Schedule Changes and Course Withdrawals 1.202
Students making changes to their class schedule after registering may make those changes online at http://www.elgin.edu/portal or in the Registration Office B105. Students may make changes to their schedule until 11:59 p.m. the day before a class meets for the first time in the second week during fall and spring semesters. During summer session, changes may be made until 11:59 p.m. the day before the second class meeting. For online courses, students may make schedule changes until 11:59 p.m. the day before the section starts.
Changes which can be made during this time include adding classes, dropping one class and adding another, and changing sections of the same course. Changes will be made only if space for effective instruction is available.
Once the semester starts, courses dropped during the timeframe described above will result in a grade of Z. The Z grade carries no academic penalty and is not used in the calculation of the student’s grade point average. The Z grade will be used in the calculation of financial aid attempts. The Z grade does not apply to online courses because schedule changes are not permitted after 11:59 p.m. the day before the class begins.
After this time frame, students may still add a class with instructor consent if space for effective instruction is available and prerequisites have been met.
All changes to schedules after the start of the semester are subject to the refund policy at http://www.elgin.edu/refunds.
Withdrawal (W) and Administrative Withdrawal (AW)
Students are expected to attend all enrolled classes and to meet the individual attendance requirements as identified in the class syllabus. Under no circumstances should a student stop attending class without formally withdrawing.
Student Initiated Withdrawals
After the drop grace period which results in the Z grade described above, students may formally withdraw from a class to receive a grade of W prior to the “last date to drop” as indicated on the Drop Dates by Section spreadsheet at http://www.elgin.edu/withdraw.
The W grade carries no academic penalty and is not used in the calculation of the student’s grade point average. The W grade will be used in the calculation of financial aid attempts.
Refer to Drop/Withdrawal Dates by Section provided each semester at http://www.elgin.edu/withdraw. For each section offered during the semester, Drop Dates by Section includes: Start date, end date, midterm date, last date to drop at 100% tuition refund, last date to drop at 80% tuition refund, last date to drop at 50% tuition refund and last date to drop. See http://www.elgin.edu/refunds for the refund policy.
The refund policy is based on the length of class in weeks or days of the session in which a class begins and counts only Mondays through Fridays from the first day of the session, not the first day a class meets. It does not include Saturday, Sunday or holidays. (Related Administrative Procedures 2.102 Refunds for Credit and Non-Credit Courses and 2.103 Tuition Adjustment Advisory Council)
Faculty Initiated Student Withdrawal
Faculty must withdraw a student from class no later than midterm if the student has never attended. Midterm dates are available on the Drop Dates by Section spreadsheet at http://www.elgin.edu/withdraw. (See Administrative Procedure: Student Grades 1.103)
Faculty reserve the right to withdraw a student from class during the withdrawal period due to excessive, unexcused absence or if the student is not actively pursuing completion of the course as stated in the syllabus. To be considered actively pursuing completion in a class, a student must participate in a class or otherwise be engaged in academically related activity, such as contributing to online discussions, submitting assignments, completing tests or initiating contact with a faculty member to ask course related questions prior to the identified 10th day of classes (for classes shorter than 16 weeks, by the 80% refund date as indicated on the Drop Dates by Section spreadsheet at http://www.elgin.edu/withdraw). Students not actively participating in accordance with the class syllabus may be withdrawn and held responsible for all tuition and fees associated with the class.
In order to withdraw a student after the midterm date of a section and no later than the last day to drop, faculty must submit an email to firstname.lastname@example.org with the student’s name, ID, and course information. Faculty cannot withdraw students after the last day to drop. (see http://www.elgin.edu/grading)
Withdrawal for Nonpayment
The College reserves the right to cancel a student's enrollment for nonpayment of tuition and fees.
Students may not withdraw themselves from class after the last day to drop and need to request an administrative withdrawal from the Director of Student Success & Judicial Affairs (primary contact) or the Dean of Student Services and Development (secondary contact). Requests for administrative withdrawal must be formally submitted within one (1) calendar year of the last day of the semester in which the class(es) were taken. The process is as follows:
The student formally requests, in writing, an administrative withdrawal from the Director of Student Success & Judicial Affairs or alternate (Dean of Student Services and Development) using the Office of the Dean of Student Services and Development AW Request form. An administrative withdrawal is usually required for all classes the student is enrolled in during the semester in which the qualifying event took place. The request must be accompanied by appropriate documentation identifying the reason for withdrawal and the impact the situation had or will have on the student’s ability to successfully complete the semester. The documentation will be kept in a confidential file in the Director of Student Success & Judicial Affairs’ office.
The Director of Student Success & Judicial Affairs or alternate will review the documentation to determine the appropriateness of the request.
If the Director of Student Success & Judicial Affairs or alternate does not believe the request is justified, that person shall notify the student, in writing, of that decision. The student may appeal that decision within five school days to the Dean of Student Services and Development if the decision was rendered by the Director of Student Success & Judicial Affairs, or to the Vice President of Teaching Learning and Student Development if the decision was rendered by the Dean of Student Services and Development.
If the Director of Student Success & Judicial Affairs or alternate believes the documentation provides a basis for granting an administrative withdrawal, that person will notify all affected faculty, in writing. Faculty will have five school days to respond, in writing, to the request. Faculty may respond in one of three ways:
- concur with the finding or
- provide a written response opposing the withdrawal or
- request a meeting with the Director of Student Success & Judicial Affairs or alternate to review the case.
If there is no response by the faculty within five school days the faculty is deemed to have concurred with the findings of the Director of Student Success & Judicial Affairs or Dean of Student Services and Development.
If, after consultation with the faculty, the Director of Student Success & Judicial Affairs and/or Dean of Student Services and Development still believe the administrative withdrawal is warranted, one of them will notify all affected faculty of that decision. If there is still disagreement, the faculty have two school days to voice their concerns to the Vice President of Teaching Learning and Student Development who will then review the decision.
If the request is approved, the student will receive an “AW” (Administrative Withdrawal).
The AW is not used in the calculation of the student’s grade point average; however, the AW is used in the calculation of credit hours attempted as part of the financial aid satisfactory academic progress policy. The College refund policy will apply to students who qualify for administrative withdrawal.