Withdrawal Policy | Asian University for Women (AUW): the first regional, liberal arts institution in South Asia
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Withdrawal Policy

ACADEMICS / Academic Policies / Withdrawal Policy
  • The following policy outlines various types of course withdrawals. Items marked with an asterisk (*) only apply to Undergraduate students.

     

    Add/Drop Courses

    All students are required to register for courses in accordance with their Individual Study Plan, approved by their Academic Advisor. Changes to the course registration during the Add/Drop period may occur owing to course schedule conflict, unavailability of seats in the course, course cancellation, or change in the declared major (for UG2 students).

     

    Adding a Course*

    Students can add a course to their schedule, or simultaneously add a course while dropping another, during the Drop/Add Period as listed on the Academic Calendar, and with the written approval of their Academic Advisor, based on the student’s Individual Study Plan.

     

    A student must have a minimum GPA of 3.00 in the previous semester to be allowed to add a fifth course (in the 16-week semester) or a second course (in any of the summer semesters).

     

    First year undergraduate students are not allowed to take a fifth course in their first semester or a second course in any of the summer semesters.

     

    The Academic Registrar’s Office will process Add/Drop forms for such additional courses after the regular registration has ended and only for courses with open seats.

     

    To add or swap a course, a student must complete the Add/Drop form, which can be found in the Office of the Academic Registrar, in consultation with the course instructor and the Academic Advisor. Her course instructor and Academic Advisor must sign the form, signaling that they have consulted the student and made sure all academic standards are met. The completed form must be deposited at the Office of the Academic Registrar.

     

    Dropping a Course (without a “W” on the transcript)*

    Any student wishing to withdraw from a course without a “W” (known as a drop) may do so before the end of the official Add/Drop Period in the Academic Calendar, as long as the student remains registered for at least 12 credits (or three 4-credit courses) in the regular semester.

     

    An eligible student can drop a course by completing an Add/Drop form in consultation with her course instructor and Academic Advisor. Her course instructor and Academic Advisor must sign the form, signaling that they have consulted the student. Completed forms then must be deposited at the Office of the Academic Registrar.

     

    Withdrawing from an Individual Course (with a “W” on the transcript)*

    Any student wishing to withdraw from a course after the Add/Drop period may do so before the “last day to withdraw from a course with a “W” grade” (as listed on the Academic Calendar), provided she maintains a minimum 12-credit hour load (or three 4-credit courses) in the regular semester. A “W” will appear on her academic transcript.

     

    In order to withdraw from a course with a “W”, the student must complete a Withdrawal form in consultation with her course instructor and Academic Advisor. As with dropping a course, the course instructor and the Academic Advisor must sign the form, signaling that they have consulted the student. Completed forms then must be deposited at the Office of the Academic Registrar.

     

    Generally, students will not be able to withdraw from a course after the final withdrawal deadline. A petition may be filed by the student to the Academic Actions Committee, who will consult the student’s Academic Advisor and instructor, as well as medical personnel where appropriate (with the student’s written permission)in cases of the following excused absences:

     

    1. Death in the immediate family (parent or siblings), for up to one week.

     

    1. Hospitalization for serious illness or medical problem/disability, for up to two weeks (for longer illnesses, a medical leave for the term may be granted, the procedures for which can be found in the Voluntary Withdrawal Policy).

     

    Complete Withdrawal (all courses)

    If a student wishes to withdraw from all of her courses and discontinue her studies at AUW, she must initiate the complete withdrawal procedures listed below:

     

    1. The student should write a formal written request to withdraw to the Dean of Faculty and Academic Affairs, elaborate her reasons for withdrawal. The student may be invited to a meeting with the program head.

     

    1. If, after the meeting, the student wants to proceed with the complete withdrawal, she must complete the Student Withdrawal Form, which can be found at the Office of the Academic Registrar, and submit this form to her program head. The program head will then notify the Academic Registrar who will inform the relevant departments (e.g., Housekeeping/Library/Accounts).

     

    1. After completing the Student Withdrawal Form, the student must complete a Clearance Form and obtain relevant signatures from each department. This form should be submitted to the Office of the Academic Registrar, where the student can obtain relevant recommendations, certificates, and/or transcripts.

     

    Students must initiate the above-listed procedure before the “last day to withdraw from a course with a “W” grade”. In such cases, the student will receive grades of “W” on all courses she has registered for.

     

    Students who do not follow the procedures outlined above will not be granted honorable dismissal and will receive grades of “WF” on all registered courses.

     

    Students who withdraw from the University prior to completing their degree must pay for the expenses associated with leaving the campus, including all travel expenses.

     

    Students seeking readmission to AUW after completely withdrawing must contact the Admissions Office and reapply.

     

    Voluntary Leave of Absence

    Students admitted to AUW are expected to make regular and consistent progress towards both achieving the learning outcomes for a course and the completion of their degree. However, AUW understands that students may experience medical situations that significantly limit their ability to function successfully or safely in their role as students. In such situations, AUW recommends that students consider requesting a voluntary leave of absence so that they can receive treatment and return to their studies fully able to mentally and physically achieve their academic and co-curricular goals.

