Withdrawal Policies - Undergraduate
Individual class withdrawal policy
Any student may withdraw from a class until two weeks beyond mid-term of a full semester class. All withdrawals from classes after the term's drop/add/change of schedule period are recorded with a "W" on the student’s permanent academic record along with the official date of withdrawal. (See the university drop/add/change of schedule policy for details on the add/drop/change of schedule period.) Classes shorter than the full term length offered during a semester or during an intersession have withdrawal time limits established on a basis prorated to withdrawal dates for a full semester class.
The student must obtain either the advisor’s or the instructor’s permission to withdraw after the drop/add/change of schedule period has ended. No student is permitted to withdraw from a class later than two weeks beyond mid-term of a semester for a full semester course. Only a grade of "F" or "I" may be recorded for any student who continues past this time period and fails to complete a class. In rare and extenuating circumstances, retroactive withdrawal requests may be granted by the dean’s office of the student, and documented rationale is recorded in the student record. See the withdrawal from UWL policy for other exceptions.
Failure to follow the prescribed procedures and to observe the prescribed time limits for withdrawal from classes will result in the recording of failing grades in discontinued classes. If a student withdraws from a course taken as a "repeat," the original grade earned will remain in the overall grade point average calculation.
Withdrawal from UWL policy
Withdrawal from the university is a matter of major importance. Students considering withdrawal from school, should discuss the matter with an academic advisor, program director, and/or dean prior to initiating action. The official date of withdrawal from all classes will be recorded on the permanent academic record if the student withdraws after classes begin.
Contact the Student Life Office (608.785.8062; studentlife@uwlax.edu; 149 Graff Main Hall) to schedule an appointment and initiate a withdrawal. The Student Life Office provides a checklist which withdrawing students are expected to follow carefully. Withdrawal procedures must be fully completed before a withdrawal becomes official.
An official withdrawal entitles a student to a refund of fees when the withdrawal date falls within a refund period. The official date of withdrawal is the date the withdrawal form is received in the Records and Registration Office. A "W" (Withdrawal) will appear on the student’s academic transcript if the withdrawal date falls after the drop/add/change of schedule period and prior to two weeks after mid-term of a given semester. A grade of "WP" or "WF" will appear if the withdrawal date falls more than two weeks after mid-term. A grade of "WF" will be averaged into the GPA. Withdrawal from the university is not allowed after the three-quarter point of the term. Students who withdraw after classes have begun will be charged a withdrawal fee.
An unofficial withdrawal will result in recording failing grades in discontinued courses and in encumbering of student records if the following obligations to the university have not been met: release from graduate assistantship obligations, if appropriate; returning books to textbook service and Murphy Library; returning other university supplies and/or equipment issued during preceding periods of regular enrollment; clearing a record through an exit interview in the Financial Aid Office, if applicable; and securing a final clearance in the Cashier’s Office with respect to any refund(s) which may be due or obligations unfulfilled regarding university fees, housing or food service arrangements, or accounts, and relinquishing the student identification card.
In some cases, students may request an emergency medical withdrawal from the university.
Note: Pursuant to the regulations of Title IV of the Federal Higher Education Act of 1965, as amended, students who receive student financial aid and receive all F1-F14 grades (recorded as F's) will be subject to the federal Title IV Return of Funds Policy. These students may be required to return funds to the student financial programs and may also be liable for repayments directly to UW-La Crosse.
Medical withdrawal policy
A medical withdrawal is granted in instances where a student is faced with a serious or unexpected condition that completely precludes the student from being able to function as a student and in which the regular university withdrawal process is not appropriate.
A request may be granted to students who experience a serious or unexpected physical or behavioral health condition; who may need to provide care to an immediate family member who is experiencing a serious or unexpected physical or behavioral health condition; or who have experienced the death of an immediate family member. In the case of pre-existing, recurring, or chronic health conditions, documentation must show that the recurrence or worsening of the condition(s) began after initiation of the term for which the withdrawal is requested. Approval will be granted on a case-by-case basis.
