91¿ì»îÁÖ

1. A student who wishes to add or drop a class must do so either in the Office of Records and Registration (WAC A-203) or online through . Students are directed to retain a copy of all online (Self-Service) transactions for their records. A student may withdraw from a course without academic penalty until the 3/4 point of the semester or term (dates to be determined and published on Self-Service each semester by the Office of Records and Registration). It is the student's responsibility to take all action necessary to withdraw from a class. A grade of W will appear on the record for any withdrawal from a class after the institutional refund date.
   The University does not refund tuition for students who have failed to drop courses during the prescribed time period. A student may submit a Financial Hardship Withdrawal Appeal when extenuating financial, physical, or other hardship circumstance as noted in the policy caused a late withdrawal from one or multiple courses. The financial appeal process is only for appeal and review of tuition charges due to these circumstances. The appeal can be found on the Office of Student Accounts Policies webpage. Students requesting a refund must be current with financial obligations to the University at the close of the term prior to the refund request. A University committee will review the circumstances surrounding the request and notify the student, in writing, of the result. All decisions are final. For students using U.S. Department of Veterans Affairs educational benefits, if your withdrawal results in an overpayment, you will need to work with the Office of Student Accounts/Office of Financial Aid to pay any outstanding balance for tuition and fees.
2. After the first week of a section, a student must have the instructor's signature to add a class. The last day a student may register for any course that has already begun will coincide with the last day to drop a course and receive a full refund.
3. Resident students must formally withdraw from housing when leaving permanently, either in the Office of Residence Life or by completing the Housing Withdrawal Form on .

University Withdrawal Policy for Undergraduate Students

Any undergraduate student who wishes to withdraw from active enrollment at Saint Xavier University must complete the formal institutional withdrawal process outlined below. Institutional withdrawal is defined as the removal of a student from 91¿ì»îÁÖ enrollment for the current and future semesters. Temporary withdrawal, which allows a student to pause enrollment with the intention to return, is outlined separately below. This process differs from a medical or compassionate withdrawal, which accommodates a short-term withdrawal after which a student intends to re-enroll under specific circumstances; these are governed by separate policies and procedures.

Withdrawal from the University is a significant decision that can impact a student's academic progress, financial aid, housing, and other University services. As such, students are required to meet with an academic support specialist (Center for Learning and Student Support) before the Office of Records and Registration removes or pauses a student's enrollment. This meeting ensures students understand the potential academic, financial, and other implications of withdrawal.

Withdrawal Process

1. Appointment with the Center for Learning and Student Support

Students must schedule an appointment with an academic support specialist in the Center for Learning and Student Support to discuss their intent to withdraw from Saint Xavier University. Appointments can be scheduled through Navigate, and the student must select "I would like to permanently withdraw from 91¿ì»îÁÖ" as the appointment type.

During this appointment, the Center for Learning and Student Support will work with the student to understand the reason for withdrawal and identify potential barriers in the student's academic journey. When appropriate, students may be offered intervention options and may choose whether to pursue them.

If a student wishes to continue with University withdrawal after meeting with their academic support specialist, they will be provided with a withdrawal form, which will be signed by the student and the academic support specialist upon receiving counsel. The academic support specialist may direct the student to other relevant offices to ensure that the student has the necessary information for a proper transition out of the University.

2. Coordination with Relevant Offices

A student may be directed to relevant offices depending on their situation. These offices include, but are not limited to, Financial Aid, Student Accounts, Student Life, the Transfer Student Services Center, etc. Students are also strongly encouraged to reach out to their faculty mentor and academic advisor.

Institutional withdrawal may have financial aid and billing implications. Withdrawing from 91¿ì»îÁÖ does not automatically release students from billing obligations and may impact future financial aid eligibility, including for students interested in transferring out of 91¿ì»îÁÖ. Thus, it is important for students to review 91¿ì»îÁÖ's withdrawal and tuition refund schedule. Every student's financial aid and billing situation is different, so it is strongly encouraged for students to meet with the Office of Financial Aid and/or the Office of Student Accounts to review the financial implications, balances owed, or balance recalculations if applicable.

3. Submit the Completed Form to Records and Registration

A student's enrollment at 91¿ì»îÁÖ is not paused or removed until the required form is submitted and processed by the Office of Records and Registration. The form, provided by the Center for Learning and Student Support, must be submitted by the student, either in person or by emailing registrar@sxu.edu.

