Student Absence and Withdrawal Procedure

Procedure

I.  Short-Term Leave of Absence

A. A short-term leave of absence may be granted when a student anticipates missing an extended portion of a course, generally not to exceed 20% of the academic session, due to circumstances beyond the student’s reasonable control. Refer to the Student Absence and Withdrawal Policy for reasons why a student may submit a short-term leave request.

B. Leave of absence requests related to pregnancy must be requested through Disability Access Services and are subject to the Title IX and Sex Discrimination Policy and Procedures. Leave of absence requests for religious reasons are subject to the Religious Accommodations Policy and Procedure.

C. Requests for a short-term leave of absence made by a dual enrollment student should first be sent to the Director of Dual Enrollment and High School Partnerships, who will review and route the request to the Director of Student Success and Retention and inform relevant FCPS offices of the request.

D. Students wishing to apply for a leave of absence must make an appointment with the Director of Student Success and Retention in the Student Success Programs Office via Navigate 360 Student app or desktop site or via email at [email protected]. Requests should be made within ten business days of learning that a leave of absence will be necessary, unless circumstances prevent timely communication.

E. The Director of Student Success and Retention will consult with relevant college offices to determine if circumstances justify a potential leave of absence and what documentation may be required, within five business days from the short-term leave request being made.

F. If the Director of Student Success and Retention determines a short-term leave of absence should be considered, they or in their absence the AVP for Student and Financial Support Services will notify the appropriate Dean or Assistant Dean who supervises the faculty member about the leave of absence request, including any relevant information related to the request.

G.   The Dean or Assistant Dean and faculty members will determine if a short-term leave of absence is viable for the student and document their decision on the Short-Term Leave of Absence Request Form within five business days of receiving the request. When determining the viability of a short-term leave of absence, the Dean or Assistant Dean and faculty members will consider the impact that missed time will have on their ability to meet the learning objectives of the course in a timely fashion.

H. In the event that a short-term leave of absence is not appropriate, a student may be advised to withdraw or be granted an incomplete grade. The faculty reserve the right to offer incompletes should more time be needed to make up missing work. Faculty should only assign incomplete grades if the student’s work has been satisfactory but because of circumstances beyond the student’s control, full requirements of the course remain unfulfilled at the time of grading per the Grading section in the Academic Standards Procedure.

I.  If a leave of absence is viable, appropriate adjustment will be granted to the student. These options might include:

1. Alternative Assessments: Faculty may provide students with the option to make up missed examinations or assignments through alternative assessment methods or rescheduling without any penalty.

2. Attendance Flexibility: Faculty may allow students to be absent from classes or academic activities without any negative consequences, such as grade reductions or attendance penalties.

3 Extended Deadlines: Faculty may grant additional time to complete assignments or submit projects.

4. Access to Course Materials: Faculty can provide alternative access to course materials for students via recorded lectures or sharing of lecture materials.

J. Adjustments and completion timelines will be documented on the Short-Term Leave of Absence Request Form. The Director of Student Success and Retention will notify the student of the faculty decision following the return of the Short-Term Leave of Absence Request Form.

K. If the student is receiving Title IV financial aid, the student may be subject to a Return of Title IV calculation resulting in a decreased award of Title IV aid if the student does not return from a leave of absence. The date of leave of absence is granted becomes the withdrawal date for the calculation.

L. Students on a short-term leave of absence remain responsible for any financial obligations, including payment plans for the duration of the leave.

 

II.  Short Term Leave of Absence Appeal

A. A student who disagrees with either the denial of a short-term leave of absence request or the nature of the recommended adjustments may submit an appeal via the Student Non-Grade Complaint Form. This complaint must be filed within five business days of the decision of the short-term leave request by the Dean or Assistant Dean and faculty. Submission of this form initiates the formal complaint process as outlined in the Student Complaints Policy and Student Complaints Procedure.

 

III.  Student-Initiated Withdrawal for Credit Courses

A. Students may withdraw from a credit course(s) after the published Add/Drop period and by the established withdrawal deadline based on the session in which the course is scheduled. Students are not able to attend the course once they withdraw from it. Students are still responsible for all tuition and fees associated with any withdrawn class(es).

