Withdrawal

It is recognized that, on occasion, students’ circumstances might force them to withdraw from a class prior to its completion. It is the student’s responsibility to initiate withdrawal procedures. Failure to officially withdraw from a class can result in a grade of “F” or “NP” being assigned.

Effective May 2009, many of the processes for course withdrawal related to course repetition have changed for California Community Colleges. In order to comply with the recent revisions of Title 5, students are advised to see an academic counselor prior to withdrawing from a course.

For the purpose of this policy, a “W” indicates that the student has withdrawn from a course without affecting the student’s grade point average. A “W” is given, therefore, under the following conditions and in the manner prescribed below:

Semester Courses

First Two Weeks of the Semester

A student or instructor may initiate a withdrawal. No notation shall be made on the student’s academic record.

Third Week through Twelfth Week

The student or instructor may initiate a withdrawal. A “W” shall be recorded on the student’s academic record.

Remainder of Course

The student may no longer withdraw from college after the twelfth week. The academic record of the student shall reflect a symbol or grade other than “W.” Under extenuating circumstances, a “W” may be granted after the twelfth week if the student files a Petition for Exception that is approved by the Admissions and Records Office.

Short Term Courses

Until the Day Prior to the First Census

The student or instructor may initiate a drop. No notation shall be made on the student’s academic record. Contact the Admissions and Records Office or see the deadlines printed under the CRN in the class schedule.

From the First Census Through the Withdrawal Date

The student or instructor may initiate a withdrawal up to the time three-fourths of the course has elapsed. A “W” shall be recorded on the student’s academic record. Contact the Admissions and Records Office or see the deadlines printed under the CRN in the class schedule for specific courses.

Remainder of the Course

A student may no longer withdraw from classes after the withdrawal date. The academic record of the student shall reflect a symbol grade other than “W.” Under extenuating circumstances, a “W” may be granted after the withdrawal date if the student files a Petition for Exception that is approved by the Admissions and Records Office.

Weekend Seminars

Until the Day Prior to the First Day of the Seminar

The student or instructor may initiate a withdrawal. No notation shall be made on the student’s academic record.

After the Seminar Begins

The instructor may drop, with a “W,” those students who do not attend the seminar. Those who do attend must receive a symbol or grade other than a “W.” Under extenuating circumstances, a “W” may be granted after the withdrawal date if the student files a Petition for Exception that is approved by the Admissions and Records Office.

Summer Intersession Courses

First Week

Students are to check with the Admissions and Records Office for appropriate withdrawal dates or see the deadlines printed under the CRN in the class schedule.

Open-Entry Courses

As often as possible, open-entry courses shall be treated according to the regulations for semester courses. Contact the Admissions and Records Office for further information.

Excused Withdrawal (WE)

Beginning with the Spring 2019 semester, a student may petition for an Excused Withdrawal (WE) in the event extenuating circumstances that happen after the last date to withdraw from a course as published in the Academic Calendar. To petition for an Excused Withdrawal, students must complete and sign a Petition for Exception form and submit it to the Admissions and Records Office. Students who request a WE must attach documentation of the extenuating circumstance for verification to his/her petition. Acceptable reasons for a WE include:

  • Job transfer outside the geographical region
  • Illness in the family where the student is the primary caregiver
  • An incarcerated student in a California State Prison or County Jail is released from custody or is involuntarily transferred before the end of the term. (In the case of an incarcerated student, a WE cannot be applied if the failure to complete the course{s} was the result of a student's behavioral violation or if the student is requested and was graded a mid-semester transfer)
  • The student is the subject of an immigration action
  • Death of an immediate family member
  • Chronic or acute illness
  • Verifiable accidents
  • Natural disasters directly affecting the student

Verifiable documentation can include, but is not limited to, a note from a doctor stating the student is not currently able to complete the work due to illness, employment verification of a new job, a booking report, police report of an accident, or any other documentation that proves the student's completion of a course is impractical. Impractical is defined as "impossible due to reasons beyond the student's control". The determination will be made by the local college's Admissions and Records Office.

A student may request to use a WE for any course(s) in a term depending on the reason for the request. It is possible that a student, based on illness, for example, is not able to participate in an in]person course but can continue with online courses. Colleges should use individual case facts to determine the continuity of some courses and not others.

In accordance with Title 5, section 55024 (e), students may request a WE at any time during the semester and no later than the date when the District/College policy allows a grade change, which is two years for Cypress College. WEs are counted in progress probation or dismissal calculations, nor are they counted toward the permitted number of withdrawals or counted as an enrollment attempt. The financial aid of a student may be affected depending on individual circumstance. Students should consult with the Financial Aid Office regarding any impact.