The various ways you may be withdrawn from a course or the College are included in this section. Use the links below to find more detailed information and procedures for:
Leave of Absence - Registration and Reinstatement
Students who wish to leave the College temporarily (excluding summers) for academic, medical, religious, or military service-related reasons may request a Leave of Absence for a specific period of time. Leave of absence is meant for students who plan to complete a Maryville College degree but who have a need to be away from their Maryville College studies for an extended period. Leave of Absence is distinct from both withdrawal from the College and suspension from it. Typically, it is arranged in advance of the semester for which it is granted. It is usually not granted for a semester once that semester is underway, although it may be granted for the following semester. Some situations (e.g., those created by military deployment or health-related reasons) may call for leaves granted during a relevant semester.
Leaves are usually approved for one semester and may be extended to one year with approval of the Committee on Academic Standing. An exception to this general rule is made for leaves granted so that students may complete the second part of a dual degree program at other partner institutions, in which case the standard leave time is two years. In most cases, a Leave of Absence may not exceed a cumulative total of two years. Leave of Absence may not end during a semester that is in progress.
Applications for Leave of Absence must be submitted to the Registrar. Leaves of Absence must be requested at least three weeks before the beginning of the term during which the student wants to be absent from the College. Requests for unexpected leaves must be made as soon as possible and are not considered or approved retroactively. Students who do not return after the specific term of the Leave of Absence will be withdrawn retroactive to their leave date and may face financial consequences. Leaves of more than 180 days may also have financial consequences. Students in multiple majors may not request a leave of absence status from only one program. International students should also contact the Center for Global Engagement to discuss eligibility and potential visa issues.
As noted above, the College recognizes four kinds of leave of absence: academic, medical, religious, and military:
Application for a leave of absence for academic reasons is granted only for the purpose of academic enrichment. Typically, this will be for completion of the non-Maryville College portion of a dual degree program (for example, a 3-2 Engineering program). The student’s academic advisor must certify that the student has completed all Maryville College-specific requirements of the dual degree program and is ready to move on to the second part of the dual degree program.
In the case of academically motivated leaves taken for reasons other than the completion of a dual degree program, students taking courses elsewhere while on Leave of Absence must obtain division approval in advance for any course to be used as transfer credit for degree completion. Students and advisors should bear in mind that there are rules governing the minimum number of hours which must be completed at the College for a Maryville College degree, and certain requirements which must be satisfied on campus. Study abroad under the auspices of Maryville College is managed through Overseas Study registration and is not addressed by this policy.
A student taking Leave of Absence registration in order to complete a dual degree program has the option to participate in Commencement, ordinarily at the point at which the student completes the minimum number of hours for a Maryville College degree. The actual degree will not be awarded until the official transcript has been received from the partner institution and the required transfer credit has been awarded.
Students taking academic Leave of Absence from the College in order to complete the non-Maryville College portion of a dual degree program may choose to live in College residence halls, depending on the availability of space, in accordance with Maryville College rules and the College’s schedule. Accordingly, they would also participate in a College meal plan. Normal room and board fees will apply, and the needs of enrolled students will take precedence in the allotment of rooms. Students taking academic Leave of Absence for dual degree programs may also continue to use other facilities and services normally available to registered students, such as health services, the post office, email and printing accounts, sports passes, etc., to participate in College-sponsored events open to all College students, and (where consistent with the requirements of dual degree partners) participate in College-sponsored student activities such as ensembles and team sports. The College will decide upon suitable student fees to support these activities on a yearly basis. The use of College rooms, facilities, and/or services and participation in College-sponsored student activities are not allowed to students on Leave of Absence for any reason other than the completion of dual degree programs.
Application for a medical-related Leave of Absence must be accompanied by medical documentation in support of the leave and in support of readiness to return, as feasible under the circumstances. Medical Leave of Absence differs from medical withdrawal, in that medical Leave of Absence is better suited to students who are proactively seeking to address their health issues by taking an entire semester off, or in any case who have some sense of when they expect to be back. Medical withdrawal is better suited to students who encounter unexpected health problems that make it impossible for them to continue their studies or impossible to finish a semester.
Application for Leave of Absence for religious reasons is suitable for religious obligations that are of an extended character and that would make it impossible for a student to succeed during a semester. It is not given for recurring observances that take less than a semester to fulfill (such as, for example, Lent, Easter, Ramadan, or Eid) but for longer term obligations, such as pilgrimage or extended mission trips.
