Voluntary Withdrawal of Students UPPS No. 07.08.02
from the University Issue No. 4
Effective Date: 08/14/2008
Review: November 1 E2Y

01. POLICY STATEMENTS

01.01 This UPPS documents the policies and procedures related to the withdrawal process. These policies apply only to voluntary withdrawals by students.

01.02 UPPS No. 07.09.02, Withdrawing and Readmitting Students with Psychological Problems, documents policies and procedures regarding withdrawals for medical reasons related to psychological problems.

02. DEFINITION

02.01 Withdrawal is the process of dropping all courses in which a student is enrolled for the current semester.

Students 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.

03. PROCEDURE FOR WITHDRAWAL BY OFFICE VISIT

03.01 A student may withdraw by visiting the Registrar's Office, located on the first floor of the J.C. Kellam Administration Building.

03.02 The student must complete a triplicate Official Withdrawal Form which is used to document the transaction. One part is given to the student, one for Financial Aid and Scholarships, and the other remains on file in the Registrar's Office.

03.03 Until the sixty percent point of the semester, the Registrar's Office will refer a withdrawing financial aid recipient to Financial Aid and Scholarships who will explain the Title IV refund regulations to the student and will determine the effective date of his or her withdrawal. The Registrar's Office will process the withdrawal upon approval by Financial Aid and Scholarships personnel.

04. PROCEDURE FOR WITHDRAWAL BY LETTER/FAX

04.01 The Registrar's Office will withdraw a student upon receipt of a signed letter, Official Withdrawal Form, or fax from the student expressing a desire to withdraw. Students may use the Official Withdrawal Form located at: http://www.registrar.txstate.edu/registration/withdraw-from-classes.html.

All written withdrawal requests, must have the student’s signature.

The Registrar's Office will use the date the letter is received or the fax's date to determine the effective date of the withdrawal.

Students may check their class schedule via the Web, to verify their withdrawal has been processed.

04.02 Before withdrawing a financial aid recipient, the Registrar's Office will send a copy of the withdrawal request to Financial Aid and Scholarships who will contact the student to explain Title IV refund regulations. The Financial Aid and Scholarships will require the student to sign a promissory note before it approves the withdrawal. The withdrawal is effective when approved by Financial Aid and Scholarships.

04.03 The appropriate offices, including ID Services, Telephone Services, Loan Collections, Student Health Center, Financial Aid and Scholarships, Residence Life, and the Athletic Department will be notified by e-mail that the student has withdrawn. Withdrawal slips are mailed to academic departments via campus mail the next business day after withdrawal is processed, for all withdrawals after the automatic “W” period.

05. PROCEDURE FOR WITHDRAWAL BY CATSWEB

05.01 Students cannot withdraw through CatsWeb. If they try to withdraw via the Web they will receive the following message:

“Can’t PROCESS registration changes. Dropping all of your classes is considered withdrawing. You must click for INSTRUCTIONS and follow the directions under withdrawal. (111.1)”

06. REFUNDS

06.01 The University will issue refunds to withdrawing students according to the refund schedule available on the web at: http://www.sbs.txstate.edu/students/refunds.html

06.02 The 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) and following consultation with Financial Aid and Scholarships, the Registrar may request a full or partial refund, depending upon the circumstances of the case. The student’s records will reflect the actual date of withdrawal or the withdrawal date (supported by documentation) determined by the Registrar's Office.

06.03 Refunds for financial aid recipients subject to federal regulations may not be returned of the student.

07. REVIEWERS OF THIS UPPS

07.01 Reviewers of this UPPS include the following:

Position Date

Registrar November 1 E2Y

Director, Financial Aid and November 1 E2Y

Scholarships

08. 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.

Registrar; senior reviewer of this UPPS

Associate Vice President for Enrollment Management and Marketing

Provost and Vice President for Academic Affairs

President