SP 23-22 - Policy on Withdrawals (Replaces SP 13-10)

Approved By: Christina Smith, Richard Yao
Approve Date: April 30, 2024
Effective Date: Fall 2024
Policy File:
SP 23-22 Policy on Withdrawals

Drafted By: Student Academic Policies and Procedures (SAPP, Jason Issacs, Cindy Wyels, Eiizabeth Sowers, Colleen Forest, Monica Rivas)
Purpose: SP 13-10 provided guidance regarding the timing, unit limitation, process, and acceptable rationale for withdrawing from courses after the published deadline for “normal” withdrawals. It takes into account course schedules of different lengths and complies with Executive Order 1037. SP 23,-xx aims to remove administrative barriers to students withdrawing from a course should they have the need to by eliminating the criteria of “serious and compelling reasons,” within the appropriate unit limits. To add into policy the first-year student academic challenge, which is intended to encourage new first-year students and new transfer students to enroll in 15 or more units during their first academic year. This institutionalizes the Withdrawal Pilot Program that was initiated in AY 23-24.

Background: Replaces SP 13-10

Accountability: All undergraduate CSU Channel Islands students

Applicability: All Faculty, Academic Advising and Registrar’s Office

Policy:

Undergraduate students may withdraw from no more than 18 semester-units during their time at CSUCI
Students may drop courses through the relevant published deadline without instructor permission. The published deadlines will correspond to 20% of the instructional time for the course. A “W” grade will not be assigned, and no record will appear on the transcript.
After approximately 20% of instructional time and until 80% of instructional time has elapsed approval signatures from the instructor and program chairs must be obtained to withdraw during this period. The withdrawal will be noted as a “W” on the student’s transcript.
1. For courses on a 16-week schedule, 20% and 80% of instructional time correspond to the ends of the 3^rd week and the 12th week of classes, respectively.
2. For courses on a 12-week schedule, 20% and 80% of instructional time will be rounded up to correspond to the ends of the 3rd week and the 10th week of classes, respectively.
3. For courses on a 10-week schedule, 20% and·80% of instructional time correspond to the ends of the 2nd week and the gth week of classes, respectively.
4. For courses on an 8-week or other length schedules, 20% and 80% of instructional time will be calculated using actual days of instruction by the office(s) publishing the calendar.
After 80% of instructional time has elapsed, withdrawal is not permitted except in cases with “serious and compelling reasons. Approval signatures from the instructor and program chair (or designee) must be obtained. Withdrawal in this category will typically involve total withdrawal from the University but may also involve only one course when the assignment of an Incomplete is not practicable and will be noted as a “W” on the student’s transcript. Such withdrawals will not count against the maximums provided for in item 1 above.
First-Year Student Academic Challenge: To encourage all first-year and new transfer students to enroll into 15 units per semester during their first academic year at CSUCI, allow this population to withdraw from one class during their fir?t and second consecutive semesters (after the regular add/drop period) without the usual signature requirements or need for “serious and compelling” reasons. Restrictions would apply as follows:
1. Only available for a first-year or new transfer students enrolled in 15 or more units during their first and second consecutive semesters at CSUCI; cannot be used after stopping out or in a future semester.
2. Students may not drop below 12 units.
3. A grade of “W” will be recorded on the student’s transcript.
4. All requests will be reviewed by an Academic Advisor to ensure restrictions are adhered to.
5. Instructors and program chairs will be notified upon processing the course withdrawal.

Exhibits:
CSU Grading, Repetition of Courses, Academic Renewal, and Appeals Policy (EO 1037)

Appendix:
Criteria for “Serious and Compelling” Reasons for Withdrawal after 80% of instructional time has elapsed:

Guidelines for consideration follow.

“Serious and Compelling” Circumstances include, but are not limited to:

An extended absence due to a verifiable accident, illness, or personal problem serious enough to cause withdrawal from the University.
An extended absence due to a death in the immediate family. This applied to absences exceeding a week due to family affairs that must be attended to by the student.
A necessary change in employment or financial status that interferes with the student’s ability to attend class. The student’s employer must verify a change relative to the withdrawal or documentation indicating a change in financial status must be provided.
Active military duty. A copy of “orders” must be provided.
Other unusual or very special cases, considered on their own merit.

The following situations are not “serious and compelling” reasons:

Grade anticipated in class is not sufficiently high, or student is doing failing work.
Failure to attend class, complete assignments, or take a test.
Dissatisfaction with course material, instructional method, or instructor.
The class is more difficult than expected.
Pressure of other classes, participation in social activities, or simple lack of motivation.
A change of major/minor.