The information contained here is not exhaustive but should provide some general information to help students understand the complete withdrawal process, including immediate responsibilities. Any questions related to a specific type of withdrawal should be discussed with a staff member in the Dean of Students Office. There may be other processes that are necessary for specific situations not listed here. Students are responsible and will be held accountable for withdrawing appropriately. For more information, please see the current edition of the Undergraduate Course Catalog and the information attached to the appropriate withdrawal form(s).
Types of Withdrawal and Processes
Mid-semester Withdrawal before deadline
A student who desires to withdraw from the College in the course of an on-going semester must fill out the withdrawal/leave of absence form and submit it to the Dean of Students for approval to withdraw before the end of the ninth week of the semester. A student who acts in that time frame can be confident of approval. The withdrawal counts as an attempted semester within the 10-semester rule.
Students must complete the appropriate form obtained through the Dean of Students Office and complete an exit interview with one of the Deans.
Mid-semester Withdrawal after ninth week deadline
After the ninth week, withdrawal is allowed only for extraordinary circumstances. The student must petition for permission to withdraw from the Committee on Academic Status. A student who wishes to withdraw after the ninth week should consult with a staff member in the Dean of Students Office to discuss the CAS petitioning process. The withdrawal counts as an attempted semester within the 10-semester rule if the petition is granted. Failure to be officially withdrawn will result in grades of failure recorded for all courses carried in that semester if the student stops attending classes.
Withdrawal between Semesters (Will Not Return) and Leaves of Absence
A student takes a leave of absence when he/she intends to return to W&M after one or two semesters away. A Will Not Return withdrawal is taken by a student when he/she does not intend to return to W&M. Both types of withdrawal require the completion and return of a form to the Dean of Students Office prior to the first day of classes of a semester (form available on the DOSO website).
Medical Withdrawal from the College
A student who is unable to complete the requirements for registered classes in a semester due to a documented medical situation may petition for a full withdrawal from the College. The Medical Review Subcommittee of the Committee on Academic Status reviews the student’s written request and written recommendation of a physician and/or an appropriate healthcare professional. Students considering this type of withdrawal should consult with a Dean of Students staff member. A full medical withdrawal is not counted in the College’s 10-semester rule. A medical leave of absence applies for a withdrawal between terms.
Administrative Academic Withdrawal (Academic Suspension)
This withdrawal is the result of the student not meeting minimum probation/continuance standards of the College. The student is notified by the Dean of Students Office when he/she has been academically suspended by the Committee on Academic Status following the completion of the semester.
Transcript Notation and Future Registration
Students who complete the process to personally withdraw before the end of the ninth week of the semester or with the permission of the Committee on Academic Status (mid-semester withdrawal) will have their current registration noted on their transcript with a “W” beside each registered course. When a student has completed the process for a Leave of Absence or Withdrawal for the upcoming semester, the student will receive grades for the
current semester with no notation on the transcript. A medical withdrawal from the College results in a transcript notation of “WM” beside each registered course for the withdrawal semester. In all forms of withdrawal, future registration and housing are cancelled.
If the student has been academically suspended, he/she no longer is in “good standing” with the College and must complete specific requirements in order to be reinstated to good standing. See “Policies of the Committee on Academic Status.”
Taking Courses Away
Any student who intends to take coursework while withdrawn from William and Mary must have written permission in advance from the University Registrar to ensure that credit will be transferred. No retroactive transfer of such credit is permitted. Forms are available on the Registrar’s website. Students who have been academically suspended from the College are no longer in good standing and cannot transfer credits to William and Mary from their time away.
Readmission after any type of withdrawal requires the submission of the Readmission Application form to the Dean of Students Office as early as possible, but no later than three weeks prior to the beginning of classes for the semester in which the student wishes to return. Virginia students re-enrolling after a withdrawal must re-apply for domiciliary status and are subject to the same criteria as entering students.
Readmission following a Full Medical Withdrawal is not automatic and involves a medical clearance procedure, which includes submission by the student of all necessary documentation addressing the behaviors or conditions which caused the original withdrawal. This process must begin not less than one full month prior to the beginning of classes for the desired semester of return. Readmission may be contingent upon additional restrictions or requirements for the student’s safety and success.
Readmission after an academic suspension requires that the student first be reinstated to good standing by the Committee on Academic Status.
Readmission is guaranteed for one year for all students who are withdrawn from the College, are in good standing, and have no encumbrances on their records, as long as they do not enroll as degree- seeking students elsewhere.
The CAS petition form, application for readmission, in-state domiciliary form, medical withdrawal and clearance information, and CAS policies for academic reinstatement can be found in the Forms section.
Upon readmission, the student’s Social Class will be adjusted to reflect the period of absence from the college. Social class generally indicates the expected year of graduation assuming four years of full-time enrollment after high school graduation. Social Class (e.g., Class of 2010) is used in establishing priority for a number of services. It is reevaluated for readmitted students by the Dean of Students Office in most cases; however, if the student has been degree- seeking elsewhere and has been readmitted as a transfer student, then Social Class review is part of the transfer credit evaluation process.
If the student is receiving any type of financial aid and has questions about eligibility for future aid or any obligations for repayment, he/she should talk with a staff member of the Financial Aid Office in Blow Memorial Hall (757-221-2420). The Office of the Dean of Students is not responsible for decisions affecting financial aid.
Mail Box Keys
Students must return campus mail box keys and complete a mail forwarding card at the Campus Post Office before they leave campus. Failure to return the key will result in a replacement fee that will put a hold on transcripts until the fee is paid.
Residence Hall Housing
Moving out: Students who are residing in a residence hall at the time they withdraw are responsible for canceling their housing contracts and completing all necessary paperwork in order to be properly removed from housing.
The student must do the following:
- Remove all personal items from his/her room
- Schedule a check-out with his/her RA
- Complete a Room Condition Report
- Turn the key in to the RA
Students have 48 hours from the date of the withdrawal to complete the above unless otherwise approved by the Director of Residence Life.
Returning: When students leave the college they are considered commuting students upon readmission. If one desires on-campus housing upon return, the student must apply to the Office of Residence Life as soon as possible after readmission. On campus housing is not guaranteed. Withdrawn students are not eligible for the housing lottery.
Tuition and Fees
When students withdraw from the College they may be eligible for refunds of tuition and fees based upon published deadlines. Housing and meal plan refunds are pro-rated. Students who wish to receive a refund of monies on their Express account must fill out the appropriate form in the ID Office. Check with the Bursar’ s Office for further information (757-221- 1217). Failure to address financial holds could result in inability to acquire transcripts.
Students should return on-campus parking permits to the Parking Services office and may apply for a pro- rated refund.
Students must return their student ID card to the Dean of Students Office upon withdrawal. Upon readmission, they should come by the office to pick up their ID.
A Withdrawal and Leave of Absence is not official until the Dean of Students Office has received a signed copy of the Withdrawal & Leave of Absence Form.