All students will have the option to add, drop, or withdraw from credit courses according to a defined timeline without affecting their grade point average. Students using federal financial aid (Title IV) earn funds on a pro rata basis through 60 percent of a period, based on days completed in a credit-hour program or clock hours completed in a clock-hour program. Students are subject to the Return to Title IV calculation if they received federal Title IV financial aid and withdrew from all courses without completing all of the days they were scheduled to complete in the payment period, unless they provide written confirmation that they plan to attend another course later in the same period.
A student may add or drop a course or courses online by the designated add/drop date within the first few days of classes provided the class is not closed. If a course or courses are added that increases the total hours enrolled from part-time to full-time status, additional tuition will be charged. If a course or courses are dropped that decreases the total hours enrolled from full-time to part-time status, the tuition will be adjusted and credit or refund issued, if needed. The designated add/drop dates are listed under the Academic Calendar at this website. It is also published in the current semester course schedule. All schedule change(s) must be completed online in the student’s myCCTC account, during add/drop period.
All schedule changes after add/drop period require the student to complete a Withdrawal/Section Change Form with their instructor(s). Students may withdraw through the withdrawal period and receive a grade of “W” which will not be computed in the grade point average. The student-initiated withdrawal process must be completed prior to an attendance drop submitted by the faculty member, or the student must provide documentation for extenuating circumstances to the department chair/program manager of the department in which the course resides.
- Withdrawal from a face-to-face class (not an online or hybrid class)
If students realize they can no longer meet the attendance requirements of a face-to-face class, they may withdraw from the class before the published withdrawal deadline and receive a grade of “W”. The student must meet face-to-face with the instructor(s). A withdrawal form will be provided to the student by the instructor (the first instructor if the student is withdrawing from multiple classes). The student must get the last date of attendance and signature of the instructor(s). The student must meet with a financial aid counselor and get the counselor’s signature. The student must provide the form with signatures to Cashier. The Cashier will scan the signed form in and return the original to student.
- Withdrawal from an online or hybrid class (not a face-to-face class)
If students realize they can no longer meet the attendance requirements of an online or hybrid class, they may withdraw from the class before the published withdrawal deadline and receive a grade of “W”. The student must email the instructor of each class from which the student wishes to withdraw. A withdrawal form, including the last date of attendance, will be provided by each instructor to the student via email. The student must provide the form to the cashier. If the student is outside the service area, the financial aid counselor will email the form(s) to the cashier and send a copy of the email to the student. The Cashier will scan the form(s) in.
- Withdrawal from a class under extraordinary circumstances such as the student is hospitalized and is unable to come in to complete withdrawal form(s).
If students realize they can no longer meet the attendance requirements of a class due to extraordinary circumstances such as hospitalization, they may withdraw from the class before the published withdrawal deadline and receive a grade of “W”. Students or their representative must follow the process to successfully withdraw from a class under extraordinary circumstances. The student or student’s representative must email or telephone the Director of Admissions and Records. Documentation supporting extenuating circumstances must be provided. Student is advised to contact Financial Aid. A withdrawal form, including last date of attendance, will be completed by the Director of Admissions and Records. The Director of Admissions and Records will email the form(s) to instructor(s) requesting permission to withdraw student(s) from courses. Once form is received with instructors’ signatures, the Director will take the form to financial aid for signature and to cashier for scanning. The Cashier will scan the form in.
WITHDRAWAL AFTER THE ALLOWED PERIOD
Students who request a withdrawal after the published withdrawal deadline must submit official documentation of medical/personal reasons to the Vice President for Student Affairs before grades are entered. Only extenuating circumstances where the student cannot contact the college before the end of the semester will be considered after this time period. Appropriate reasons for requesting a “W” after the withdrawal deadline would include:
a. Hospitalization of student or immediate family member;
b. Relocation from college’s service area;
c. Change in employment hours;
d. Military orders — TDY or PCS; or
e. Other extenuating circumstances.
The Vice President for Student Affairs will review the situation and will contact the faculty members for each course affected for input. If the appeal is approved, the Registrar will enter a grade of “W” for the student.
Students who request a withdrawal after the published withdrawal deadline without documentation of extenuating circumstances will be referred to the appropriate instructor. The instructor may assign a “WA” (Withdrawal for Attendance) if the student cannot successfully complete the course. Note: Health Science students should consult the Health Science Handbook and their instructor for special attendance requirements for clinical assignments.
Section Change Procedures
Students requesting to change sections of a course, after the drop/add period, must have approval of both faculty members or the department chair. Section changes are only allowed if the student is moving from one class to another within the same part of term. Students will need to print a withdrawal /section change form located in the forms library on the College’s website and obtain signatures from both instructors or from the department chair. Once faculty and/or department chairs have approved and signed the withdrawal/section change form, the student will need to submit the form to the Cashier, located in Student Services Building 300 for processing or to Admissions at outreach locations.