Administrative Withdrawal Policy

Policy Number: #

Responsible Executive(s):

Provost

Responsible Office(s):

Office of the Registrar

Date Adopted: 08-01-2025

A. Purpose

To describe the manner in which the University may administratively withdraw students in compliance with Title IV Regulations and the Higher Learning Commission requirements. This policy also ensures appropriate attendance monitoring given the research on the impact of attendance/ongoing academic engagement on student success.

B. Scope

The Administrative Withdrawal Policy is effective for all students enrolled in courses of any length, the instructor of record that teach enrolled students, and the Office of the Registrar that processes administrative withdrawals.

C. Policy

Student Expectations
1. Students who do not comply with written syllabus attendance and/or ongoing engagement requirements may be administratively withdrawn from that course unless the student can provide documentation or contact with their course instructor.
2. Students who are experiencing hardship or extraordinary circumstance that is affecting their attendance or engagement should contact an instructor, their advisor, the Dean of Students, or the Office of the Registrar regarding a Registration Status Appeal.
3. Any student who asserts that they were withdrawn in error will be directed to the Instructor of Record or their Academic Dean for resolution.
4. If the Academic Withdrawal is confirmed by the Dean, the student may appeal to the Office of the Provost within two weeks of notice.
Instructor of Record Expectations
1. The Instructor of Record must include the faculty members' attendance/ongoing engagement requirements.
2. The Administrative Withdrawal Policy must be included, or have a link to this policy, in the course syllabus
3. If the Instructor of Record notices a student has failed to engage to the levels required in their syllabus, the instructor of record must first attempt to get the students back in the classroom and participating.
  1. To progress through the Administrative Withdrawal process, documentation of one attempt (or more) must be attached to the Administrative Withdrawal form.
  2. The instructor of record will attempt to determine the reason for the student missing class or not engaging.
4. If the notification process does not result in the student timely contacting the faculty member, the Administrative Withdrawal form can be submitted to the Office of the Registrar. The faculty member will be responsible for entering the reason for the Administrative Withdrawal and date of last attendance.
  1. The instructor of record has the right to stop the academic withdrawal process at any time prior to the last day to withdraw from the term.
  2. The Dean must validate the faculty member's assertions of the student's violation of attendance and/or ongoing engagement requirement and prior to signing off on the withdrawal.
Office of the Registrar Expectations
1. Students must be informed that their administrative withdrawal may have an impact on their Financial Aid awards and/or Enrollment status. Depending on the timing of the withdrawal, the student may or may not be eligible for a full or partial tuition refund. Any potential refunds will be determined by the established refund schedule.
2. Students administratively withdrawn will have a grade of W, similar to other voluntary and involuntary withdrawals.

D. Definitions

Administrative Withdrawal: When Regis removes a student from a course, without a student's explicit request to be removed, due to the student's failure to meet attendance expectations as outlined in their course syllabus.
Instructor of Record any teacher or staff member employed to teach courses and authorize credit for the successful completion of courses.

E. Related Policies Procedures, Forms and Other Resources