Arkansas State University - Newport

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Withdrawal

How to Withdraw from a Course(s)

Any student who withdraws (unregisters) from ASU-Newport during a term of enrollment prior to the census date, will not be responsible for tuition and fee charges for any/all courses for which the student unregisters. Any payments made by the student prior to the census date will be refunded. Unregistering from courses on or before the census date will not incur a tuition, fees, or related changes on their student account. Additionally, there will not be Ws on their academic transcript.  

NOTE: Students who do not attend classes before the census date are typically dropped for non-attendance. However, it is the responsibility of the student to drop the courses for which he or she did not attend prior to the census date. 

Students who choose to officially withdraw from courses after the census date but before the last day to withdraw from courses accept all tuition, fees, and charges associated with the courses. Students who choose to withdraw from all courses and have received Title IV funds may be subject to additional charges due to the requirement of ASU-Newport to calculate unearned money via the return to title iv calculation.  

To view census dates and the last day to withdraw from courses, please review the current ASU-Newport Academic Calendar.  

Exception: Commercial Driver Training students will be allowed to withdraw (unregister) from courses (and be eligible for a refund if payments have been made on the student account) during the first eight (8) days of class.   

UPDATE: The last day to withdraw from courses for Summer I 2020 has been moved to June 24, 2020 at 5:30 pm.

DROP AND WITHDRAW PROCESS 

Students are responsible for indicating their intent to discontinue enrollment by using the appropriate form (drop or withdraw). Enrollment Services processes the forms submitted by students and informs the Financial Aid Office when students discontinue enrollment. 

Unregister = a complete cancellation of course enrollment that results in 100% refund of tuition and fees. 

  • A drop can only occur before the end of the census date 
  • A drop will NOT appear on a transcript 
  • A dropped student’s name will no longer appear on a course roster 
  • A dropped course will no longer appear on a student’s schedule of courses 
  • A drop makes the enrollment as if it never happened 
  • A drop usually has zero impact on financial aid eligibility 

Withdraw (appears as a DROP button) = a process signaling that a student is enrolled, but will not complete a course or courses in which he or she is enrolled. ONLY ENROLLMENT SERVICES STAFF MEMBERS CAN PROPERLY PROCESS A WITHDRAW//DROP. 

  • A withdraw can only occur AFTER the census date for the current term of enrollment 
  • A withdraw WILL appear on a transcript as the letter “W” in the final grade column 
  • A withdrawn student’s name WILL appear on a course roster 
  • A course from which a student has withdrawn WILL appear on a student’s schedule of courses 
  • A withdrawn student must pay for the course – even though he or she will not complete it 
  • A withdraw may impact continued financial aid and scholarship eligibility 

Complete Withdraw = a process signaling that a student is enrolled, but will not complete any courses in which he or she is currently enrolled. A complete withdraw can only occur AFTER the census date but before the last day to withdraw from courses of the current term of enrollment.  

  • All courses WILL appear on a transcript with “W” in the final grade columns 
  • A withdrawn student’s name WILL appear on all course rosters 
  • All courses from which a student has withdrawn WILL appear on a student’s schedule of courses 
  • A withdrawn student must pay for the courses – even though he or she will not complete them 
  • A complete withdraw usually impacts continued financial aid and scholarship eligibility 

Click here to access the Withdrawal Request Form 

For students who complete the official withdrawal process, ASUN Financial aid personnel will determine the withdrawal date based on the date the Admissions Office receives information that the student plans to withdraw.

When a student ceases to attend classes but does not complete the official withdrawal process they are considered to have unofficially withdrawn. In the case of an unofficial withdrawal, the mid-point of the semester will be used for the calculation of a Title IV refund unless otherwise documented.

Students who officially withdraw from ASUN may be entitled to a partial refund or adjustment of fees if the withdrawal is completed within the refund period approved for the term or part of the term.

Return to Title IV Funds Policy

Federal Regulations mandate that students who receive federal financial aid, which may include Pell Grant, Supplemental Grant, Subsidized Student Loans, Unsubsidized Student Loans and Parent Plus Loans and withdraw from the university during the first 60% of the semester should be aware that a portion of these funds may have to be repaid. A student who remains enrolled and in attendance beyond the 60% point is considered to have earned all of their financial aid for the semester.

If the amount of aid disbursed to the student is greater than the amount the student earned, unearned funds must be returned to the federal programs. If the amount of aid disbursed to the student is less than the amount the student earned and for which the student is otherwise eligible, the student will receive a post-withdrawal disbursement of earned aid.

ASUN will return all unearned funds for which it is responsible within 45 days from the date the student is determined to have withdrawn. After the return of funds to Title IV financial aid is adjusted per the calculation, a balance may be owed on institutional charges. The ASUN Business Office will notify the student of any balances owed to ASUN and it will be the student’s responsibility to pay any balance owed.

The order the funds must be returned to Title IV programs is as follows:

  1. Unsubsidized Student Loan Funds
  2. Subsidized Student Loan Funds
  3. PLUS Parent Loans
  4. Pell Grants
  5. FSEOG

The amount of repayment can also be calculated manually using the US Department of Education’s Return to Title IV Funds Worksheets.

Spring 2020: Information about Incomplete-Crisis and Withdraw-Crisis

NOTE: As of May 6, 2020, the individual IC and WC process for Spring 2020 has closed. Any future availability of IC and WC processes will be listed on this page if they are made available. 

In response to COVID-19 and tornado-related issues, Arkansas State University has developed additional options for students as they navigate through the remainder of the Spring 2020 semester. Students who have COVID-19 and/or tornado-related issues that prevent them from completing their courses during the Spring 2020 semester have options to finish the semester past the Spring 2020 end date to complete the courses [Incomplete-Crisis (IC)] and/or choose to withdraw from a course(s) [Withdraw-Crisis (WC)].

Please remember that everyone’s situation is unique and that the best option for one student might not be ideal for the next. We strongly encourage you to reach out to your advisors, mentors, and campus supports before making a final decision. We are here to support you!

Questions? Email registrar@asun.edu

DEFINITIONS

Incomplete-Crisis (IC) Grade:

A student is eligible for a grade of incomplete-crisis (IC) when a crisis situation prevents completion of a course within an academic term. Courses for which IC is assigned do not count toward Grade Point Average (GPA) calculations. The deadline to submit an IC form is noon (12:00 pm CST) on April 27, 2020. Submit completed forms to

Withdraw-Crisis (WC) Grade:

Students who choose to officially withdraw-crisis from courses after March 16, 2020, and before April 27, 2020, accept all tuition, fees, and charges associated with the courses. Courses for which WC is assigned do not count toward Grade Point Average (GPA) calculations. Students who choose to withdraw-crisis (WC) from a course or all courses and have received Title IV funds will not be subject to additional charges due to the requirement of ASU-Newport to calculate unearned money via the return to Title IV calculation. The deadline to submit an IC form is noon (12:00 pm CST) on April 27, 2020. Submit completed forms to

NOTE: ARNEC students will adhere to the consortium procedures and will not be eligible for the WC or IC. ARNEC students should work directly through their program coordinator as they have a separate solution for these students that applies to students from all 8 consortium schools.

RESOURCES

Frequently Asked Questions

Request for a Grade of Incomplete-Crisis

Withdraw-Crisis Form 

Contact

Registrar's Office [Questions related to how to withdrawing from a course(s)]

 

Financial Aid Office [Questions related to how withdrawing from a course(s) impacts your financial aid eligibility]

 

Student Accounts [Questions related to your student account]