Withdrawal from Courses

In accordance with CSU Executive Order No. 1037, it is the policy of Sonoma State University that:

1. Unit Limit for Withdrawal from Courses: Undergraduate students may withdraw from no more than 18 total semester units of coursework attempted at Sonoma State University. Withdrawals for “serious and compelling” reasons, which are documented and approved according to the procedures below, will not count toward the maximum of 18 semester units.
2. Definitions of “Serious and Compelling” and “Appropriate Documentation”:
   1. For the purposes of withdrawal, the University defines “serious and compelling reasons” as follows:
      1. The standard of “serious and compelling” applies to situations, such as illness or accident, clearly beyond the student’s control. All situations require documentation.
      2. The following situations are typical of those for which “serious and compelling” is appropriate justification for withdrawal:
         1. An extended absence due to verifiable accident, illness, or personal problem serious enough to cause withdrawal from the university;
         2. An extended absence due to a death in the immediate family;
         3. A necessary change in employment status that interferes with the student’s ability to attend class;
         4. Errors made by SSU;
         5. Other unusual or very special cases will be considered on their merit by the University Standards Committee.
      3. The following situations DO NOT fall under the intent of “serious and compelling”:
         1. Grade anticipated in class is not sufficiently high, or student is doing failing work (including situations where the student has been penalized with a failing grade for academic dishonesty);
         2. Failure to attend class in person and/or participate online when appropriate, complete assignments, or take a test;
         3. Dissatisfaction with the course material, instructional method, or instructor;
         4. Class is harder than expected;
         5. Pressure of other classes, employment, and/or participation in extracurricular activities;
         6. A change of major;
         7. Lack of awareness of the withdrawal process or procedures.
   2. All petitions for withdrawal after the census date must be accompanied by appropriate documentation of the “serious and compelling” reasons for withdrawal. Documentation may include:
      1. Verification of accident or illness (such as a letter on letterhead from the treating physician or licensed counselor, or copies of medical bills);
      2. Death certificate;
      3. Employer verification of change of work status;
      4. PeopleSoft records;
      5. Other like documentation as appropriate.
3. Dropping or Withdrawing from one or more – but not all – courses during the current semester
   1. Dropping a Course:
      1. Students may drop a course (or courses) online and without penalty until the drop deadline (check Academic Calendar).
      2. A course dropped before the drop deadline will not appear on the student’s transcript.
   2. Withdrawing from a course or courses after the drop deadline:
      1. When a student withdraws from a course or courses after the drop deadline, these courses will remain on the student’s transcript and be marked with a non-punitive grade of “W” (a “W” does not count toward the student’s GPA).
      2. From the drop deadline through the “last day to Drop with W” (check Academic Calendar),
         1. During this period, students without “serious and compelling” reasons may withdraw from a course (or courses) through PeopleSoft.
         2. Withdrawing from a course (or courses) for reasons that are not “serious and compelling” will count toward the 18-unit maximum.
         3. Students withdrawing from a course or courses for “serious and compelling” reasons should file a Petition to Withdraw, accompanied by documentation and appropriate signatures (as outlined in III.B.3.b below), instead of withdrawing through PeopleSoft.
         4. Students may withdraw from the university (or withdraw from ALL current courses) for any reason during this period by filing an online Petition to Withdraw.
      3. From the “last day to Drop with W” and prior to the last 20% of instruction (check Academic Calendar),
         1. Students must have documented “serious and compelling” reasons in order to withdraw from a course, multiple courses, or all courses.
         2. During this period, students must obtain the signatures of the course instructor and the student’s faculty advisor (or professional academic advisor if the student is undeclared), and the chair of the department in which the course is taught.
         3. Such withdrawals will not count against the maximum number of units in Section I above.
      4. During the last 20% of instruction (see Academic Calendar),
         1. Students must have documented “serious and compelling” reasons clearly beyond the student’s control in order to withdraw from a course, multiple courses, or all courses.
         2. While in many cases withdrawing from a course may be the best option, students may wish to consult with the course instructor about whether an incomplete is practicable.
         3. Procedures are the same as for Section B above. However, for this period, the registrar has the final authority to approve or disapprove the petition.
         4. Such withdrawals will not count against the maximum number of units in Section I above.
4. Total Withdrawal (Withdrawing from all courses and from the university)
   1. During the period between the Drop Deadline and the “last day to withdraw with a W online,”
      1. A student wishing to completely withdraw from the semester (drop all courses) must complete the online Petition to Withdraw Form.
      2. During this period, a student may withdraw completely for any reason.
      3. However, if the student has documented “serious and compelling” reasons for withdrawing, the units will not count toward the maximum number of units in Section I above.
   2. During the period from the census date to the end of instruction,
      1. A student wishing to completely withdraw from the semester may do so ONLY for “serious and compelling reasons,” which must be documented, using the online Petition to Withdraw form.
      2. Such withdrawals will not count against the maximum number of units in Section I above.
5. Retroactive Withdrawal (after a semester has ended)
   1. After a given semester has ended, students may petition to retroactively withdraw from an entire semester if there are “serious and compelling” reasons for such a withdrawal.
   2. Students may withdraw from a single course retroactively if and only if there are “serious and compelling” reasons affecting a single course (such as being unable to finish a PE course due to a broken leg).
   3. The student must file the online Withdrawal form, which must be accompanied by documentation of the “serious and compelling” reasons.
   4. The petition must be supported by the student’s faculty advisor or by a professional academic advisor if the student is undeclared.
   5. The University Standards Committee has the final authority to approve or deny such petitions.
   6. Retroactive withdrawals for “serious and compelling” reasons will not count against the maximum number of units in Section II, A above.

Updated by SSU.policies@sonoma.edu