Navigating Medical Withdrawal at UCF: Requirements and Considerations

Life doesn't always go as planned, and sometimes, unforeseen circumstances can significantly impact a student's ability to complete their coursework. At the University of Central Florida (UCF), various withdrawal options are available to assist students facing challenges that arise outside the normal academic windows. Among these, medical withdrawal is a specific avenue designed to support students whose academic performance is seriously hindered by medical conditions. This article provides a comprehensive overview of medical withdrawal requirements at UCF, offering guidance on eligibility, the application process, and important considerations.

Understanding Withdrawal Options at UCF

Before delving into medical withdrawals, it's essential to understand the broader context of withdrawal options available to UCF students. Generally, a withdrawal removes a student from a course after the Add/Drop period, with a "W" noted on the transcript instead of a letter grade. This "W" does not impact the GPA. The withdrawal deadline is listed on the academic calendar, and students are advised to use the earliest option available to them and speak to their Graduate Program Director or advisor as soon as an issue arises.

Late Drop and Late Withdrawal

When the regular withdrawal deadline has passed, students may still have options. The Late Withdrawal period falls between the day after the regular withdrawal deadline and the last day of the semester. Late Withdrawals are intended for situations that arise after the withdrawal deadline has passed.

A late drop is considered if a student is unable to complete the semester due to a documented extenuating circumstance, such as the death of an immediate family member, involuntary call to military service, or a documented administrative error by the university. A late drop is usually for all classes taken in the term. If approved, a late drop results in a full refund of tuition fees and the complete removal of the course from the student’s academic record. A late drop petition must be submitted to the Registrar’s Office (MH 161) within six (6) months of the end of the term for which the late drop is sought, as mandated by the Board of Governors policy.

A late withdrawal is considered if a student can’t complete the semester because of a documented extenuating circumstance that occurs after the withdrawal deadline, such as being the primary caregiver of an immediate family member who becomes seriously ill or injured. A late withdrawal is usually for all classes taken in the term. If a late withdrawal is approved, grades of “WP” (Withdrawn Passing) or “WF” (Withdrawn Failing) will be assigned by the instructor(s) of the course(s) according to the student’s academic performance. A grade of “WP” will not affect the calculation of the GPA, whereas a grade of “WF” is calculated as a failing grade in the GPA. If approved, a late withdrawal does not refund tuition, and/or the student is still fee liable for the late withdrawn courses. A late withdrawal petition must be submitted to the Registrar’s Office (MH 161) within one year of the end of the term for which the late withdrawal is sought.

Incomplete Grade

If a student is passing the course and believes they could resume course activities the following semester, they might want to consider discussing an Incomplete Grade with their professor. An Incomplete allows the student to finish the remaining coursework within the next semester, with a timeline arranged with their instructor.

Medical Withdrawal: A Detailed Look

A medical withdrawal is a specific type of withdrawal available to students at UCF who are unable to complete the semester due to a serious medical condition, whether physical or psychological.

Eligibility for Medical Withdrawal

To be eligible for a medical withdrawal, the following conditions generally apply:

Serious Medical Condition: The student must be suffering from a serious medical condition (physical or psychological) that prevents the successful completion of the semester. Only illness or injuries, as it relates to the student, are considered for a medical withdrawal.
Timing of the Condition: The medical condition should have arisen during the given semester from which withdrawal is sought. If the student was aware of the medical condition prior to the beginning of the semester, they must provide medical documentation demonstrating that there was a change in the condition during the semester that resulted in their inability to meet course requirements.
Impact on Course Completion: Consideration will be given only when the medical condition precludes completion of course(s).
Full vs. Selective Withdrawal: A medical withdrawal requires withdrawal from all classes (“full medical withdrawal”) for that semester except in unusual circumstances where the medical documentation indicates that only select courses are impacted by the medical condition (“selective medical withdrawal.”). There must be a specific, well documented reason that a medical condition only impacted some but not all classes.