Guidance for Students Intending to Return

A temporary withdrawal allows a student to pause their academic enrollment with the intention of returning to 91¿ì»îÁÖ. Temporary withdrawals are limited to no more than two consecutive semesters including the semester they are withdrawing from; students seeking a longer absence must reapply for admission. Undergraduate students may request a temporary withdrawal for the current or future semester by scheduling an appointment with their academic support specialist. Appointments can be scheduled through Navigate, and the student must select "I would like to temporarily withdraw from 91¿ì»îÁÖ" as the appointment type.

Prior to submitting a request, students are required to meet with their academic support specialist, who will then provide the student with the withdrawal form and direct them to Financial Aid and other relevant offices if necessary. If a student intends to take courses at another college or university during their temporary withdrawal from 91¿ì»îÁÖ, they are required to speak with the Transfer Student Services Center to discuss the eligibility of transfer credits.

Additionally, the University's withdrawal refund schedule applies to all temporary withdrawals. Students who have been dismissed from the University are not eligible for temporary withdrawal.

At the end of temporary withdrawals, students must communicate with the Office of Records and Registration to coordinate their return and registration. It is strongly encouraged for students to meet with their academic advisor to discuss their course offerings and degree progress. Students who are eligible to re-enroll will return on the same academic standing as when they left.

Important Considerations:

• Withdrawal may affect tuition charges, financial aid, and refund eligibility. Students are responsible for reviewing their student account and contacting the Office of Financial Aid and the Office of Student Accounts for clarification.
• Simply notifying an instructor, University staff, ceasing to attend classes, or leaving campus does not constitute an official withdrawal from the University.
• Students who do not complete the formal withdrawal process may receive failing grades and may continue to be billed for tuition and fees, in accordance with University policy.
• Completing the formal withdrawal process does not guarantee the removal of charges or financial responsibility. Students are responsible for reviewing the tuition refund schedule and contacting the Office of Financial Aid and the Office of Student Accounts with questions regarding billing or financial aid.
• Following an institutional withdrawal, students may receive communication from the Office of Student Accounts regarding their billing status. A student's bill is not canceled when a student's registration is withdrawn, and a balance may still be owed.
• Students seeking a medical or compassionate withdrawal should review the respective policies, as these procedures differ from an institutional withdrawal.
• Students who wish to return to 91¿ì»îÁÖ after a temporary withdrawal must reapply for admission if they are gone for two or more consecutive semesters.
• Students who reapply may be required to meet with an academic support specialist before returning. It is also strongly encouraged that students meet with the Office of Financial Aid during the readmission process.
• Veterans and military-connected students are strongly encouraged to speak to the compliance advisor of student veterans and athletes.
• Athletes who wish to withdraw must consult the compliance advisor regarding guidelines for entry/reentry and financial aid.
• Students should check with their individual major and its policy for the withdrawal process.
• Graduate students considering withdrawal should reach out to their department.

Medical Withdrawal

Policy

A student may request a Medical Withdrawal in extraordinary cases in which a serious and unexpected condition (i.e., illness or injury) prevents them from continuing their classes and functioning as a student, and for which the regular University withdrawal process is not appropriate. This policy considers both physical and mental health difficulties.

The illness or injury must have prevented the student from meeting the academic and social demands of their course(s) in the current or most recently concluded academic term for more than two weeks. The injury or illness must have begun or unexpectedly worsened during this particular academic term.

Examples:

• Severe injury or illness, with prolonged recovery, and/or ongoing, close medical monitoring;
• Severe complications of a chronic medical condition;
• New diagnosis of a life-threatening condition; or
• Non-elective surgery with prolonged recovery.

A Medical Withdrawal may allow a student to receive potential grade change(s) from a posted grade to a "W" for courses interrupted by an unexpected illness/injury; however, a granted medical withdrawal does not provide financial reimbursement or waiver of a balance due. All requests for withdrawal require thorough and credible documentation.

A committee of staff who provide direct service to students will determine the appropriateness of the Medical Withdrawal request and whether an administrative hold on the student's account is indicated. Members of this committee will include representatives from Academic Affairs (to include the student's program, department, or school/college), the Center for Accessibility Resources, the Student Advising Center, the Center for Learning and Student Support, the Office of the Dean of Students, and the Offices of Financial Aid, Student Accounts, and Records and Registration. Requests are reviewed on an as-needed basis.

