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Withdrawal from Courses

Recommended By: Academic Senate
Approved: Ruben Armiñana, President
Current Issue Date: December 15, 2004
Effective Date: December 15, 2004
Contact Office: Office of the Registrar

Policy #2004-3

In accordance with CSU Executive Order No. 792, it is the policy of Sonoma State University that:

  1. Students may drop a course (or courses) online and without penalty until the drop deadline (check Academic Calendar).
  2. From the drop deadline to the census date (check Academic Calendar), students may withdraw from a course (or courses) online for any reason. Students who withdraw during this period shall receive a non-punitive grade of “W”.
  3. From the census date to the last 20% of instruction, students may withdraw with a “W” from a course (or courses) only for serious and compelling reasons, which must be documented. (SEE DEFINITION BELOW) Students must pay a fee and file a petition (available at Admissions & Records) for each course, stating their reasons for withdrawal and providing documentation, which must accompany the petition. Petitions shall be approved by the course instructor and the chair of the department in which the course is taught.
  4. During the last 20% of instruction, students may withdraw from a course (or courses) only for serious and compelling reasons (SEE DEFINITION BELOW) and where the assignment of an incomplete is not practicable. Procedures are the same as for #3 above. However, for this period, petitions shall also be approved by the Registrar.
  5. Total Withdrawal: A student may withdraw completely from the semester for any reason during the first 80% of instruction by filling out a total withdrawal form (available at Admissions and Records). During the last 20% of instruction, students who wish to withdrawal totally must file a general petition, stating serious and compelling reasons for withdrawal and providing appropriate documentation, which must accompany the petition. These petitions shall be approved by the Registrar.
  6. Retroactive Withdrawal: After a given semester has ended, students may petition to retroactively withdraw from an entire semester if there are serious and compelling reasons for such a withdrawal. The student must file a petition, which must be accompanied by documentation of the serious and compelling reasons. The petition must also be supported by the student’s departmental advisor or by an academic advisor if the student is undeclared. Such petitions shall be approved or denied by the Registrar and the University Standards Committee. Students may withdraw from a single course retroactively if and only if there are serious and compelling reasons affecting a single course (such as being unable to finish a PE course due to a broken leg).
  7. For the purposes of withdrawal, the University defines “serious and compelling reasons” as follows: The standard of “serious and compelling” applies to situations, such as illness or accident, clearly beyond the student’s control. The following situations are typical of those for which “serious and compelling” is appropriate justification for withdrawal. All situations require documentation.
    1. An extended absence due to a verifiable accident, illness, or personal problem serious enough to cause withdrawal from the university.
    2. An extended absence due to a death in the immediate family.
    3. A necessary change in employment status that interferes with the student’s ability to attend class.
    4. Errors made by SSU.
    5. Other unusual or very special cases will be considered on their merit by the University Standards Committee.
  8. The following situations DO NOT fall under the intent of “serious and compelling”:
    1. Grade anticipated in class is not sufficiently high, or student is doing failing work (including plagiarism).
    2. Failure to attend class, complete assignments, or take a test.
    3. Dissatisfaction with the course material, instructional method, or instructor.
    4. Class is harder than expected.
    5. Pressure of other classes, employment, and/or participation in extracurricular activities.
    6. A change of major.
    7. Lack of awareness of the withdrawal process or procedures.
      This standard shall be available to students, faculty, and administrators online and on the Petition to Withdraw from a Course form.
  9. Documentation: All petitions for withdrawal after census date must be accompanied by documentation of the “serious and compelling” reasons for withdrawal. Documentation may include: verification of accident or illness (such as a letter from the treating physician or copies of medical bills), a letter from a licensed counselor, death certificate, employer verification of change of work status, PeopleSoft records, and other like documentation as appropriate.
Updated December 15, 2004 by SSU.policies@sonoma.edu