Policy Name: Leave of Absence and College Withdrawal
Responsibility for Maintenance: Registration and Records
Student requests for leave of absence and college withdrawal shall be subject
to the conditions and procedures set forth in this policy.
Reason for Policy
Occasionally, students may
find that they need to leave the College, either for a period of time or for a
more indefinite period.
Applicability of the Policy
All students, faculty, and
staff should be familiar with this policy.
Community College Policy A1 Matriculation/Curriculum Change
Community College Policy M1 Refund of Tuition and Fees
Community College Policy M4 Financial Aid
questions regarding leave of absence or college withdrawal
regarding financial aid impact of leave of absence or college withdrawal.
A. Leave of Absence
A leave of absence is
intended by the student as a temporary departure from the College to address a
specific situation in the student’s life. A leave of absence maintains the
student’s matriculation status for the leave period. A student may request a
leave of absence from the College by submitting a College Leave of
Absence/Withdrawal Form, available from Student Central, the Advisement Center,
or the Counseling Center. Students will be able to indicate if they want just
the current term courses dropped or if they would also like the next term
and/or any future term courses dropped in addition to the current term. Moreover,
students who are not enrolled are ineligible to receive financial aid in future
semesters until they resume enrollment.
After the student returns
from a leave of absence, the student’s status with the College shall be the
same as that of the student’s last enrollment in the College. If the student on
leave does not return to the College within the next four (4) consecutive
semesters, the student will be moved to non-matriculated status. Students
wishing to extend a leave of absence for any additional semesters should
contact Student Central.
B. College Withdrawal
A student may withdraw from
the College by submitting a College Leave of Absence/Withdrawal Form available
at Student Central, the Advisement Center, or the Counseling Center. Withdrawal
has the effect of ending the student’s matriculation, and, therefore, the
consequences should be considered carefully. Students typically withdraw only
where they have made a decision, in consultation with College personnel who can
help to evaluate the impact of this decision on the student, to cease
enrollment at the College.
Counseling and advisement
prior to the decision to withdraw can assist a student to decide if complete
withdrawal is appropriate. Students who receive financial aid are advised that
they will lose future eligibility for financial aid if they withdraw from the
institution. Current financial aid also may be impacted. Students who have
questions should consult with a Financial Aid staff member in advance. The
College Leave of Absence/Withdrawal Form must be returned to the Registration
and Records Office before the withdrawal is official. Students who request a
College Withdrawal will be removed from all currently registered courses,
regardless of term, as of the date that the College Leave of Absence/Withdrawal
Form is received by the Registration and Records Office.
If a student submits a
College Withdrawal after the drop deadline for the term, a grade of W will be
assigned by the Registration and Records Office at the time of the withdrawal.
These grades are not used to calculate GPAs, but the hours are counted as hours
for which the student was enrolled that semester and as “attempted credits” for
satisfactory academic progress calculations associated with financial aid
Students withdrawing from the
College after the course withdrawal deadline requesting a grade of W for
currently registered courses must submit a Petition to Waive the Academic Rule,
available at Student Central, documenting the circumstances for withdrawal.
This petition must be submitted together with the College Withdrawal Form to
activate this review process. If the petition is approved, the student will be
awarded the grade of “W”, instead of the letter grade the student had earned
for the course as of the date of withdrawal.
C. Readmission from Extended
Leave of Absence or Withdrawal
A student wishing to return
from a withdrawal or a leave extending longer than four (4) consecutive
semesters must complete a Returning Student Application form. The Returning
Student Application form must be submitted to the Registration and Records
Office prior to the end of the add period for the semester in which the student
is seeking readmission. Forms received after the current add/drop period will
be processed for the next full term
Approved by the
OCC Board of Trustees June 19, 2018