Medical Withdrawal shall be granted for a minimum of one (1) semester and may be granted only after review and approval of the Medical Withdrawal Committee. Due to the nature of a medical situation, consideration is for a complete withdrawal from all courses in the current or most recently-concluded term.

The student's health and their ability to resume academic responsibilities are central to determine whether the student may return from a Medical Withdrawal. A student is encouraged to take the needed time off before returning to coursework, as a second Medical Withdrawal will not be granted within any 12-month period.

Current, up-to-date medical documentation must accompany requests to return from a Medical Withdrawal. A student is expected to actively engage in taking the necessary steps to seek treatment, consistent with the health condition. In such cases, the follow-through and compliance with treatment recommendations may be considered.

Removal of an administrative hold on a student's account must be authorized by a committee designee before the student can register for a future academic term or be readmitted to the University.

If a Medical Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, the Center for Accessibility Resources, the Student Advising Center, the Center for Learning and Student Support, the Office of Financial Aid, the Office of Records and Registration, etc.) as appropriate. University support services (counseling, etc.) may still be available to the student during their time away, as appropriate, and as approved by the Dean of Students.

Placement in nursing clinicals, CSD clinical experiences, student teaching, or other field/practicum experiences upon return is not guaranteed.

Submitting this request does not guarantee a favorable outcome. A student who requests a Medical Withdrawal will receive notification if their request is denied. They should consult with their academic advisor, financial aid counselor, and/or the Office of Student Accounts to determine other options.

Procedure (to request a Medical Withdrawal):

A student should complete a and include the following information/documentation:

1. Student's name and contact information;
2. The student's personal statement, which explains in their own words, why/how they are unable to complete the course(s). The committee will have no background information to consider, so the student should fully explain the situation thoroughly.
3. Sufficient supporting documentation that provides evidence for the need to withdraw. All requests require some form of corroborating documentation, and in some cases, more than one type of documentation may be required. Documentation should include a letter from the attending health care provider, typed on the health care provider's letterhead/stationery, which specifies the following:
   1. Date of onset of illness;
   2. Starting/ending dates during which the student is/was under professional care;
   3. General nature of the student's medical condition;
   4. Last date the student was able to attend class(es);
   5. Why/how it prevented the student from completing coursework; and
   6. Date of the student's anticipated return to class(es).
4. The course(s) title(s) from which the student will withdraw. Due to the nature of a medical situation, consideration is for a complete withdrawal from all courses in the current or most recently concluded term.

All requests for a Medical Withdrawal for the current term must be submitted online no later than noon on the Wednesday of the last week of classes before final exams week. Requests received after this deadline will not be considered.

If a Medical Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, the Center for Accessibility Resources, the Student Advising Center, the Center for Learning and Student Support, the Office of Financial Aid, the Office of Records and Registration, etc.) as appropriate.

Placement in nursing clinicals, CSD clinical experiences, student teaching, or other field/practicum experiences upon return is not guaranteed.

Submitting this request does not guarantee a favorable outcome. A student who requests a Medical Withdrawal will receive notification if their request is denied. They should consult with their academic advisor and financial aid counselor to determine other options.

Compassionate Withdrawal

Policy

A student may request a Compassionate Withdrawal in extraordinary cases in which a serious and significant personal situation prevents them from continuing their classes and functioning as a student and for which the regular University withdrawal process is not appropriate.

An extraordinary personal situation, not related to the student's own personal physical or mental health, must have prevented the student from meeting the academic and social demands of their course(s) in the current or most recently concluded academic term for more than two weeks. The situation must have begun or unexpectedly continued during this particular academic term.

Examples:

• Care of a seriously ill child or spouse;
• Becoming the primary caregiver for another family member with a serious health condition;
• Death in the student's immediate family;
• Being a victim of a serious crime (assault, domestic violence, etc.); or
• Natural disaster, including house fire.

A Compassionate Withdrawal may allow a student to receive potential grade change(s) from a posted grade to a "W" for courses interrupted by an unexpected situation; however, a granted compassionate withdrawal does not provide financial reimbursement or waiver of a balance due. All requests for withdrawal require thorough and credible documentation which is appropriate to the circumstances.

