It is important to note the potential impact that a withdrawal may have on a student such as, but not limited to: financial aid, housing, health insurance, meal plan, veteran benefits, visa status, campus services, athletic status and/or academic implications. Be sure to meet with the appropriate campus representatives to review your situation.
Types of Withdrawals:
- Term Withdrawal
- Extenuating Circumstances Withdrawal
- Retroactive Withdrawal
The following information for term withdrawal is for undergraduate students only. Graduate students should review the withdrawal policy in the Graduate Catalog for more information.
Students desiring to withdraw from an academic term should meet with an academic advisor to review consequences and policies.
The student must then submit an official Term Withdrawal Form.
After the student has obtained the signatures of the various officials designated on the form, the student must submit the form to the Office of the Registrar for final approval by email at firstname.lastname@example.org. The Office of the Registrar will accept scanned forms sent from the student’s ECU email.
Withdrawal Requests Made Within 60% of the Academic Term: A student may withdraw from the university without receiving grades for courses in which he/she is enrolled.
Withdrawal Requests Made Beyond 60% of the Academic Term: A student withdrawing shall receive no credit for courses in which he/she is passing at the time of withdrawal. However, a student will receive a grade of F for all courses in which he/she is failing at the time of withdrawal.
This policy is for undergraduate and graduate students. Students can apply for an Extenuating Circumstance Withdrawal after the course adjustment period has passed. Extenuating Circumstance Withdrawals are reviewed by a committee and are granted only for unforeseen and uncontrollable events and are over and above the course of everyday experience. Official documentation must be submitted and provide evidence that the extenuating circumstances were unforeseeable and unavoidable and caused a serious disruption in academic functioning. Applications must be submitted before 5:00 pm on the last day of regularly scheduled classes to be considered by the committee. Incomplete applications or insufficient documentation will not be reviewed. Students seeking to withdraw after the last day of classes, or whose application is denied by the Extenuating Circumstances Withdrawal Committee may appeal to the Student Academic Appellate Committee (SAAC).
For students requesting an Extenuating Circumstances COURSE withdrawal from a specific course or courses, but not an Extenuating Circumstances TERM withdrawal from all courses, the Extenuating Circumstances Withdrawal Committee requires a detailed rationale stating why and how the extenuating circumstances only apply to some, but not all, of their courses. Providing documentation that supports the student’s claim (i.e., e-mail from faculty) will assist the Committee in making an informed decision.
Please refer to the Extenuating Circumstances Meeting Schedule for a list of deadlines and meetings.
Examples of Extenuating Circumstances and Required Documentation Include:
- Medical Emergency:
Certification by an appropriate medical professional of a serious disruption in academic functioning for medical reasons. A letter of explanation and guidance for your service provider is available here:
EC WD Medical Documentation Request Letter (PDF)
Certification by a licensed mental health professional of inability to continue for psychiatric/psychological reasons. A letter of explanation and guidance for your service provider is available here:
EC WD Medical Documentation Request Letter (PDF)
- Unforeseen Personal Hardship:
Verification that a documented unforeseeable circumstance of any kind resulted in it being unreasonable for the student to continue. Examples include: police report, court/legal documentation, and/or an insurance claim confirming the destruction of primary residency due to fire, obituary, etc.
- Military Service Obligation:
Verification that the student has been called to active duty or training in the United States Armed Forces, including service in the National Guard or Reserve.
Requests for an Extenuating Circumstance Withdrawal will NOT be considered if the withdrawal is based on:
- Poor Performance
- Missed Deadlines
- Change of Major
- Academic Status
- Employment Conflict
Steps for Applying for Extenuating Circumstance Withdrawal
- Consult with your advisor before initiating a withdrawal to discuss the academic implications of the intended withdrawal.
- Organize the details of your case. It’s often helpful to write a statement detailing the grounds for your request to withdraw (for example, what occurred, when it occurred, how it affected you, and what you have done or plan to do about it).
- Organize your documentation to verify the facts of your request. It is the student’s responsibility to notify providers of the expectation(s) for documentation as well as the application deadline. Applications must be submitted before 5:00 pm on the last day of classes to be considered by the Extenuating Circumstances Withdrawal Committee. Incomplete applications or insufficient documentation will not be reviewed.
