Excused Withdrawals Due to Medical or Personal Circumstances
An excused withdrawal request may be considered in a case in which serious illness, injury or family tragedy prevents a student from continuing his or her class, and other arrangements or an incomplete from the instructor is not possible. All applications for an excused withdrawal require thorough third-party supporting evidence (i.e. - typed doctor's note, death certificate, etc.) This evidence is required in addition to a typed note from the student with current date and signature of the student. Excused withdrawal requests must indicate the reason, the period of the leave and why the difficulties prohibit the student from completing the semester.
It is the student's responsibility to complete a drop form and obtain each instructor's signature to withdraw from class. Only under extreme extenuating circumstances will the Dean of Students consider processing the drop form for a student: when the student is totally incapacitated, has no individual to designate for assistance. If the student is unable to get to campus: A designee acting on behalf of the student may request signatures of the professors on the drop form by contacting the departments, presenting appropriate identification, permission or documentation and submitting the form to the Registrar.
The Dean of Students will only consider a request for a complete excused withdrawal within the academic year. Applications for partial excused withdrawals are rarely granted and the request must be especially well documented to justify the selective nature of the partial request. [If the request is for a prior semester within one year and the student did not drop or receive a W for the class(es), a grade change from the former professors or appropriate chairperson would have to be granted in order to be considered for an excused withdrawal from the Dean of Students]*
Students are always recommended to meet with an Educational Counselor in the Center for Educational and Retention Counseling (CERC).
Steps in the excused withdrawal process:
- Students may obtain excused withdrawal forms or drop/add forms from the Registrar, Dean of Students Office, Advisement Center, the appropriate Academic Affairs Office or SPS Counselors.
- Students must withdraw themselves from classes prior to submitting a written request to the Dean of Students for consideration for an excused withdrawal. Student obtains the signatures of the professors for each class they are enrolled in if the request to withdraw is initiated after the automatic withdrawal period.
- Signature from a Counselor in the Center for Educational and Retention Counseling: Students are required to meet with and secure the signatures of a CERC counselor if they are withdrawing from more than 9 credits.
- Student signs the drop/add form. Student submits the form to the Registrar for processing.
- Student submits his/her typed request, documentation and supporting evidence to Office of the Dean of Students. Medical reasons will require an original note from your doctor stating you were under his/her care during the time of your absence, the nature of your illness and the fact that this prohibited you from completing the requirements for the courses. This letter cannot be faxed and must be sent directly from your doctor's office to the Dean of Student's office. Personal reasons will require documentation that will support your reasons, i.e., court papers, death certificates, etc.
- Supply any additional documentation that you feel will support your case.
- Excused withdrawal requests should be sent to:
Dean of Students, Nassau Community College,
1 Education Drive, Garden City, New York 11530
- The Office of the Dean of Students will respond to student in writing of approval or denial. If approved, faculty will be notified.
- If the student has requested a refund, the documentation will be forwarded to the Refund Committee.
If you are requesting a partial excused withdrawal Call the Dean of Student's Office at 516.572.7135 for further instructions.
Students receiving financial aid are required to obtain the signature of a Financial Aid Advisor.
- Student contacts the instructor or the department where they took the class regarding the extenuating circumstances for requesting a grade change.
- The instructor contacts the appropriate chairperson.
- If the grade change form is approved and signed, the department submits the form to the Registrar for processing.
- The steps regarding the excused withdrawal process commence.