A committee of staff who provide direct service to students will determine the appropriateness of the Compassionate Withdrawal request and whether an administrative hold on the student's account is indicated. Members of this committee will include representatives from Academic Affairs (to include the student's program, department, or school/college), the Center for Accessibility Resources, the Student Advising Center, the Center for Learning and Student Support, the Office of the Dean of Students, and the offices of Financial Aid, Student Accounts, and Records and Registration. Requests are reviewed on an as-needed basis.

Compassionate Withdrawal shall be granted for a minimum of one (1) semester and may be granted only after review and approval of the Compassionate Withdrawal Committee. Usually, consideration is for a complete withdrawal from all courses. Application for less-than-complete withdrawal (i.e., for only certain courses of a student's entire course load during one academic term) must be especially well-documented to justify the selective nature of a Compassionate Withdrawal request for only certain course(s).

The student's ability to resume academic responsibilities are central to determine whether the student may return from a Compassionate Withdrawal. A student is encouraged to take the needed time off before returning to coursework, as a second Compassionate Withdrawal will not be granted within any 12-month period.

Current, up-to-date documentation must accompany requests to return from a Compassionate Withdrawal. Because of the nature and individual circumstances of a Compassionate Withdrawal Request, its supporting documentation will also vary and must be appropriate to the situation. For example, a Compassionate Withdrawal Request made to care for a seriously ill child or other family member may require documentation similar to that needed in support of a Medical Withdrawal Request (physician's letter, etc.). Other required, acceptable documentation may include police reports, obituaries, legal documents, restraining orders, airline ticket receipts, newspaper clippings, etc. This documentation may be required for review upon a student's application to return to class(es).

Removal of an administrative hold on a student's account must be authorized by a committee designee before the student can register for a future academic term or be readmitted to the University.

If a Compassionate Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, the Center for Accessibility Resources, the Student Advising Center, the Center for Learning and Student Support, the Office of Financial Aid, the Office of Records and Registration, etc.) as appropriate. University support services (counseling, etc.) may still be available to the student during their time away, as appropriate, and as approved by the Dean of Students.

Placement in nursing clinicals, CSD clinical experiences, student teaching, or other field/practicum experiences upon return is not guaranteed.

Submitting this request does not guarantee a favorable outcome. A student who requests a Compassionate Withdrawal will receive notification if their request is denied. They should consult with their academic advisor, financial aid counselor, and/or the Office of Student Accounts to determine other options.

Procedure (to request a Compassionate Withdrawal):

A student should complete a  and include the following information and documentation:

1. Student's name and contact information;
2. Student's personal statement, which explains in their own words, why/how they are unable to complete the course(s). The committee will have no background information to consider, so the student should fully explain the situation thoroughly.
3. Sufficient supporting documentation that provides evidence for the need to withdraw. All requests require some form of corroborating documentation, and in some cases, more than one type of documentation may be required. Documentation should include a detailed explanation of the circumstances that require the student to withdraw from courses. This may include documentation similar to that needed in support of a Medical Withdrawal Request (physician's letter, etc.), or police reports, obituaries, legal documents, restraining orders, airline ticket receipts, newspaper clippings, etc. Documentation should specify the following:
   1. General nature of the student's circumstances;
   2. Last date the student was able to attend class(es);
   3. Why/how it prevented the student from completing coursework; and
   4. Date of the student's anticipated return to class(es).
4. The course(s) title(s) from which the student will withdraw. Usually, consideration is for a complete withdrawal from all courses. Application for less-than-complete withdrawal (i.e., for only certain courses of a student's entire course load during one academic term) must be especially well-documented to justify the selective nature of a Compassionate Withdrawal request for only certain course(s).

All requests for a Compassionate Withdrawal for the current term must be submitted online no later than noon on the Wednesday of the last week of classes before final exams week. Requests received after this deadline will not be considered.

If a Compassionate Withdrawal request is approved, the student will be notified, and documentation will be forwarded to the appropriate offices (academic advisor, the Center for Accessibility Resources, the Student Advising Center, the Center for Learning and Student Support, the Office of Financial Aid, the Office Records and Registration, etc.) as appropriate.

Placement in nursing clinicals, CSD clinical experiences, student teaching, or other field/practicum experiences upon return is not guaranteed.

Submitting this request does not guarantee a favorable outcome. A student who requests a Compassionate Withdrawal will receive notification if their request is denied. They should consult with their academic advisor and financial aid counselor to determine other options.

Policy approved 3/1/2022. Forms updated 11/16/2022.