Please note: The Extenuating Circumstances Withdrawal form is deactivated following the last day of class each semester. Students seeking withdrawal options following the last day of class should complete the Student Academic Appellate Committee process. The form will reopen on the first day of class the following semester.
What happens after the committee has reviewed a student request
A decision letter will be sent to the student via their ECU email address within one week following the committee meeting.
- The student will be withdrawn without grades and the letter W will reflect on their official transcript for that academic term. A hold tag is placed on the student’s account which prevents registration for classes. If the student is already registered for classes then classes may be dropped. A student must submit a Petition to Return with supporting documentation to remove the hold from their account. Note, students who previously enrolled at ECU and discontinued their enrollment for any reason and any length of time must apply for readmission. Refer to the Office of Undergraduate Admissions or Graduate Admissions regarding the readmit process.
- If a student’s request is denied, their current grades will remain in place. Students are given the opportunity to appeal this decision through the Student Academic Appellate Committee (SAAC). The decision of the Student Academic Appellate Committee is final.
- The SAAC appeal process is only available to undergraduate students. Graduate students who wish to appeal the Extenuating Circumstance Withdrawal decision would need to contact the department of study to discuss their academic options.
|Date of Meeting
|Last Day to Submit All Paperwork
|June 22, 2023
|June 19, 2023** -End Summer Session 1
|August 3, 2023
|July 27, 2023** -End Summer Session 2 & 11-week Summer
|September 7, 2023
|August 31, 2023
|October 12, 2023
|October 5, 2023** -End Fall Block 1
|November 2, 2023
|October 26, 2023
|November 30, 2023
|November 22, 2023
|December 7, 2023
|November 29, 2023** -End Fall Block 2
December 4, 2023** -End Fall 15-week
|February 1, 2024
|January 25, 2024
|March 29, 2024
|February 22, 2024** -End Spring Block 1
|April 4, 2024
|March 28, 2024
|April 25, 2024
|April 18, 2024
|May 2, 2024
|April 17, 2024** -End Spring Block 2
April 23, 2024** -End Spring 15-week
**Applications must be submitted before 5:00 pm on the last day of classes to be considered by the Extenuating Circumstances Withdrawal Committee. Incomplete applications or insufficient documentation will not be reviewed.
Undergraduate students may appeal to the Student Academic Appellate Committee (SAAC) for a retroactive term withdrawal (previous semesters) or for a term withdrawal without grades (current semester). Graduate students request a retroactive withdrawal by sending an email to the graduate school (email@example.com) with the request.
For undergraduate students, the basis of such an appeal must be issues or events of an extreme nature that were unforeseen and uncontrollable by the student and that occurred after the first 60% of the semester. For additional information, please refer to Student Academic Appeals.
Returning after Withdrawal:
After an Extenuating Circumstance withdrawal, a withdrawal tag is placed on their records that prevents them from Registering for any upcoming terms. If a student wishes to return to their studies, they must go through the Petition to Return process.
- Organize the details of your case. It’s often helpful to write a statement detailing the progress made since your withdrawal (why you’ve withdrawn, steps taken to better situation since withdrawing, how you are preparing for entering back into University life, etc.)
- Organize your documentation to verify the facts of your request. It is the student’s responsibility to notify providers of the expectation(s) for documentation as well as the application deadline. Applications must be submitted before 5:00 pm on the deadline. Incomplete applications or insufficient documentation will not be reviewed. A letter of explanation and guidance (PDF) for your service provider is available.
- Application for Petition to Return
- A decision letter will be distributed to the student via email address provided on the Petition to Return application within one week following the committee meeting.
|Requested Term to Return
|Deadline to Submit ALL paperwork
|First Summer Session 2023
|May 8, 2023
|Second Summer Session 2023
|June 15, 2023
|August 7, 2023
|January 2, 2024
Please note that if a student has sat out for one entire academic term, they will need to re-apply to ECU as a readmit student. The processes for readmission for Undergraduate and Graduate school are different and have separate deadlines than the Petition to Return. It is the student’s responsibility to contact the appropriate admissions office to find out this information.
