Undergraduate Catalog 2012-2013

Official University Withdrawal Process

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Before deciding to withdraw from the university, a student should consult with his or her advisor to discuss the reasons for the withdrawal, and the student’s plan for continuing his or her education. A student who wishes to withdraw from all classes must complete the official university withdrawal process, which is initiated in the Center for Personal Development located in the Spaulding Building, Room 155. The appropriate steps in the process are as follows:

1. Upon entering the Center for Personal Development, the student will be asked to have a conference with a counselor to discuss the reasons for the possible withdrawal. If unable to resolve the problems, the counselor will ask the student to complete the top portion of the withdrawal form.
2. If the student is a boarding student, he or she will be directed to the Housing Office to complete all steps for moving out of the residence hall.
3. A representative of the Center for Personal Development will contact the Office of Financial Aid to determine if the student is a financial aid loan recipient and if he or she has had a Federal Perkins Loan. Based on the students status, the following actions will be taken:
   1. If the Financial Aid Office advises that the student does not have financial aid, he or she is directed to the appropriate Dean's office. The Personal Development staff member will indicate on the withdrawal form the name of the Financial Aid staff member with whom he or she spoke.
   2. If the Financial Aid representative indicates that the student has received any loans through our institution or previous institutions, but no Federal Perkins Loan funds, the student will be directed to the appropriate Dean’s office for signature/ clearance, and from there to the Bronco One Card office for signature/ clearance. The student will then go to the Financial Aid counselor for processing.
4. If the Financial Aid representative indicates that the student has a Federal Perkins Loan, the student will be directed to the Federal Perkins area within the Business and Finance office. Once the appropriate Federal Perkins Loan documents are completed, a Federal Perkins Loan staff member will sign the withdrawal form and the student will then be directed to the Financial Aid office to complete the final exit form. The student will then be directed to the Student Accounts Office to ensure the account is cleared.
5. It will be the student's responsibility to bring the form to the Office of the Registrar for final processing. The official date of the student's withdrawal will be the initiated date, if the form is returned within ten (10) calendar days.  If the student or their designee does not return the form within ten (10) calendar days of the initial processing date, the Registrar’s Office cannot accept the form and the student must reinitiate the process. When extreme emergencies prevent a student from completing the withdrawal process in person, he or she must call the Center for Personal Development at 910-672-1222 within two working days of his or her departure from the university, and request special permission to process the withdrawal by mail. The appropriate forms must be returned within one week from the date they are mailed to the student. The student will be required to submit a written justification along with the forms before they will be accepted by the university. All correspondence must be directed to the Center for Personal Development.
6. When extreme emergencies prevent a student from completing the withdrawal before the published deadline, the student must make the request for withdrawal from the university, in writing, to the Provost and Vice Chancellor for Academic Affairs. This request must include documentation of the circumstances that prevented the student from completing the process according to published deadlines. Such requests must be made by the end of the next regular semester after the semester for which the university withdrawal is requested.

The university will not make any refund of tuition/fees or room and board charges until four (4) weeks after the student completes the official withdrawal process. All refunds will be made by check. After the end of the official withdrawal period, which is ten (10) weeks for the Fall and Spring Semesters and four (4) weeks for the Summer Sessions, adjustments can be granted only if exceptional circumstances are documented. Also within the official withdrawal period, students may request an increased withdrawal adjustment if exceptional circumstances are documented. These requests must be submitted with the appropriate documentation to the Vice Chancellor for Business and Finance. After an administrative review, the university will notify the student of its decision.

A student is not officially withdrawn from the university unless and until he/she has completed the withdrawal process. The official withdrawal date is the date that the process was initiated if the student or their designee returns the form within ten (10) calendar days of that date.. The following adjustment schedules are based on the first day that classes officially begin and not when a student actually begins attending classes or completes the registration process.

When a student withdraws, the university uses the schedule below to determine the percentage adjustment that will be made to the students tuition and fee cost. Once the students balance has been adjusted, the amount the student has paid will then be deducted from the student’s adjusted balance to determine if the student is due a refund or if there still remains an indebtedness to the university.