Appendix J: Hardship Withdrawal
Hardship Withdrawal Policy
1. Students may request a hardship withdrawal after the official withdrawal ("W" date) deadline published in the schedule of classes until the day before the scheduled Reading Day of the term. A hardship withdrawal is an exception based on unusual or emergency circumstances beyond the student's control.
2. A hardship withdrawal may be granted based on special circumstances. The following conditions apply:
- The student must initiate a hardship withdrawal through the provost website http://www.westga.edu/assetsDept/vpaa/Request_for_Hardship_Withdrawal_Form.pdf. The student should be prepared to present documented evidence to substantiate the hardship being claimed. See rule 3 below for examples of documentation. If a psychological assessment is required, the assistant/associate dean may require the student to meet with the director of Counseling and Career Development (in Row Hall 123).
- The student must withdraw from all classes during the current term. He/she may not select only certain classes from which to withdraw. See rule 4 below for exceptions.
- If recommended for hardship withdrawal by the director of Counseling and Career Development and approved by the student's assistant/associate dean, the student will receive a W for each course.
- Hardship withdrawals requested on or after the scheduled Reading Day will be treated as a retroactive hardship withdrawal. Retroactive hardship withdrawals will not be allowed if the student has completed all course requirements such as a final exam and/or a final project. Students seeking a retroactive hardship withdrawal must initiate the withdrawal through the his or her assistant/associate dean. If recommended for a hardship withdrawal, the grade will be changed to W through the official Grade Appeal process for each course taken. (See Grade Appeal Process Involving a Change of Grade form in Appendix E of the Student Handbook.)
3. Documentation for a hardship withdrawal is based upon the category of hardship claimed by the student. Examples of documentation might include the following:
- Medical: Physician's report, including name, address, phone number, nature of illness or accidents, dates of treatment, prognosis and recommendation.
- Psychological: Memo from Counseling and Career Development counselor, letter from private psychological or psychiatric service, illness, dates.
- Personal/Familial: Copy of divorce papers, police reports, obituaries, other as relevant.
4. Under unusual circumstances, a student may be granted a hardship withdrawal from only one class, while being allowed to remain in others. An example would be a student who is passing an applied piano course and injures a finger, thus being unable to play the piano the rest of the semester. A student would be allowed to complete other course being taken concurrently. The student requesting the hardship withdrawal from one course must take all documentation to the assistant/associate dean of the college offering the course.
5.The following do not constitute valid reasons for a hardship withdrawal:
- Poor performance in one or more courses
- Registration for the wrong course
A student may be administratively withdrawn from the university when in the judgment of the vice president for Student Affairs and Enrollment Management, in consultation, when appropriate, with the student's parents, spouse or designee, the director of the Counseling and Career Development Center and the university physician, it is determined that the student suffers from a physical, mental, emotional or psychological health condition which: (a) poses a significant danger or threat of physical harm to the student or to the person or property of others or (b) causes the student to interfere with the rights of other members of the university community or with the exercise of any proper activities or functions of the university or its personnel or (c) causes the student to be unable to meet institutional requirements for admission and continued enrollment, as defined in the Student Conduct Code and other publications of the university.
Except in emergency situations, a student shall, upon request, be accorded an appropriate hearing prior to a final decision concerning continued enrollment at the university.