The various ways you may be withdrawn from a course or the College are included in this section.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:
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.
COLLEGE WITHDRAWAL
Dropping or withdrawing from a single class: If a student needs to drop or withdraw from just one class, they should work with their academic advisor or an advisor in the Advising Center to adjust their course schedule.
Leaving at the end of an academic term: If a student plans to complete their current courses and receive grades, they are leaving the college, not withdrawing during the semester. Students who plan to leave the College should follow the procedures listed below for “Notification of Non-Return.”
College withdrawal is when a student withdraws from all their classes during the semester. This action has serious academic and financial implications, which may include:
• Loss of current and future financial aid or scholarships
• Ineligibility for campus-sponsored activities (e.g., athletics, performances)
• Impact on GPA and academic standing
• Forfeiture of campus housing
• Loss of the TN Hope Scholarship (for all institutions)
Before withdrawing from the College, students should consider all options and alternatives. Academic options may include a major change, a reduced course load, discussion with an instructor about additional academic support, or the possibility of receiving a grade of Incomplete, or a leave of absence. The Advising Center and faculty academic advisors can assist students in exploring alternatives, including utilizing academic and student affairs resources.
About college withdrawal:
• The grade notation on a student’s transcript for a college withdrawal depends on when they complete the withdrawal process. For students who withdraw from the College by the official Withdrawal Deadline, a "W" will be recorded on their transcript for all courses. For students who withdraw from the College after the Withdrawal Deadline, the grades earned in their courses will be posted to their transcript.
• 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.
• Students who are Veterans or Military Dependents must consult with the School Certifying Official prior to initiating the withdrawal process.
• Students withdrawing from the College are subject to the Charge Reduction Policy and any other applicable charges related to deposits, textbook rentals, and other expenses. Please review this policy prior to starting the withdrawal process.
• Any complete withdrawal from the College will result in the student’s loss of the TN Hope Scholarship for any institution.
• Residential students are expected to vacate the residence halls immediately upon withdrawal from the College.
• Students who have withdrawn from the College are not permitted to participate in college-sponsored activities, such as athletics or performances, without special permission from the Dean of Students.
• Students with withdraw from the College must follow the Readmission process to apply to return.
• Students should understand that choosing to stop attending classes is not a substitute for following the withdrawal process and will not help avoid consequences/ outcomes of withdrawal.
Process to withdraw from the College:
To withdraw from the college during the semester, students are required to complete the withdrawal process, which typically takes at least 2 business days:
1. Schedule an appointment with the Academic Advising Center (contact academic.advising@maryvillecollege.edu).
In this meeting the student will have the opportunity to discuss their plan for withdrawal as well as alternative options, if any, that may be applicable or beneficial to them. If withdrawal is the best option, the Advising Center staff will conduct an exit survey and support the student in initiating next steps, including providing a checklist of withdrawal steps and sharing the Intent to Withdraw form.
2. Get important information from the Business Office and Financial Aid Office.
The Business Office will provide information on balances, billing, and payment options. The Financial Aid Office will provide information on the student’s current financial aid and scholarships and any impact the withdrawal may have on future eligibility for funding. If at this point the student decides that a college withdrawal is not in their best interest, the Advising Center staff will support the student in developing a plan to successfully complete the semester.
3. Complete the Intent to Withdraw Form, available in the Registrar’s Office and the Advising Center. Unless students complete this form, they will not be officially withdrawn from the College.
The withdrawal process is complete once the student has submitted the Intent to Withdraw form. The Registrar will unenroll the student from all classes.
4. If the student lives on campus, work with the Residence Life Office.
The Residence Life Office will work with the student on a plan for move-out and check-out from the residence hall.
Internal Process
1. If a student mentions their intention to withdraw to any employee on campus, that person will explain the steps listed above for withdrawal. The employee should help the student make an appointment with the Advising Center to start the process. The employee should also submit an MC Cares report (in the Retention Module).
2. The Advising Center will:
o Submit updates to MC Cares using the reporting form throughout the process.
o Try to find alternate solutions, including connecting the student with relevant supports on campus, such as academic support, counseling, Disability Resources, and more.
o If withdrawal is the right solution for the student, work with the student to complete the exit survey.
o Share the Withdrawal Checklist with the student so that they know all the steps necessary.
o Work with the Business Office and Financial Aid to help the student understand potential financial implications of withdrawal from the College.
o Remind the student that they must return all borrowed equipment and rented textbooks.
o Share the Intent to Withdraw Form with the student if the student confirms their intention to withdraw.
3. The Registrar will:
o Withdraw the student from all classes after the Withdrawal Form is submitted.
o Notify the appropriate offices that the student has been withdrawn per the standard withdrawal procedures.
