Navigating Course Withdrawal Policies at UCF

Understanding the course withdrawal policies at the University of Central Florida (UCF) is crucial for students to manage their academic progress and financial responsibilities effectively. UCF provides avenues for students to withdraw from courses under certain conditions, including regular withdrawals, late drops, late withdrawals, and medical withdrawals. This article aims to provide a comprehensive overview of these policies, their implications, and the procedures involved.

Understanding Regular Withdrawals

After the add/drop period ends and prior to the withdrawal deadline, students have the option to withdraw themselves from courses. For students admitted to UCF in Summer 2023 or later, a specific withdrawal limit applies. These students are limited to a maximum of six course withdrawals during their time at UCF. This limit is further divided into three withdrawals from 1000-2000 level courses and three from 3000+ level courses.

Furthermore, students can only withdraw from the same course a maximum of two times. If a student has withdrawn from the same class twice and wishes to enroll in it again, they must obtain approval from their academic success coach. The academic success coach will consider the reasons for the previous withdrawals and the student's overall academic progress before making a decision. It's important to note that the academic success coach is not obligated to approve the request.

Potential Impacts of Withdrawals

It's essential to be aware that withdrawals can have several implications:

Financial Aid: Withdrawals can impact the disbursement of financial aid.
Satisfactory Academic Progress: Withdrawals can affect whether a student meets the requirements for Satisfactory Academic Progress (SAP).
Financial Aid Renewal: Withdrawals can affect the renewal of certain types of financial aid.
Financial Consequences: There may be financial consequences for the current semester.
Housing Agreements: Students should verify minimum enrollment requirements for their housing agreements.

Late Drop Policy

Following the close of the Drop/Swap period each term as published in the academic calendar, students withdrawing from courses will incur both grade and fee liability unless the university approves a late drop. A late drop results in the course/s being removed from your class schedule, as if you were never registered in them.

Criteria for a Late Drop

No drop is permitted after the drop/swap deadline except in exceptional circumstances beyond a student’s control that prevent the student from completing courses. Exceptional circumstances include, but are not limited to, death of an immediate family member, involuntary call to military service, or administrative errors created by the University. Unsatisfactory academic performance, change of major, or financial challenges are not acceptable reasons for a drop after the deadline.

Late drops are normally for all courses taken in the term. If a student is requesting a late drop from fewer than all courses in which the student is enrolled during a semester (“selective drop”), the student must explain in detail why the exceptional circumstance prevents the student from completing the requirements of certain courses but not others, including providing documentation that supports the explanation.

Implications of an Approved Late Drop

If approved, a late drop includes a refund of tuition fees, and the courses will not appear on the student’s academic records. As a result, you may be ineligible for all or a portion of your financial aid, depending on the number of hours that you are dropping and the number of hours remaining.

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.

Late Withdrawal Policy

No withdrawal is permitted after the withdrawal deadline as published in the academic calendar except in extraordinary circumstances beyond the student’s control that prevent completion of courses.

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Criteria for a Late Withdrawal

Extraordinary circumstances include, but are not limited to, being the primary caretaker of an immediate family member who is seriously ill or injured, or a mandated employment transfer. Unsatisfactory academic performance is not an acceptable reason for withdrawal after the deadline.

A late withdrawal is usually for all courses taken in the term. If a student is requesting a withdrawal from fewer than all courses in which the student is enrolled during a semester (“selective withdrawal”), the student must explain in detail why the extraordinary circumstance prevents the student from completing the requirements of certain courses but not others, including providing documentation that supports the explanation.

Implications of an Approved Late Withdrawal

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.

Students must submit the completed petition and provide all supporting documentation for a late withdrawal to Registrar’s Office (MH 161) within one year of the end of the term for which the late withdrawal is sought. PLEASE NOTE: While the petition process is in progress, the student remains responsible for all course work unless already withdrawn. Only when a decision is rendered does the student’s responsibility change in accordance with the final decision.

Medical Withdrawal Policy

A Medical Withdrawal is requested when a student is suffering from a medical condition that prevents the completion of the semester.

Criteria for a Medical Withdrawal

The medical condition should have arisen during the given semester from which withdrawal is sought. If you were aware of the medical condition prior to the beginning of the semester, you must provide medical documentation demonstrating that there was a change in the condition during the semester that resulted in your inability to meet course requirements. Your medical provider(s) will need (be asked) to provide appropriate medical documentation using the forms provided by our office. A medical withdrawal is usually for all classes taken in the term.

Implications of an Approved Medical Withdrawal

If a student is approved for medical withdrawal, a refund of tuition fees may also be approved. Bright Futures awards will be reduced for withdrawn classes, including Medical Withdrawal. If 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. An approved medical withdrawal will also include tuition refund only if the completed petition was submitted to the Registrar’s Office before the six-month submission deadline, as mandated by the Board of Governors policy.

Students pursuing a medical withdrawal must also complete a Removal of Medical Hold form, which requires completion by both the student and their physician(s). These forms, along with a letter of progress from the student to the committee, must be submitted within the application window to Box 160114, Orlando, FL 32816. Once the Registrar’s Office receives the completed Removal of Medical Hold form(s) and the letter of progress, the committee will review the application on a first-come, first-serve basis.

Unofficial Withdrawal Policy

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 you withdraw from all your 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, according to the provisions of the Higher Education Amendments of 1998. The return of these funds will result in the student owing a balance to the University and/or the Federal Government.

Academic Record Change

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.

Key Considerations Before Pursuing a Withdrawal

Before pursuing any type of withdrawal, it's crucial to consider the potential consequences and explore all available options.

Consultation with Instructors

Talk to your professor before pursuing a late drop or late withdrawal petition. Your professor should be informed of your intent to change the registration status of your class(es). Your professor can support your decision to petition but does not have the authority to approve your petition. If your petition is approved your professor’s input will determine if you receive a “Withdraw Passing” (WP) or a “Withdraw Failing” (WF) for the course.

Impact on Financial Aid and Academic Progress

Students should be aware of the potential impacts on their financial aid, Satisfactory Academic Progress (SAP), and renewal of financial aid. Questions to consider include:

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?

Seeking Guidance

Students are encouraged to speak with an advisor in the Registrar’s Office or with their academic success coach to discuss their options and understand the potential implications of withdrawing from a course. The Registrar’s Office is located in Millican Hall, room 161. Due to student privacy policies, they 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.

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