Hardship or Extenuating Circumstances Withdrawal



Hardship or Extenuating Circumstances Withdrawal

What do I do if I need to withdraw from a class after the drop deadline due to extenuating circumstances?

Any student wanting to withdraw from a class after the drop deadline has passed must have extenuating circumstances. They must appeal in writing to the academic standards committee or the designated appeal person in the college. The appeal must be completed in accordance with the procedures set up by the college (the best resource for this information is the advisor or student services staff in that college).

The appeal should clearly identify the circumstances and conditions that make withdrawal necessary. It should be accompanied by any documented information that would support the need for withdrawal.

What if I need to withdraw from all of my classes?

Before the drop deadline (drop deadline information is available HERE):

To withdraw from the university, start with your advisor. He or she will have a Request for Withdrawal form which you complete and have your advisor sign.

The college in which you are enrolled must sign the form. The withdrawal form will then be forwarded to the Office of the Registrar where it will be recorded. Information will then be passed on to other offices.

After the drop deadline:

To withdraw at this point there must be extenuating circumstances (beyond your control – medical, serious personal circumstances, called to duty, etc). The first step is to talk to your advisor and find out what the appeal process is for your college in order to withdraw from classes after the deadline. Typically, a college has an academic standards committee or designated person to review appeals. The appeal must be done in writing and according to the procedures set up by the college. You must complete this process or grades will be assigned and your GPA will be impacted.

Students should not expect to withdraw during or after the final examination week. In situations beyond a student’s control, when exams cannot be taken/completed, arrangements should be made for incompletes, rather than withdrawing at this time.

Students who are on academic probation (P) and withdraw after the last day to drop a course will not be permitted to enroll the following term, except under extenuating circumstances.

Tuition & Fee Appeals:

If you are withdrawing due to extenuating circumstances, you can ask the Office of the Registrar for a Tuition & Fees appeal form. This process will require a statement of circumstances from the student (description of the circumstances that led to a need to withdraw, in the students own words), and a statement from a medical professional with dates and any other information/documentation that supports the need for withdrawal.

Information that would be useful would be date of diagnosis, when treatment was initiated, and if this is an ongoing condition, what triggered the need for withdrawal this semester.

It is important to note that this set of information is submitted separately from that outlined above. Information submitted for withdrawal will not be submitted for the tuition and fee process by the institution. It is the student’s responsibility to submit information for both of these processes separately.

The Office of the Registrar receives this information, and will review and make determinations for instances beyond the control of the student. No tuition and fees appeals will be considered until a student is officially withdrawn from the university.

If you have questions about this process, the Tuition and Fees staff in the Office of the Registrar can be helpful (515-294-1889).

If you are withdrawing early in the semester, for information on the tuition adjustment dates click HERE

After I complete the withdrawal form, is there anything else I should do?

Have you received any financial aid?

If you have received any financial aid (grants, loans, scholarships), you need to contact the Office of Student Financial Aid in 0210 Beardshear Hall (515-294-2223). You can call with questions or email them at financialaid@iastate.edu, or you can stop in to their office to speak with a financial aid counselor. They will be able to answer your questions about repayment, refunds, etc.

Have you lived in the Residence Halls or in on-campus housing?

Whether you lived in university housing, a fraternity or sorority house, or off-campus, you must abide by the conditions of your housing contract.

If you lived in university housing and are withdrawing, you need to contact the Department of Residence at 2419 Friley Hall (515-294-2900 or 800-854-9050) or email halls@iastate.edu. If you lived in the Residence Halls, you will need to make an appointment with your CA to check out. If the CA is not available, you can check out at your hall desk or by calling the CA on duty for your building. You must clean your room/apartment, have everything removed, and must fill out the check out card and return your keys. Cancellation must be in writing, either by mail to 2419 Friley, Ames, IA 50012; fax at 515-294-0623; or email to housing@iastate.edu. Penalties may apply.

If you have further questions, please call 515-294-7324.

Do you need to contact the ISU Card Office regarding CyCash?

The ISU Card Office is located in 0530 Beardshear Hall (515-294-2727) or can be emailed at idcard@iastate.edu.

What do I do when I want to return to the university?

There is a process for either RETURNING (when one term – excluding summer – has elapsed since you were last enrolled) or REENTRY (when you were not enrolled the previous 2 terms – excluding summer). U.S. students who have been absent from Iowa State University less than 12 months may be admitted as a returning student. If more than 12 months have elapsed since last enrolled, a U.S. student must apply for reentry to the university.

More information about returning/reentry can be found HERE

Other Registration Topics (information on cancellation, drop limits, registration holds, etc) can be found HERE

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