Roles for Stakeholders
• Faculty Advisor: discussion, alternatives to WD, connecting student to resources to prevent WD, submit MC Cares report, refer student to Advising Center
• Advising Center: Discussion, alternatives to WD, connecting student to resources to prevent WD, exit survey, initiating next steps in the WD process, sharing the Withdrawal Checklist, sharing the Withdrawal Form
• Business Office: balances, billing, payment plans
• Financial Aid: current aid, future aid eligibility, exit counseling for loans
• Residence Life: move-out procedures
• Registrar’s Office: update the student’s status in J1 to indicate “withdrawn,” prevent future registration unless the student goes through the readmission process, notify the appropriate offices when the student’s withdrawal is complete
Maryville College Withdrawal Checklist
This checklist outlines the necessary steps for students who want to withdraw from Maryville College during the semester. Following these procedures is crucial to ensure a smooth transition and to understand the academic, financial, and personal implications of your decision. Students should consult the current academic catalog language regarding withdrawal to fully understand the repercussions of their decision.
Meet with the Advising Center
Discuss your plan for withdrawal and alternative options
Complete an exit survey
Receive the Intent to Withdraw form
Meet with Financial Aid
Understand the impact of withdrawal on current and future financial aid, including the loss of the Hope scholarship at all institutions
Complete exit counseling if you have student loans
Meet with the Business Office
Understand your balance
Pay any outstanding balances or make a payment plan to do so
Complete the Intent to Withdraw form
Submit the completed form to the Registrar’s Office
Submitting this form officially withdraws you from the college
If you live on campus, work with Residence Life
Develop a plan for move-out and check-out from the residence hall
Vacate your room and leave campus within 24 hours of submitting the Intent to Withdraw form
Return all borrowed equipment and rented textbooks
Notification of Non-Return
Students who plan to complete their current courses but do not intend to return to Maryville College for the following term should complete the Notification of Non-Return Form to formally inform the College of their plans.
Note: This process is not for students who will be graduating and therefore not returning to campus for that reason.
Completing this form ensures that your departure is documented appropriately and that you receive important information about financial aid, housing, academic records, and other services. Submitting this form allows the College to support your transition and helps prevent complications related to billing, registration, or readmission.
Students are encouraged to complete the form as early as possible— ideally during registration for the upcoming term— to allow sufficient time for follow-up and planning. If you are unsure whether a leave of absence is more appropriate, the Advising Center or your faculty academic advisor can help you explore your options.
Notification of Non-Return Form:
• Name
• MC ID
• Reason for not returning (transfer, personal, financial, other)
• Anticipated last semester of enrollment
• By submitting this form, you confirm that you understand the following:
o I may lose eligibility for current or future financial aid, including the TN Hope Scholarship.
o I am required to complete federal loan exit counseling if I have borrowed student loans.
o I will lose access to campus housing and must follow official move-out procedures.
o I will no longer have access to campus services such as counseling, health services, and academic support.
o My departure may affect my expected graduation timeline.
o I am responsible for any outstanding account balances, which must be paid even after I leave.
o I will not be eligible to participate in college-sponsored activities (e.g., athletics, performances) unless I am readmitted and approved.
o I must return any loaned equipment, library materials, and rented textbooks.
Maybe also share at the end of the form:
• Links to show students how to view their balances, financial aid info, etc.
• Share info about the readmission process.
• Provide a checklist of next steps
o Business Office: clear outstanding balances
o Financial Aid Office: complete exit counseling for loans
o Residence Life: follow move-out procedures
o Registrar’s Office: confirm academic status, learn about getting transcripts
o IT: return any loaned equipment, get info on accessing accounts after departure
o Library: return materials
o Campus Store: rented textbooks
o Other: return any other equipment
Internal Process
• Include info about Notification of Non-Return Form on the website.
• At registration time, share pro-active messaging (emails or texts?) with students that if they do not intend to return, they should complete the “Notification of Non-Return” form.
• Share info about the leave of absence policy, in case that is more appropriate. Link to the Intent to Graduate form in case the student intends to graduate but hasn’t completed that form.
• Completion of this Non-Return form will trigger the Advising Center to reach out and start the process that we use for students who leave mid-semester.
• Share this form with all relevant offices. (automatically sent to Registrar, Business Office, Financial Aid, Residence Life, Academic Advising)
• All offices: use J1 Retention module to track information about the student through the process.
Roles for Stakeholders
• Registrar: update the student’s status in J1 to indicate “withdrawn,” prevent future registration unless the student goes through the readmission process, manage transcript requests
• Business Office: review accounts and outstanding balances, payment plans, initiate billing
• Financial Aid: exit counseling, adjustments to aid eligibility
• Residence Life: move-out process
• Academic Advising: try to meet with the student early in the process to see if there are alternatives to leaving; support through the transition process (including information on how transferring works), exit survey
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.
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.