Late Withdrawal Request Policy and Procedures
A late withdraw is withdrawal from a course after the course has ended. This process is designed to assist students who have experienced unforeseen, serious and extenuating circumstances outside the student’s control that have negatively impacted the ability to be academically successful. Students should present a request as soon as possible after the end of the impacted semester.
Any withdrawal request that occurs prior to the end of the course should be completed according to the official withdrawal procedures.
Any life circumstance that could not have been reasonably expected to occur during the semester in question would be considered unforeseen. Incidences of health related issues that could not have been planned may fall in this category. However, matters related to chronic medical conditions may not always be classified as unforeseen.
- “Serious and Extenuating”
The policy explicitly cites “serious” personal or family illness or accident as extenuating circumstances. Anything severe enough to warrant a late withdrawal should normally be so severe as to be a complete hindrance to completing the semester at all. Likewise, this means that whatever is severe enough to justify a late withdrawal in any class should normally prevent students from continuing their studies at all and should normally affect all of a student’s classes. Hence it will be unusual for a petition for a withdrawal for a single class or for only some of the classes, but not others, to be successful. Under some circumstances, this may be justified.
- “Outside the Student’s Control”
Neither serious illness nor job transfers are normally chosen by the student. However, deciding that one needs to work more hours, deciding to move to different living conditions, or deciding to work a different, better-paying shift or to take a better paying job would not normally count as beyond the student’s control. It is important for students in these circumstances to follow the documented withdrawal procedures within the semester that the change occurs.
The following issues are not considered justifiable
- The desire to improve grade point average
- Lack of knowledge of withdraw procedures
- Personal choices that prohibited course completion
Requirements for Submitting a Late Withdrawal Request
All requests for a late withdraw must include the following:
- Complete a Late Withdraw Request form
- A typewritten (or neatly handwritten) explanation of the event that prohibited course completion
- And all supporting documentation as described below
All requests for late withdrawal must include the downloadable form below, a typewritten (or neatly handwritten) explanation of the event that prohibited course completion, and all supporting documentation as described on the late withdrawal request form. You will only need to identify the semester in question as the assumption is that all classes were affected.
The completed late withdrawal form should be completed and supporting documents should be uploaded via the Secure Leapfile Portal to Enrollment Services.
The Dean of Enrollment Services will review the documents and make a decision. After the request is reviewed, the student will receive an email at their ICC email address explaining the reasoning for the approval or denial of the request. If approved, students can view the grade change on their unofficial transcript located in their MYICC (Eservices) account and on their official transcript.
There is no appeal process for a denied late withdrawal request. All decisions made are final.
ICC allows students to repeat courses in which a D or F grade was earned with the new grade replacing the former grade in the GPA. Repeated grades are not removed from a transcript. However, even with a denied late withdraw request, students can make up the semester without long-term negative effects on academic status or GPA. It is recommended that the student meet with an academic advisor to assess the impact of repeating courses on their cumulative GPA and academic goals.
Effects on Financial Aid and Receiving Tuition Credit
The Financial Aid Office determines whether the student or an external agency such as the federal government will pay whatever fees are owed. There are some cases where federal financial aid will cover the fees even if a student has failed the course. There are other cases where a student is liable for the fees and must repay the aid even if the student has been granted a late withdraw. Students should email questions about financial aid directly to the Financial Aid Office at [email protected]
Many of the same circumstances that justify a late withdrawal may be grounds for a tuition credit to be used in the future or an extension of a student’s financial aid eligibility. Please refer to a Tuition Appeal through Student Accounting paying for college Tuition appeals
Effects on Academic Standing
Depending on how the cumulative GPA is effected, the student’s academic standing may be impacted. Once the approved late withdrawal is processed, an academic standing review will occur and the student’s standing will be updated on the current, official transcript.