Whenever possible, requests for medical withdrawal should begin in the Student Life Office and occur during the term in which the medical condition arose. Students may apply for a retroactive medical withdrawal up to one year after the end of the term in question. The withdrawal request must be supported by a letter from a health care provider which describes the limitations on the student’s continued participation in courses. In the case of death of an immediate family member, an obituary or other official record of death may be requested as documentation. When appropriate, Student Life will consult with the Student Health Center, the appropriate academic dean, the Dean of Graduate Studies and Extended Learning, the appropriate graduate program director, and all of the student's instructors. When the withdrawal is completed, the Records and Registration Office will notify instructors if a grade is required.
For courses in which the student has withdrawn, the permanent academic record will show no credits were earned. The last date of class attendance shall be considered the official withdrawal date to be used by the Records and Registration Office for recording academic record class drops and term withdrawals. The status of the student’s grades at the time of the withdrawal will be posted. The record will show one of the following grades submitted by the instructor: "EP" (emergency withdrawal passing) or "EF" (emergency withdrawal failing). Such grades will not be included in the computation of the term or cumulative grade point average.
Any exception to the policies of the medical withdrawal must be appealed through the Student Life Office to the University’s Committee on Academic Policies and Standards (CAPS) or Graduate Council. A decision by CAPS or Graduate Council is final.
Military withdrawal and leave of absence policy
An enrolled student who is a member of the Armed Forces (including reserve components), receives orders, and is called to duty may elect a military withdrawal or take a military leave of absence from their covered education. Covered education means a course paid for with educational assistance furnished under a law administered by the Secretary (38 U.S.C. §3691A(c)). Furthermore, a currently enrolled student who is the immediate family member of a service member called to duty may elect to take a military leave of absence. Eligible students should contact the Veteran & Military Connection, 223 Graff Main Hall, and Student Life Office, 149 Graff Main Hall, for assistance with the following policies and procedures.
Military withdrawal
An enrolled student who is a member of the Armed Forces may initiate a military withdrawal from all enrolled courses for a term due to military orders if the student does not intend to complete the course work. A military withdrawal may happen immediately prior to or after an academic term begins in which the student is enrolled. A student should request a military withdrawal prior to departure or within four weeks of their return from duty.
An Emergency Withdrawal Passing grade of "EP," incomplete ("I") grades, or normal letter grades will be recorded for each course, depending on dates and the option selected. Refunds will be calculated based on the option selected.
Students who withdraw from the university due to military orders are guaranteed re-entry to the university.
More information, including refund and other procedural details, can be found in the university's full Military Withdrawal and Leave of Absence Policy.
Military leave of absence
A military leave of absence is a period of time the student must be absent from class due to military orders or other legitimate military obligations. A military leave of absence start and end dates are determined by the military period of service. Both members of the Armed Forces and immediate family members of military members are eligible to take a military leave of absence.
If the military leave of absence occurs within a term, the student may still be able to complete the work of the course upon their return. For situations where the student is unable to make up the work by the end of the term, students who are military members may elect to withdraw from the university or individual courses following the Military Withdrawal Policy and procedures or take an incomplete ("I") in their course(s). Students who are immediate family members of military members who elect to withdraw should refer to the Withdrawal from UWL Policy or the Individual Class Withdrawal Policy, and are subject to the rules and deadlines of those policies.
More information, including refund and other procedural details, can be found in the university's full Military Withdrawal and Leave of Absence Policy.
Additional policy information
Military students and their immediate family members currently enrolled at UWL shall not be penalized for medical appointments at a VA facility and other legitimate and unavoidable military obligations, determined by the UWL Veteran Services staff, that are not required by orders. Unavoidable absences outside of military orders are not to exceed ten percent of instruction hours unless given special permission by the instructor to exceed ten percent. Students are not relieved from completing missed assignments or work.
For students who have completed enough work during the impacted term to receive permanent/final passing grades, those will be submitted, recorded and calculated into the GPA according to standard procedures.
Students may elect a combination of withdrawing from individual courses, taking an incomplete, accepting the final earned grade, and/or returning to complete coursework within the term, depending on their particular situation. Tuition and fees apply accordingly.
Related US Code and Veterans Administration regulations
- 38 USC § 3691A
- 38 CFR § 21.7576(e)(1)(ii)
Military withdrawal or leave of absence procedures
For complete procedural information, please see our Records and Registration website.