Medical Withdrawal Process
A student who has an injury or illness that prevents the completion of all* classes for that term may request a Medical Withdrawal through the Vice President for Enrollment, Marketing, and Communications. The Medical Withdrawal process is outlined below. It should be noted that a Medical Withdrawal can only be requested after midterm. A student wanting to withdraw before mid-term must follow the Withdrawal from Course Policy outlined in the Undergraduate and Graduate Catalogs. If an undergraduate student had to withdraw from a class before midterm for a documented medical reason, that student may use this process to appeal to change a regular withdrawal to a medical withdrawal. Questions regarding this policy should be directed to the Office of the Registrar (229-333-5727). Questions regarding the late withdrawal process should be directed to Dr. Marsha Walden (firstname.lastname@example.org) in the Division of Enrollment, Marketing, and Communications (Centralized Advising Center: 229-245-4378). It is the student’s responsibility to withdraw officially in accordance with university regulations.
*Only in very rare instances will a partial withdrawal be considered, such as in cases where a student may not be able to complete a specific class because of a medical condition or injury that prohibits participation.
Medical Withdrawal Process AFTER MIDTERM AND UNTIL THE LAST CLASS DAY OF THE COURSE (all paperwork as outlined below must initiated by the last class day)
- Students must contact the Centralized Advising Center in the Division of Enrollment, Marketing, and Communications to withdraw them from all of their current semester classes. Students are strongly encourages students to contact their professors/instructors by phone and/or email to notify them of their intention to withdraw.
- Students must provide medical documentation recommending withdrawal from a physician on the physician's letterhead signed by the physician (documentation on a prescription pad is unacceptable).
- The Division of Enrollment, Marketing, and Communications will verify the authenticity of the physician’s letterhead.
- The medical withdrawal process cannot begin until both the students’ written permission and the physician’s documentation have been received and verified.
- The Division of Enrollment, Marketing, and Communications will contact professors/instructors via email that the student is withdrawing from class for medical reasons. This email will include a request for permission to sign off on the medical withdrawal form for the professor/instructor. Since this request comes after midterm, the Division of Enrollment, Marketing, and Communications will request whether the professor/instructor wishes to assign a grade of W or WF for the course. It is important that the professor/instructor respond to this request via email because this documentation supports the medical withdrawal. In cases where the student is petitioning to change a regular withdrawal to a medical withdrawal, the actual assigned grade (“W”) will not change; if the petition is granted, that withdrawal will not count in the 5 withdrawal policy.
- The Division of Enrollment, Marketing, and Communications Office will then contact the Department Head of the student’s major and the Office of Academic Affairs to request permission to sign off on the student’s medical withdrawal form for them.
- The Division of Enrollment, Marketing, and Communications Office will complete Sections A, B, C and D of the withdrawal form and will forward it to the Registrar’s Office without medical and supporting documentation. All medical and supporting documentation will be on file in the Division of Enrollment, Marketing, and Communications under lock and key.
- Per Family Education Rights and Privacy Act (FERPA) the Division of Enrollment, Marketing, and Communications is not permitted to discuss a student’s medical issues with professors/instructors. (In some clinical programs, the student may subsequently be required to submit medical documentation to their dean or department head prior to enrolling in future coursework as verification that the student is eligible to return to class.)
- If the documentation proves to be untruthful, the University reserves the right not to grant the request or to revoke the withdrawal.
Medical Withdrawal Process Timeline
Students must initiate the late withdrawal process by 5 p.m. of the last class day of the semester. When all the documentation for the late withdrawal has been received and verified after the end of the semester, the Division of Enrollment, Marketing, and Communications will contact the faculty members about a grade change from the already posted grade to a “WP or “WF”. The late withdrawal process should not be used as a way to change already existing grades. If a student appears to have completed the class and been issued a final grade, that student will need to provide further supporting documentation from the course instructor (the late withdrawal verification form to be issued by the Vice President for Enrollment, Marketing, and Communications Office) giving reasons why he or she would support a late withdrawal.
If a petition for a late withdrawal is denied, unclear, or submitted beyond stated deadlines, the case may be referred to an Appeals Committee.
In very rare cases, students may not be able to initiate the withdrawal by 5 p.m. on the last class day of the semester. However, no withdrawal paperwork will be accepted or appeal considered on withdrawal petitions submitted any later than the following:
for a spring or summer class, the last class day the fall semester following that term;
for a fall class, the last class day of the spring semester following that term.