Students who miss withdrawal date can find hope

“Should I stay or should I go?”

It’s not only the lyrics to an old punk song, but it’s also a tough question that many students feel compelled to ask themselves sometime each semester: Do I or do I not withdraw from a class?

Each semester, VCU offers an add-drop period during the first week of classes to allow students to drop a class and add another one if they wish.

“Changes during the first week won’t be reflected on a student’s academic record,” said Jon Steingass, associate dean for undergraduate academic enrollment, “because it’s all behind the scenes.”

Students wishing to leave a course after that add-drop period, however, will have a grade of “W” on their transcripts. Through the fourth week of classes, they receive tuition refunds or tuition credits for any dropped credit hours.

But what happens if students don’t drop a class before the university’s 10-week official withdrawal date, which this semester occurred on Nov. 4?

Reuban Rodriguez, associate vice provost and dean of student affairs, said students do not have to provide any reason if they want to withdraw within the first 10 weeks of the semester.

“We encourage students to get to know their academic adviser. That holds true throughout their entire degree-seeking status here. The adviser is a student’s first line of information.”

Students typically cannot earn an official “W” after the semester’s final withdrawal date unless they have extenuating circumstances that warrant proper documentation, Steingass said.

For instance, if a departure is medically necessary, a student can present proper documentation from a physician and request a medical withdrawal. The request, however, must be for a student’s entire course load.

“It’s all or nothing,” Steingass said.

Students who have valid reasons to seek a withdrawal from a class after the final withdrawal date can appeal to university’s Academic Regulations Appeals Committee. In doing this, the request must be for a retroactive withdrawal, not a grade change.

Darcy Mays, associate professor of statistical sciences who chairs the appeals committee, said such action first requires contacting a school’s or department’s appeals committee representative through the appropriate dean’s office before filing a formal petition along with supporting documentation with the appeals committee.

The committee typically solicits feedback from teachers and advisers about the student’s performance.

“It’s not for ‘I didn’t like the instructor’ or ‘I forgot the withdrawal date,’ ” Mays said, clarifying that past retroactive withdrawals were initiated because of medical situations, fires or other catastrophes as well as the student having a once-in-a-lifetime opportunity.

“If an ‘A-B’ student has an offer of a dream job, and that’s what they’re in school for. It’s (the request) almost certainly approved.”

For example, a senior in the theater arts program may receive an offer to perform in a Broadway production in early December. That student’s retroactive withdrawal request could gain committee approval. Still, unless the student returns to complete the required courses, the student will not graduate.

The 17-member appeals committee consists of representatives from all undergraduate schools, which include the College of Humanities and Sciences, the registrar’s office, four faculty-at-large and the offices of Disability Support Services, continuing special students and persons representing summer studies.

“If a request is denied, and if a student has further supporting documentation, the appeal can be reheard by the committee,” he said. “But it can’t be appealed to anyone else in the university.”

Moreover, students can file retroactive withdrawal requests up to three years after a semester ends, but beyond that time, Mays said, the appeals committee cannot ask for feedback from faculty.

Mays said students have a better chance at their request being approved if they act within the same semester they’re asking for the exception to university policies. This semester’s students, for example, would want to file appeals before the end of final exams.

Furthermore, Mays said the appeals committee exists to help students in negative circumstances by giving them a process for eliminating that negative situation.

Nonetheless, Steingass emphasized that students first should try to help themselves through other means when they are thinking of withdrawing from a class.

“A withdrawal should be a student’s last resort,” Steingass said, explaining that resources such as the Campus Learning Center, tutoring, and both peer and academic advisers exist for those struggling academically.