Application for a Leave of Absence due to a military call to active duty is granted when accompanied by a copy of relevant military orders, at the time a student is required to stop attending classes.
Other types of leaves may be considered on a case-by-case basis.
Students returning from an approved Leave of Absence are not required to apply for readmission but instead need only submit a “return to campus” notification to the Registrar’s Office by April 1 for a Fall Semester return or November 1 for the following Spring Semester. Reinstatement is never guaranteed or automatic. The College reserves the right to require additional documentation that the student is qualified and ready to return. Decisions regarding financial aid are made separately from the reinstatement process.
See Emergency Temporary Leave of Absence (ETLOA) for policy and procedures for granting a brief absence during the semester.
Course Drop/Course Withdrawal
If you are considering dropping or withdrawing from a course, the first step is to talk to your academic advisor or talk to the instructor. If you decide to drop or withdraw from a course, which process you follow depends on the timing. It is important to note that deciding not to attend class does not constitute a withdrawal from a course. Withdrawal is official on the day the Schedule Adjustment Form, properly signed, is returned by the student to the Registrar.
Dropping a course – during the “Drop/Add” period at the beginning of the term
When this applies: Within first 8 days of classes in fall or spring (Day 2 for 3-week terms, Day 3 for 5-week terms, Day 6 for 11-week terms)
How to drop a course: Go into your Self Service account, drop the desired course, and submit it for advisor approval. Once the advisor approves the request, you will be dropped from the roster. The course will not show up on the transcript as an attempted course and the hours dropped with not be included in the total attempted hours for the semester.
Withdrawing from a course – after “Drop/Add” period and before the “W” deadline
When this applies: From Day 9 through the 45th day of classes for fall or spring (Days 3-9 for 3-week terms, Days 4-21 for 5-week terms, Days 7-33 for 11-week terms)
How to withdraw from a course: Use the Schedule Adjustment Form on the Registrar website; this requires approvals from both the advisor and course instructor. Students are responsible for filing a completed Schedule Adjustment Form with the Registrar. The course will be shown on the transcript with a notation of “W” (withdrew) and the dropped hours will be included in the total hours attempted for the semester.
Note: After the 45th day of classes for fall or spring (after Day 9 for 3-week terms, Day 21 for 5-week terms, Day 33 for 11-week terms), course withdrawal is not allowed. The grade earned for the course will be recorded on the transcript, and the hours are included in the total hours attempted.
See Dates and Deadlines
Requests for medical withdrawal from individual courses. Requests for medical withdrawal from individual courses are made to the Vice President and Dean of the College (Fayerweather Hall, Suite 309). This action is taken in only extreme cases and is viewed as a “last resort measure.” For a request to be considered, the following conditions must be satisfied:
- The request is made before the last day of classes (before the examination period) in a given semester.
- The student provides evidence that the medical condition has a singular and isolated effect in the individual class to the point that attendance and completion of requirements
are not possible.
The grade of “W” is recorded for each course affected.
College Withdrawal
Students may initiate withdrawal from the College, a medical withdrawal may be necessary, or a student may be withdrawn from the College by the Administration. An exit interview survey is part of the withdrawal process.
Student-Initiated Withdrawal from the College
Consult with your academic advisor if you are considering withdrawing from the College. Be sure you understand all the impacts of a decision to withdraw from the College, including your academic timeline, financial/financial aid implications, your personal and professional future, and the readmission process. International students must discuss their intent to withdraw from the College with the Director of the Center for Global Engagement prior to initiating a withdrawal process. Should you decide during the year or at the close of the year to terminate enrollment at Maryville College, the withdrawal procedure is as follows:
- Report to the Registrar’s Office (Fayerweather Hall, Room 148) to initiate the process. The Registrar’s Office will provide you with the link to the Intent to Withdraw Form.
- Once you complete the Intent to Withdraw Form, the Financial Aid Office, Bursar’s Office, Residence Life Office, and other relevant campus offices will be notified.
Students are responsible for any balances due after the withdrawal is processed. Students are responsible for any costs incurred by the College, including collection and litigation costs. Refunds, when appropriate, will be processed as promptly as possible. Students who do not follow official withdrawal procedures may forfeit their deposit.
Withdrawal from the College, voluntarily or involuntarily, requires residential students to abide by the official check-out procedures. Resident students should vacate the room and leave campus within twenty-four hours after the Intent to Withdraw is completed. Failure to do this will result in an “improper check-out fee.”