If you are in immediate need of assistance, please contact the Dean of Students Office by phone at 252-328-9297 or by email at firstname.lastname@example.org.
Are students and parents allowed to sit in during the meeting while their case is being reviewed?
The Extenuating Circumstances Withdrawal Committee bases their decision upon the documentation and application submitted by the student prior to the meeting. Therefore, the student does not attend the meeting.
I am seeking a withdrawal based on a medical reason(s). What kind of medical documentation is the Extenuating Circumstances Withdrawal Committing looking for?
You can obtain documentation from your healthcare provider by giving them a EC WD Medical Documentation Request Letter (PDF).
Can I pursue individual course withdrawals verses a full-term withdrawal?
Yes. Please note though, you will need to provide clarification and supporting documentation as to why you are only pursing a course withdrawal verses a full-term withdrawal.
When does the Dean of Students Office need the application and supporting documentation?
An Extenuating Circumstances application must be completed by the student and submitted with the proper documentation to the Dean of Students Office by the deadlines provided each year. Please see the Extenuating Circumstances Withdrawal Committee Meeting Schedule table.
I have submitted an Extenuating Circumstances Withdrawal application, do I need to still attend classes?
Students are encouraged to still attend their classes to the best of their ability, if they are capable. In the event a student’s request is denied, their current grade will remain in place. Students need to discuss with their medical provider(s) if they are well enough to continue attending until their case is reviewed by the Extenuating Circumstances Withdrawal Committee.
I am in a specialized major, such as nursing. If I am granted an Extenuating Circumstances Withdrawal, will I be guaranteed a spot in my program when I return?
An Extenuating Circumstances Withdrawal from the Dean of Students Office does not guarantee your spot in a program. It is up to each individual major/program to approve readmitted students who have been granted an Extenuating Circumstances Withdrawal. It is highly encouraged that you speak to your academic advisor and/or department regarding a withdrawal and any possible implications it may have. If you are in graduate school, it is also encouraged that you inquire directly with the Graduate School on how a withdrawal may affect your standing.
Why is an Extenuating Circumstance Withdrawal tag placed on my records?
The Dean of Students Office places a tag on a student’s records in order to prevent them from returning to school before sufficient documentation is provided indicating that they are well enough to return.
How do I have an Extenuating Circumstance Withdrawal tag lifted off my records?
You will need to follow the petition to return guidelines listed in the “Returning after Withdrawal” portion of this webpage.
Once the Dean of Students Office is in receipt of this paperwork, it will be presented to the Extenuating Circumstances Withdrawal Committee for review. If you are approved to return, the tag will be lifted and you will be able to register for classes and/or apply for readmission through the Undergraduate Admissions or Graduate Admissions Office.
If I am approved for an Extenuating Circumstances Withdrawal, how will it reflect on my school records?
A “W” will show on your transcript, which is no different than if you had completed a term withdrawal.
I was sick last semester and my academics suffered because of it. Can I apply for a retroactive Extenuating Circumstances Withdrawal though the Dean of Students Office?
No. You will need to contact the Student Academic Appellate Committee also known as SAAC. They are located in the Registrar’s Office. Their office is located at 207 East Fifth Street and their telephone number is (252) 328-6077. You will need to fill out an application (PDF).
My Extenuating Circumstances Withdrawal case was denied. Can I appeal this decision?
Yes. If you are an undergraduate student, you may appeal the Extenuating Circumstances Withdrawal Committee’s decision to the Student Academic Appellate Committee (SAAC) by contacting Ms. Marianne Cox within the Center for Academic Services Office at either CAS@ecu.edu or at (252) 328-6077.
Will I receive any money back if I am approved for a withdrawal?
An approval does not guarantee any money back. It is the student’s responsibility to contact the Cashiers Office and/or Financial Aid Office to discuss this further.
I am unsure if I qualify for an extenuating circumstance withdrawal; my circumstance is not listed. Can I speak with someone?
Yes. Contact the Dean of Student’s Office at 252-328-9297 or email DOS@ecu.edu and someone will assist you.