     

    A voluntary leave of absence cannot be used in lieu of disciplinary actions to address violations of AUW rules, regulations, or policies, even if the leave request coincides with the disciplinary process. A student permitted to take a voluntary leave of absence while on academic and/or disciplinary status will return on that same status.

     

    In general, a voluntary leave of absence should be requested prior to the beginning of a term. If a student makes a request to temporarily withdraw from courses due to a medical reason while a term is in progress, she will receive grades of “W” if the leave request is approved.

     

    In order to request a voluntary leave of absence, a student must submit the following to the Dean of Faculty:

     

    1. A written letter of request from the student explaining her circumstances and consenting to release confidential medical information (as listed below) to AUW.

     

    1. A signed, dated letter on letterhead from a medical care provider appropriate for the medical condition indicated. This letter should include a diagnosis of the condition, the symptoms, and the recommended treatment plan while the student is on leave. It should also confirm that the condition is serious enough to warrant a voluntary leave of absence.

     

    1. Once the request is received, the Dean of Faculty will review and make a decision. Leave approval may require additional criteria, such as a meeting with the student’s Academic Advisor.

     

    1. If the leave is approved, the student will need to complete a Student Clearance Form and return it to the Office of the Academic Registrar prior to leaving campus. Like the Complete Withdrawal Form, the Student Clearance Form can only be collected during regular business hours, and usually takes up to three days to process.

     

    1. The length of the Leave will be determined on a case-by-case basis, as each student’s situation is unique. However, students are not allowed to take a leave of absence longer than one academic year.

     

    In general, students taking a voluntary leave of absence will be required to pay for the expenses associated with leaving and returning to campus, including all travel expenses. However, exceptions may be made on a case-by-case basis. Students seeking exception to this rule should write to the Vice Chancellor.

     

    Returning From a Voluntary Leave of Absence

    When a student feels mentally and physically prepared to resume her studies at AUW, she must take the following steps to notify AUW of her readiness to return:

     

    1. Contact the Dean of Faculty in writing, informing them of the student’s intentions to return. This request must be submitted well in advance of the proposed return date. For consideration of the spring term, requests must be submitted by November 1st; for the summer term, April 1st; for the fall term, June 30th. This will ensure that AUW has sufficient time to review the request and re-enroll the student.

     

    1. Provide medical or psychological records from the physicians and/or mental health professionals who cared for the student while on Leave and/or a statement indicating the student’s readiness to return. The student must also sign a written consent for the release of this information to AUW.

     

    1. Sit for an assessment interview with the relevant program head and/or a staff member from the Health and Wellness Center.

     

    Once a decision is reached regarding a student’s return, it will be communicated to the student in writing by the Academic Registrar.

     

    Confidentiality

    AUW will maintain confidentiality of all the information submitted by a student in regards to a voluntary leave of absence, and all records will be kept confidential.

     

    AUW reserves the right to notify a parent or guardian of the voluntary withdrawal if deemed appropriate under the circumstances.

     

    Involuntary Withdrawal

    The following policy only applies when a student’s observed conduct, actions, and/or statements indicate a direct threat to the student’s own health and/or safety, or a direct threat to the health and/or safety of others. It is not meant to replace disciplinary proceedings associated with violations of a university policy, as it is not a disciplinary code, policy, or process. There may be situations in which both this Involuntary Withdrawal Policy and another university policy apply.

     

    Criteria

    A student may be involuntarily withdrawn from AUW if the University determines that the student represents a direct threat to the health and safety of herself or others by (1) engaging or threatening to engage in behavior which poses a high probability of substantial harm to herself or others; or (2) engaging or threatening to engage in behavior which could cause significant property damage, would directly and substantially impede the lawful activities of others, or would interfere with the education process and the orderly operation of the University.

     

    Procedure

    When a member of the AUW community, based on a student’s conduct, actions, or statements, has reasonable cause to believe that the student meets one or more of the criteria for involuntary withdrawal, he or she should immediately file a report to the Dean of Faculty and Academic Affairs. If the Dean believes that there is substantial evidence to pursue the involuntary withdrawal, they may initiate an assessment of the student’s ability to safely participate in the University’s program, by first meeting with the student to:

     

    1. Review available information concerning the behavior and/or incidents which have caused concern,

     

    1. Provide the student with a copy of this Involuntary Withdrawal Policy and Procedure and discuss its contents with the student,

     

    1. Provide the student an opportunity to explain her behavior, and

     

    1. Discuss options available to the student, including counseling, voluntary withdrawal, and evaluation for involuntary withdrawal.

     

    If the student agrees to withdraw voluntarily from the University and waives any right to any further procedures available under this policy, the student will be given a grade of “W” for all courses, will be advised in writing of any conditions that must be satisfied prior to re-enrollment, and may be referred to appropriate mental health or other health services. The student will be responsible for paying for any expenses associated with leaving or returning to campus, though exceptions may be made on a case-by-case basis. If an exception is granted, it will be done with the understanding that the student will be responsible for the expenses associated with returning to AUW after she is re-enrolled, and for leaving AUW after she completes her degree requirements.