The Medical Withdrawal Process

The process for applying for a medical withdrawal involves several key steps:

Consult with Instructors: If considering a medical withdrawal during the semester, students should talk to each course instructor before pursuing the medical withdrawal. It may be possible for the student and the instructor to work out an alternate solution together. When a student has decided to pursue a medical withdrawal during the semester, they should inform each instructor of their intent, because medical withdrawal is a change of registration status.
Obtain and Complete Forms: Obtain a copy of your registration schedule or unofficial transcript from your myUCF portal - NOT a fee invoice. The student and their medical provider(s) will need to complete the required forms. The medical provider(s) will need to provide appropriate medical documentation using the forms provided by the Registrar’s Office. Form D should be used for this purpose. If the student was treated by more than one medical provider, each provider must complete a separate Form D.
Gather Supporting Documentation: Medical withdrawal must be supported by adequate documentation from a medical and/or psychological services provider(s). Any documentation that’s not in English language must be translated by proper authority before submitting as part of the petition.
Submit the Petition: Students must submit the completed petition and provide all supporting documentation for a late drop to the Registrar’s Office (MH 161) within six (6) months of the end of the term for which the late drop is sought. No late drop petitions are accepted past the six-month submission deadline. The mailing address is Box 160114, Orlando, FL 32816. Note that due to student privacy policies, the Registrar’s Office can only give forms to and accept forms from the student requesting them - please do not have friends or family pick up or drop off forms.
Review Process: Once the Registrar’s Office receives the completed forms and documentation, the committee will review it on a first-come, first-serve basis. A medical withdrawal may take between 2-4 weeks for approval and processing.
Financial Aid Implications: If you’re receiving any form of financial assistance from the Office of Financial Assistance, you must contact that office at 407-823-2827 to receive financial aid advising via telephone.

Important Considerations

Tuition Refund: An approved medical withdrawal petition that was submitted by the 6-month deadline will result in a tuition refund for the semester from which the student was medically withdrawn. Bright Futures awards will be reduced for withdrawn classes, including Medical Withdrawal.
Grade Impact: If a medical withdrawal is approved, a grade of “WM” (withdrawal due to medical reason) will be recorded for each affected course. A “WM” grade has no effect on your Grade Point Average.
Responsibility for Coursework: Students are responsible for all requirements of the course(s) until such time the medical withdrawal is approved. If your medical withdrawal is not approved, you will be responsible for all course requirements including grades earned.
Medical Hold: When approving a medical withdrawal, a medical hold may be placed on your record to prevent future registration. Because certain medical conditions may last longer than the defined period, the medical hold allows for a review to ensure your safe return to classes.
Consecutive Semesters: Medical withdrawals for consecutive semesters will not be approved for the same medical condition. If a student’s medical condition is serious enough to necessitate a medical withdrawal, the student should carefully consider future enrollment. The time period immediately following a medical withdrawal should be devoted to recovery.
Removal of Medical Hold: When the student on medical hold believes that he/she/they can meet course requirements with or without a reasonable accommodation, the student may petition to have the medical hold removed. To have a medical hold removed, the student must submit the following documents: (1) a Medical Hold Removal Form completed by the student and his/her medical and/or psychological provider(s), and (2) a letter authored by the student stating what the student has done regarding the treatment of the medical condition that will enable the student to complete course requirements going forward, and discussing future plans (both academic and any further treatment plans) upon returning to the university. Both the Removal of Medical Hold form from your medical provider and your letter of progress to the committee must be submitted within the application window. Once the Registrar’s Office receives your completed Removal of Medical Hold form(s) and your letter of progress, the committee will review it on a first-come, first-serve basis.

Financial Aid Implications of Withdrawal

It's crucial to understand how withdrawing from classes can impact financial aid. Federal law requires that UCF evaluate federal aid recipients who fail to earn any credit during a semester, in order to determine if the student stopped attending classes on or before the 60% point in the semester. Students who are reported to have stopped attending all of their classes prior to the 60% point of the semester or whose professors report that they began attendance but cannot determine if the student stopped before the 60% point will be identified as students who “unofficially withdrew” from classes.

If a student withdraws from all their classes on or before the 60% point in time of the semester, which is calculated using calendar days, a portion of the total federal aid funds awarded must be returned. The return of these funds will result in the student owing a balance to the University and/or the Federal Government.

Students should also consider the following questions:

What aid did I receive that is dependent on the number of hours I am enrolled in?
What will the tuition credit be for the drop?
Will I meet the Standards of Satisfactory Academic Progress if this withdrawal is approved?
Will I meet specific renewal requirements for specific programs for the next year?

Academic Record Changes

The purpose of an academic record change is to assist students whose academic performance is seriously hindered by circumstances beyond their control. Students should consider a petition for an academic record change as their last option. It is imperative that the student speak to their instructors before pursuing any administrative avenues. Once a student has exhausted all other options, it is possible to pursue an academic record change. The petitions for these changes are reserved for students who can demonstrate extraordinary circumstances. If these criteria are met, it will be necessary to submit documentation of the situation along with the petition paperwork. It is crucial that all information in the petition is thorough and complete when it is submitted to the Registrar’s Office.

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