Withdrawals

WITHDRAWALS FROM COURSES
Withdrawals prior to the established deadline for each semester may be made without grade penalty. The notation “W” is recorded. The student is ultimately responsible for withdrawing from class when appropriate and can do so by emailing the Records Office at records@chaminade.edu from their Chaminade email. Student should indicate their intent to withdraw, their name, Chaminade ID number, and specific course(s) they wish to be withdrawn from.

Students in the Undergraduate Program may Withdraw without Record from a course until the last day of week 5 of a 15 to 16 week semester. Students in the Online Undergraduate program may Withdraw without Record until Wednesday of week 3 of a 10-week term. In the case of undergraduate courses of other lengths, the last date of withdrawal will be set at the corresponding point of the term, that is, when the course is approximately 25 percent complete. If a student withdraws by this date, the course does not appear on the student’s official transcript. The deadline for withdrawal will be listed in the term schedule of courses.

Only when the student presents written evidence such as military orders or other reasonable justifying documentation for post-deadline withdrawal will the request be approved. If the withdrawal is requested for medical reasons, the student will be referred to the Dean of Students.

WITHDRAWALS BY INSTRUCTOR
Students who miss two consecutive weeks of class, prior to the withdrawal deadline, may be withdrawn by the instructor. The instructor may initiate the administrative withdrawal for the student by emailing the Records Office at records@chaminade.edu from their Chaminade email. Instructors should indicate the name of the student to be withdrawn, the student’s Chaminade ID number, and specific course(s) they wish the student to be withdrawn from. Withdrawals are only effective for tuition refunds when initiated by the student during the refund periods and in accordance with the appropriate refund schedule. The student must obtain written permission from the instructor to be re-enrolled in a class from which the student has been withdrawn.

WITHDRAWALS BY UNIVERSITY ADMINISTRATION
If the instructor does not confirm that the student is academically engaged in a course by the fourth week of class, the person claiming the federal tax deduction, if known, will be notified of the situation. If the situation is not resolved by the end of the fifth week, the student will be administratively removed from the class. Please note that this will have the same effect on financial aid as a voluntary withdrawal.

WITHDRAWALS FROM THE UNIVERSITY
Complete withdrawal from the University for Day Undergraduate students may be initiated through the Office of the Dean of Students, the Office of Advising and Career Development, or the Records Office. A University Withdrawal form will need to be completed and an exit interview with the Dean of Students is required. The University Withdrawal form can be found on the Chaminade Portal under “Student Forms” or a hard copy may be picked up in any of the aforementioned offices on the main campus. Withdrawal from the university becomes official only after the student has submitted a completed Withdrawal form, signed by the appropriate personnel, to the Records Office. Withdrawals past the allowed University deadline will be permitted only for serious reasons, and with the approval of the Provost. Refer to the current Academic Calendar for these dates.

WITHDRAWALS FROM THE UNIVERSITY FOR MEDICAL REASONS
Medical withdrawals from the University are intended to allow a student sufficient time away from campus for a sustained recovery and/or stability and for activities that contribute to a successful return.

A student may request and be considered for a medical withdrawal from the University due to physical and/or mental health reasons from the University during any period in an enrolled semester when a condition prevents a student from continuing his/her studies. If approved, a complete withdrawal is granted for a minimum of one full semester or term. A student who medically withdraws in good standing will be re-admitted following the procedures below with the approval of the Dean of Students. The student must complete and submit a Withdrawal from the University form, to be approved by the Dean of Students. Please note that the medical withdrawal process does not dismiss/waive any legal, disciplinary, housing, meal plan, or other student responsibilities to the university.

Undergraduate and graduate students receiving any financial aid or scholarships should consult with staff in the Office of Financial Aid about the potential financial impact of withdrawing.

Documentation
Documentation of the serious nature of the medical and/or mental health condition must be provided to the Dean of Students from a licensed or board certified physician, psychologist, and/or psychiatrist. This assessment or letter must support the student’s claim that the medical/mental health condition precludes class attendance and performance of academic work.

Documentation must be dated concurrent with the semester in which the Medical Withdrawal is being requested. When it is for a mental health reason, a recommendation from Chaminade University’s Counseling Center may also be required by the Dean of Students.

To be considered for a medical withdrawal, a student must submit all required documentation within 30 days of the original request.

If a medical withdrawal is granted before the end of add/drop and/or withdrawal periods, the course withdrawal policy will apply. If the medical withdrawal occurs past the withdrawal period, a W will be recorded unless the student is willing and able to negotiate completing the courses using another modality such as online courses.

Financial Implications
Room and board refunds for Medical Withdrawals during the semester will be in accordance to the University’s Refund Policy listed in the Student Handbook. Fees are non-refundable per University policy.

Exceptions to the Refund Policy will be assessed and a decision may by Dean of students in consultation with the Financial Aid and Business Offices. No tuition refunds will be granted if the student earns any amount of credit(s) for the semester.

Re-admission Process
The student must apply for re-admission through the Office of the Dean of Students. The student must submit a completed Medical Leave Re-admission Packet or other required documentation as stated in the letter to the student upon withdrawal. The Packet can be obtained through the Office of the Dean of Students and contains the following:
1. Student Questionnaire which must be completed by the student and submitted to the Dean of Students.
2. Healthcare Provider Report which must be completed by and received directly from a licensed or board certified physician, psychiatrist, and/or psychologist 30 prior to the student’s/client’s requested re-entry date to the University