B. Students who withdraw from a credit course(s) will receive a grade of “W” which appears on the student’s transcript. However, no credit or quality points are assigned for W grades. A withdrawal is considered an unsuccessful attempt and is calculated as part of the student’s completion rate, but withdrawals are not factored into a student’s cumulative grade point average.

C. Withdrawals can impact Satisfactory Academic Progress for the purposes of financial aid, academic standing, athletic eligibility, VA benefits, or F-1 student visa status. Students should confer with the instructor of their course, their academic advisor, Financial Aid, Athletics, Veteran and Military Services, and/or their Selective Admissions Program Director as applicable before initiating a withdrawal.

D. Students should withdraw from the course(s) online through PeopleSoft Campus Solutions. If students are unable to complete this action on their own, students must submit a Credit Registration form to Registration and Records. This action must be done by the last day to withdraw or audit for the session in which the course is scheduled.

E. High School Based Dual Enrollment students must request a withdrawal through their high school counselor. Open Campus Dual Enrollment students must request a withdrawal through their high school counselor or Dual Enrollment advisor at FCC. Early College students must request a withdrawal through their Early College advisor at FCC.

 

IV. Student-Initiated Withdrawal for Continuing Education and Workforce Development (CEWD) Courses

A. Students enrolled in CEWD courses may choose to drop/withdraw from a CEWD course at any time before the full refund period online by logging into their Continuing Education & Workforce Development Registration System account at www.frederick.edu/CEWDLogin up to 7 days prior to class start date, or via email at [email protected]

B. Students may choose to drop/withdraw from a CEWD course at any time after the refund period and before the class end date. Students are still responsible for all tuition and fees associated with any withdrawn class(es), except students enrolled in contracted training or grant funded programs.

1. Students enrolled in CEWD open enrollment paid classes should initiate the drop/withdraw request by email to [email protected].

2. Students enrolled in CEWD contract training courses funded by a third party may be withdrawn from the course at the written request of the third party as outlined in the Client Services Agreement. Students may initiate the request via their sponsor or via email to [email protected].

3. Students enrolled in a CEWD adult education and ESOL program course funded by federal and state grants (at no cost to the student) should initiate the drop/withdraw request via email to [email protected].

C. Requests received prior to each class census date will result in a registration cancellation; requests received after each class census date will result in a “WD” grade entered.

D. Students may choose to request a refund as part of their drop/withdraw request after the full refund period. For additional information about refunds refer to the Tuition and Fees Policy and Procedures | FCC.

 

V.Withdrawals due to Extenuating Circumstances for Credit Courses

A. If a student is not able to withdraw from a credit course by the published withdrawal deadline due to extenuating circumstances beyond their control and thus received a failing grade in a credit course, the student may request a retroactive withdrawal by submitting an appeal to the Admissions and Academic Policies Committee (AAPC). Students can request a retroactive withdrawal at any point in time, as there is not a cut off. Credit courses for which the student passed with a final grade of A, B, C, or D are not eligible for a retroactive withdrawal.

B. The Student Appeal Application should be completed online and submitted to Registration and Records. The form should be completely filled out, include last dates of attendance for the course(s) for which a retroactive withdrawal is being requested, and include supporting documentation based on the reason for the appeal as listed in the Student Absence and Withdrawal Policy. Students who submit a Student Appeal Application will be notified of the date that AAPC will meet to review their appeal. Students seeking assistance with the appeal can email [email protected].

C. AAPC meets once a month from September to June. AAPC membership is appointed in coordination with the Division of Student Experience (DSE) and TLSS. The Registrar serves as Chair of the committee, acts as a non-voting member, and facilitates the committee’s review and decision-making process for each appeal. AAPC is composed of representatives from TLSS and the DSE, all of whom are voting members. Voting members serve two-year terms. The Director of Financial Aid and Scholarships or their designee, the Director of Student Finance or their designee, and the Veteran and Military Services Coordinator serve as non-voting members who provide insight on how the withdrawal could impact the student’s financial aid, finances, or VA/military education benefits as applicable. The Transcript Services Coordinator serves as the Recorder who coordinates the intake of completed appeals, takes notes during each meeting including the final decision for students, and notifies students of the decision.

