Registration Status Appeal Policy

Policy Number: #200

Responsible Executive(s):

  • Provost

Responsible Office(s):

  • Office of the Registrar

Date Adopted: 03-01-2020

Date Revised: 01-14-2023

A. Purpose

Regis University (Regis) acknowledges that students may need to withdraw from or not successfully complete a course(s) due to extenuating circumstances beyond their control. Due to these circumstances, students may wish to appeal to change the registration status of a withdrawn course or a failed course on their official transcripts. Students may also believe their circumstances warrant an adjustment to their tuition outside the normal tuition refund policy. A Registration Status Appeal (RSA) is the avenue for students to submit their circumstances for committee review. On occasion, staff may submit an RSA on behalf of a student. There is no guarantee that any academic change in status or financial credit may be approved.

B. Scope

  1. This Policy applies to all University Faculty, Staff, Students and parties acting on behalf of the Student as an official Proxy.

C. Definitions

  1. Dropped Course: A course that is removed from the student schedule and credited back to the student account in full. If the drop process is completed appropriately and by the add/drop deadline that is published in the Academic Calendar, there is no academic or financial implications for the student.
  2. Withdrawn Course: A course that is removed from the student schedule after the add/drop period published in the Academic Calendar and prior to the withdraw deadline. Depending on the week of the withdraw, a partial tuition refund may be granted. A “W” grade is indicated on the official academic transcript.
  3. Family Member/Proxy: The student’s parent including the biological, adoptive, step, or foster parent of a student or an individual who stood in loco parentis to the student when the student was a minor; legal spouse (including same-sex spouse if legally married), common law spouse, domestic partner (DP), or civil union partner (CUP); a student’s children to age 26, regardless of marital, or tax dependent status (including a stepchild, legally-adopted child, a child placed with the student for adoption, or a child for whom the student is the legal guardian); or a student’s dependent children of any age who are physically or mentally unable to care for themselves.
  4. RSA Committee: Representatives from Office of the Registrar, Office of Financial Aid, Office of Student Accounts, and each College Dean’s office come together twice a month to objectively evaluate the RSA. The decision of the RSA Committee is final and not subject to further appeal.

D. The Policy

  1. Eligibility: Students requesting a registration status update or appealing their tuition charges should first determine if their extenuating circumstances fall under any other policy. Students should review the following if applicable:
    1. Extenuating Circumstances Due to a Pregnancy Related Condition, Childbirth, or Sexual Misconduct: Please contact the EO & Title IX Coordinator at 303-964-6435 or
    2. Leave Due to a Medical Condition: Please refer to the separate Medical Leave of Absence and Re-Entry Policy. The appropriate Dean, or designee, may submit an RSA on behalf of a student when approving a Medical Leave of Absence.
      1. A student has 30 days past the end of the term to submit the initial request for a MLOA and then the student has 90 days to submit all requested documentation to Regis or the MLOA will be denied.
    3. Leave Due to Military Deployment or call to Active Duty: Please refer to the separate Military Leave of Absence and Readmission Policy. The Office of the Registrar will process an RSA on behalf of a military service member if the student qualifies under the Military Leave of Absence and Readmission Policy.
    4. If the extenuating circumstances do not fall under any of the above policies, the student should proceed with completing the RSA form.
  2. Notification:
    1. If possible, students should officially withdraw from all active courses impacted by the extenuating circumstances prior to submitting the RSA.
    2. The RSA form, along with a personal statement, and all required documentation, as indicated on the RSA form, should be sent to the Office of the Registrar as soon as possible, but no more than 30 days after the end of the semester in which the course(s) being appealed began. Questions concerning the process can be directed to the Registration Status Appeal Coordinator at
    3. For students requesting an RSA who receive financial aid through federal, state, or institutional funding programs, the policies and procedures regarding those programs will govern, regardless of the RSA being approved. Approval of an appeal may require certain funds to be returned to the funding program and this could result in a balance owed to Regis. The Office of Financial Aid can provide additional information on the impact of your RSA.
    4. Communication regarding the status of the RSA will be through a student’s email address.
  3. Circumstances NOT Eligible for a Registration Status Appeal:
    1. Personal errors in judgment or irresponsibility involving transportation, academic ability, time management, or failure to drop courses by the add/drop deadline.
    2. Misinterpretation of University policies and procedures as published in the Regis University Catalog, Student Handbook, and other University publications.
    3. Lack of knowledge of Regis University policies and procedures as published in the Regis University Catalog, Student Handbook, and other University publications.
    4. Failure of student to activate, maintain or access the official e-mail address.
    5. Non-receipt of mail due to obsolete address on file with the Enrollment Services division.
    6. Student errors resulting in the delay of administrative processes relative to registration or the delivery of financial aid funds.
    7. Non-qualification, late application, or loss of eligibility for financial aid or scholarships.
    8. Appeals of non-refundable fees.
    9. Inadvertent repetition of courses previously taken or transferred for credit.
    10. Inadequate investigation of course requirements prior to registration and attendance.
    11. Non-attendance or minimal attendance of class.
    12. Dissatisfaction with course content, delivery of instruction or with academic progress in course. Complaints of this nature should be directed to the department chair.
    13. Changes of, or personal conflicts with, the instructor of record.
    14. Voluntary acceptance of employment or other activity impacting ability to attend classes.
E. Related Policies Procedures, Forms and Other Resources

Medical Leave of Absence and Re-Entry Policy
Military Leave of Absence and Readmission Policy
Involuntary and Voluntary Leave of Absence