     

    If the student refuses to withdraw voluntarily from the University, and the Dean of Faculty and Academic Affairs continue to have reasonable cause to believe the student meets one or more of the criteria for involuntary withdrawal, they may require the student to be evaluated by an appropriate mental health professional.

     

    Evaluation

    The Dean of Faculty and Academic Affairs may refer the student for a mandatory evaluation by an appropriate mental health professional or other appropriate professional. The professional may be selected by the University, so long as there is no cost to the student for the evaluation. A written copy of the involuntary referral shall be provided to the student.

     

    The evaluation must be completed within five days after the date the referral letter is provided to the student. Prior to the evaluation, the student will be required to sign a written authorization authorizing the exchange of relevant information among the mental health professional(s) (or other professional) and the University. Upon completion of the evaluation, copies of the evaluation report will be provided to the Dean of Faculty and Academic Affairs.

     

    The professional making the evaluation shall make an individualized and objective assessment of the student’s ability to safely complete her studies at AUW, based on a reasonable professional judgment relying on the most current professional knowledge and/or the best available objective evidence. This assessment shall include a determination of the nature, duration and severity of the risk posed by the student to the health or safety of herself or others, the probability that the potentially threatening injury will actually occur, and whether reasonable modifications of policies, practices or procedures will sufficiently mitigate the risk. The professional will, with appropriate authorization, share his/ her recommendation with the Dean of Faculty and Academic Affairs, who will take this recommendation into consideration in determining whether the student should be involuntarily withdrawn from AUW. A copy of the professional’s recommendation will be provided to the student, unless, in the opinion of the professional, it would be damaging to the student to do so.

     

    If the evaluation results in a determination that the student’s continued attendance presents no significant risk to the health or safety of the student or others, and no significant threat to property, to the lawful activities of others, or to the educational processes and orderly operations of the University, no further action shall be taken to withdraw the student from the University.

     

    If the evaluation results in a determination that the continued attendance of the student presents a significant risk to the health or safety of the student or others, such that there is a high probability of substantial harm, or a significant threat to property, to the lawful activities of others, or to the educational processes and orderly operations of the University, the student may be involuntarily withdrawn from the University. In such an event, the student shall be informed in writing by the Dean of Faculty and Academic Affairs of the involuntary withdrawal, of her right to an informal hearing, of her right to appeal the decision of the hearing board, and of any conditions necessary for re-enrollment. The Dean of Faculty and Academic Affairs will also inform the student’s parents of the situation.

     

    If the student does not wish to pursue an informal hearing, she will have to leave the AUW campus at the earliest possible time. The student will be responsible for paying for any expenses associated with leaving or returning to campus, though exceptions may be made on a case-by-case basis. If an exception is granted, it will be done with the understanding that the student will be responsible for the expenses associated with returning to AUW after she is re-enrolled, and for leaving AUW after she completes her degree requirements.

     

    In most cases, a student who is involuntarily withdrawn will be given a grade of W in all courses in which she is currently enrolled.

     

    Informal Hearing

    A student who has been involuntarily withdrawn may request an informal hearing before a hearing board by submitting a written request to be heard within two business days from receipt of the notice of involuntary withdrawal. A hearing will be set as soon as possible. The student shall remain involuntarily suspended pending completion of the hearing.

     

    The hearing shall be informal and non-adversarial. During the hearing, the student may present relevant information and may be advised and supported by another student or faculty member.

     

    At the conclusion of the hearing, the hearing board shall decide whether to uphold the involuntary withdrawal or whether to re-consider, and the student shall be provided written notice of the hearing officer’s decision as soon as possible.

     

    Appeal to the Vice Chancellor

    The student may appeal the hearing board’s decision to the Vice Chancellor. The Vice Chancellor shall review all information presented and make a final decision as to whether or not to uphold the involuntary withdrawal.

     

    Emergency Suspension

    The University may take emergency action to suspend a student pending a final decision on whether the student will be involuntarily withdrawn, in situations in which:

     

    • There is imminent danger of serious physical harm to the student or others,
    • There is imminent danger of significant property damage,
    • The student is unable or unwilling to meet with the Dean of Faculty and Academic Affairs,
    • The student refuses to complete the mandatory evaluation, or
    • The Dean of Faculty and Academic Affairs, after conferring with the Vice Chancellor, determine that other exceptional circumstances exist to warrant suspension.

     

    In the event emergency action is taken to suspend the student on an interim basis, the student shall be given notice of the emergency suspension and an initial opportunity to address the circumstances on which the emergency suspension is based. While on emergency suspension, the student will be required to stay in the Health and Wellness Center.

     

    Conditions for Re-enrollment

    Because this Involuntary Withdrawal Policy applies to cases in which there is a concern about the safety of the student or others, the Dean of Faculty and Academic Affairs may require a student who has been involuntarily withdrawn under this Policy to be reevaluated before she is readmitted in order to assure that she presents no direct threat to herself or others. Otherwise, students should follow the same procedures for re-enrollment as for returning from a Voluntary Leave of Absence

     


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