D. Students are not present for the review of their appeal. AAPC may request additional documentation from the student in order to support the request. An email with the result of AAPC’s decision will be sent to the student’s MyFCC email account.

 

VI.  Withdrawals due to Extenuating Circumstances for CEWD Courses

A. Unsuccessful grades in Continuing Education and Workforce Development do not impact a student’s academic standing. However, in some circumstances students enrolled in a CEWD course may request a “WD” grade instead of an unsuccessful grade to be reflected on their Continuing Education student record.

B. All students enrolled in a CEWD course who are unable to make the request prior to the class end date, should initiate the request by email to [email protected]

1. Students may need to provide supporting documentation with the request. This may include documentation from medical providers, employers, childcare providers, or other parties that can validate extenuating circumstances.

C. Students may choose to request a refund as part of their drop/withdraw request after the full refund period. For additional information about refunds refer to the Tuition and Fees Policy and Procedures | FCC.

 

VII. Administrative Withdrawals Initiated by the College

A. The Associate Vice President of Student Life/Dean of Students or their designee may request for the Registrar to administratively withdraw a student from a course, courses, or the College to protect the health and safety of the college community or the integrity of the learning environment. This action may be taken through the Student Code of Conduct or the Behavioral Evaluation and Response Team (BERT) process. The AVP of Student Life/Dean of Students will notify the Registrar of the requested action to be taken on the student’s record.

1.  A student may appeal an administrative withdrawal decision by submitting a written request to the Vice President of Student Experience (VPSE) within five business days of the decision notification. The VPSE will schedule a hearing within ten business days to review the appeal. The VPSE’s decision is final and will be communicated to the student in writing.

B. Additionally, a student may be withdrawn from a selective admissions program upon notification to the Registrar or their designee by the appropriate AVP/Dean or their designee. The student will remain enrolled in the College but will be withdrawn from program specific courses. Students will be notified in writing of the decision to dismiss the student from a selective admissions programs and their right to appeal such decision to the appropriate AVP/Dean.

 

VIII. Request Procedures for Reenrollment

A. Students who have been administratively withdrawn from the college must submit a formal request for reenrollment to the Vice President of Student Experience (VPSE).

1. Students must present evidence that they have satisfied all conditions of reenrollment that were established at the time the administrative withdrawal was instituted. Evidence may include, but is not limited to, a formal assessment. It is the student’s responsibility to arrange for a formal assessment if it is required by the VPSE, or their designee. The College will furnish a list of area providers to the student.

B. The VPSE or their designee will submit the evidence to the Student Request for Reenrollment Committee that will evaluate the evidence and render a decision.

C. Once the Student Request for Reenrollment Committee determines that a student no longer poses a direct threat to the safety of others or to the integrity of the learning environment, the College will no longer exclude the student, or place special conditions on the student’s participation in its programs. Written notice of this determination will be provided to the student. In appropriate cases, the College may readmit the student subject to such restrictions as the College deems appropriate to protect the safety of others.If the Student Request for Reenrollment Committee determines that a student continues to pose a direct threat to others, the College will restrict reenrollment until the student can provide documentation that they no longer pose a threat to the College community. Such documentation may include but not be limited to a treatment plan or periodic reports from a qualified professional. The College will not, however, condition the provision of a benefit or service upon a showing by a student that they have eliminated behaviors that are a manifestation of a disability, unless such behavior significantly contributed to the direct threat.

D. If the request for reenrollment is denied, the Student Request for Reenrollment Committee may stipulate when the student can next request consideration of reenrollment to the Committee and under what conditions.

 

Refund of Tuition and Fees

Students who have not received an automatic refund based on withdrawal date may be eligible for a full or partial refund of tuition and/or fees. Refer to the Tuition and Fees Policy and Procedures for guidelines.