If a student is unable to withdraw in person, they may do so by notifying the Registrar’s Office and the Office of Student Affairs in writing.
Medical Withdrawal for the College
Requests for medical withdrawal from the College must be received no later than the last day of classes (before the examination period) and are made to the Vice President and Dean of Students (Student Affairs Office, Bartlett Hall, Rm. 327). For a request to be considered, the following conditions must be satisfied on or before the last day of classes (before the examination period):
- The student’s medical condition developed or became more serious during the semester in question.
- The medical condition is significant to the point that it is the primary reason the student cannot attend classes and/or complete required work.
- The student provides documentation that they are under the care of a licensed physician or licensed mental health professional.
The grade of “W” is recorded for each course affected.
Students withdrawing from the College under this policy are subject to the Charge Reduction Policy.
Requests for medical withdrawal from individual classes follows a separate process.
Medical Leave of Absence differs from medical withdrawal in that medical Leave of Absence is better suited to students who are proactively seeking to address their health issues by taking an entire semester off, or in any case who have some sense of when they expect to be back. Medical withdrawal is better suited to students who encounter unexpected health problems that make it impossible for them to continue their studies or impossible to finish a semester. See the section on Leave of Absence for more information.
Administrative Withdrawal
Students may be administratively withdrawn from the College for failure to attend classes, for failure to pay their account, or as a result of a disciplinary process.
Failure to Attend Classes: A complete administrative withdrawal from Maryville College may be initiated when a student ceases to attend all registered classes for a period of 10 consecutive business days, without prior approval, at any point within the regular semester. Such a withdrawal follows established College course withdrawal deadlines and associated charge reduction policies. Prior to the course withdrawal deadline, administratively withdrawn students receive a grade of “W” in each enrolled course. After the course withdrawal deadline, administratively withdrawn students receive a grade of “F” in each enrolled course. The College will determine the withdrawal date if no notice is provided by the student. See Dates and Deadlines
Withdrawal decisions may be appealed to the Vice President and Dean of the College or an appointed designee.
All unpaid costs associated with attending the College remain the student’s responsibility after such a withdrawal. In addition, all College property in a student’s possession must be returned or the student may be charged for its full replacement value. Students living on-campus must arrange with the Office of Residence Life to vacate the property within a reasonable time as determined by residence life staff and appropriately checkout in order to avoid an improper checkout fee.
In order to enroll in subsequent semesters, students who are administratively withdrawn from the College for non-attendance must apply for readmission.
Non-Payment of Student Account: Maryville College administration reserves the right to withdraw a student at any point in the semester due to non-payment of their student account. The college may administratively withdraw a student from classes, remove a student from residence halls, and/or require conditions for continued enrollment when one of the following transpires:
- A student fails to submit payment as indicated on a college approved deferment agreement.
- A student misses at least 3 payments on an outside payment plan and the payment plan is cancelled.
In these circumstances above, the Bursar in collaboration with the Controller and Vice President of Finance may administratively withdraw a student from classes, remove the student from Residence Halls, and/or place conditions on the student’s continued enrollment. The student will receive an opportunity to pay in full or establish suitable payment arrangements with the Bursar’s Office. All notification to the student will be in writing with payment options available and a set deadline for a required response. Students that do not respond by the established deadline will be Administratively Withdrawn as of that date.
Students should be aware of the following impacts of administrative withdrawal for non-payment:
A. Students that are withdrawn due to College Initiated Administrative Withdrawal for Non-Payment will either have their schedule dropped or receive a “W” for all courses attempted during the semester. The “W” will be reflected on the student’s official transcript.
B. Students that are withdrawn are subject to the College’s Charge Reduction Policy.
C. Students that wish to return to Maryville College the next semester will be required to apply for readmission. All previous balances must be paid in full prior to readmission to the College.
D. A Balance Hold will be placed on the student’s account until any balance is paid in full. This will prohibit viewing of grades, release of transcripts, and registration for classes.
E. Students that are administratively withdrawn due to non-payment and are residential students will have 24 hours to vacate their residence hall and return any keys to the College Residence Life staff. Students needing more than 24 hours to vacate their Residence Hall can work with the Residence Life staff for assistance.
The officials responsible for this policy are the VP of Finance, Controller, and Bursar. Questions can be addressed to the Business Office.
Disciplinary Action: Students may face administrative withdrawal as the result of a disciplinary process for academic integrity or conduct. See the Academic Integrity section of the Catalog and the Conduct section of the Student Handbook for more information.