Below is information to help students determine which process is right for their situation and when. Students should always consult the Augusta University (AU) catalog and appropriate office websites for full policies and procedures before seeking a medical or hardship withdrawal.

Deadline

Medical Withrdawals

A medical withdrawal at Augusta University allows students who have been diagnosed with a medical condition that has significantly impaired their performance within a given semester to request to be withdrawn for that semester. A student who has an injury or illness that prevents the completion of all classes for that term/session may apply for a medical withdrawal. These could include issues that require prolonged rehabilitation or post-operative time. Only in very rare instances will a partial withdrawal be considered, such as in cases where a student may not be able to complete a specific class because of a medical condition or injury that prohibits participation.

Medical withdrawal approvals are made to the medical withdrawal committee. The committee will evaluate the application based on whether the request and submitted documentation demonstrates that the student has a diagnosed condition, that the condition is being/has been treated, that the condition did cause significant impairment in the student’s ability to perform to their typical/expected academic level, and that the student is/has pursued treatment to prevent said condition from impairing academic performance in the future.

The medical withdrawal process is not meant to be an accommodation for students who have diagnosed, chronic conditions. Students who have such conditions should contact Testing and Disability Services to have necessary accommodations put into place for viable access to their courses.

If a student completed a “part-of-term” course that ended prior to the medical condition or hardship, a partial withdrawal may be acceptable and the student may receive course credit for that course. However, there will be no prorated refund for the remaining classes.

A student who files, or attempts to file, a fraudulent application for a medical or hardship withdrawal to avoid a failing grade or disciplinary action will be considered in violation of the AU Student Code of Conduct and subject to disciplinary charges.

Please note: An application for medical withdrawal does not guarantee that the request will be granted. All applications will be evaluated on a case-by-case basis and may be denied.

  1. The student should submit a complete medical withdrawal request to the Office of the Dean of Students. The form must include a signature and the last date of attendance.
  2. A provider recommendation form from a licensed medical professional must be signed and submitted to the Office of the Dean of Students.
  3. The completed withdrawal request and provider recommendation will be shared with the medical withdrawal committee for approval.
  4. Once a decision is made, the student will be notified of the decision.
    1. If prior to midterm, the approved medical withdrawal will be submitted to the Registrar’s Office for processing.
    2. If after midterm, the Office of the Dean of Students will contact each professor and notify them of the approved withdrawal and ask for permission to assign a grade of WA for his/her course. (If the professor indicates the student is not passing and prefers a different grade, that grade will be assigned.)
    3. If not approved, the student will be notified in writing of the committee’s decision.
  5. The approved withdrawal will be submitted to the Registrar’s Office for approval.

 

Note: If it is determined by a qualified medical professional and approved by the Office of the Dean of Students that a student is not physically or mentally capable of completing this process, the student’s parent, guardian or legal next of kin (whichever is most appropriate) may act on behalf of the student.

Hardship Withrdawals

When a student experiences an unexpected occurrence in their life that is beyond their control and causes extreme duress, the student may request a hardship withdrawal for all courses for the current semester. Hardship withdrawals are not meant to be used to appeal academic matters (e.g. grades), but should be used when the student seeks to withdraw from all classes for the remainder of the semester. Students must apply for a hardship withdrawal with the Dean of Students Office prior to the last day of classes for the term they experienced the hardship. The last date to apply is by 5:00 PM on the last day of classes for the semester. A hardship withdrawal can only be requested after midterm, the last day to withdraw without penalty.

Hardship withdrawals should fall into one of two categories: personal or financial.  Students will be required to justify their withdrawal with documentation. In rare instances where a student’s circumstances warrant only a partial withdrawal, documentation will be required to substantiate why this student is able to continue with some coursework but not all coursework. If the hardship withdrawal is granted, the student will receive “WH” grades for courses that he/she enrolled in during the semester.

Hardship Withdrawal Documentation

The student should submit a hardship withdrawal request and include a personal statement of hardship to explain how the non-academic emergency impacted studies. It is essential that the student provide accurate details about the circumstances surrounding the hardship, date(s) of the hardship event(s), and an account of how the event(s) specifically prevented the completion of coursework. In addition, the student will provide official documentation supporting the hardship. This documentation should be consistent with the student’s personal statement, and all documentation will be verified prior to the rendering of any decision regarding the student’s hardship withdrawal.

Categories of Hardship and Documentation Requirements

(e.g. severe medical illness within immediate family, death of an immediate family member, arrest of immediate family member, divorce, etc.): The student will supply appropriate documentation that builds a case for hardship withdrawal due to personal issues. These documents may include but are not limited to obituaries, funeral programs, police reports, or physician’s letters. The student should obtain documents that contain contact information, are dated, and are signed.

  • Students seeking a withdrawal for personal reasons must apply with the Office of the Dean of Students prior to the last day of classes for the semester they have experienced the personal hardship.

(e.g. loss of sole-supporting job, mandatory job changes, loss of housing): The student will supply documentation from an employer or supervisor that clearly states the mandatory change and the date these changes took place or will take place. This document should contain contact information for an organizational representative that can verify these changes, preferably a human resource professional.

  • A student’s inability to have financial aid in place at the start of a semester is NOT grounds for a hardship withdrawal due to financial issues.
  • Student that wish to apply for a hardship withdrawal for financial reasons must apply with the Office of the Dean of Students prior to the last day of classes for the semester that they have experienced the financial issue.

Note: Application for a hardship withdrawal does not guarantee the student a grade of WH.

What are examples of conditions that do not warrant a hardship withdrawal?

  • Poor performance in one or more courses
  • Registration for the wrong course
  • Preference for a different professor or class section
  • Failure to drop a course during the drop/add period
  • Failure to withdraw by the published deadline using normal procedure

Important Financial Information

Students are urged to contact the Office of Financial Aid before applying for a medical withdrawal to inquire about any impact a medical withdrawal may have on their current and future financial aid, as well as fees owed, etc. It is not the responsibility of the medical withdrawal committee to investigate the financial impact of the withdrawal on the student.

Students who live on campus must be aware that once their medical withdrawal has been approved, they will be expected to immediately move out of on-campus housing. Any questions regarding pro-rating the housing contract must be addressed with the housing department.

All students seeking either hardship or medical withdrawal from the university are strongly recommended to make an appointment with a financial aid counselor. This is of utmost importance if the student has received financial aid (e.g. scholarships, grants, loans. etc.). The granting of a hardship withdrawal may affect the student's ability to receive future financial aid and may greatly affect the student's ability to meet the federally mandated Satisfactory Academic Progress (SAP) standards. Students should be advised that the granting of a hardship withdrawal does not negate the requirements of meeting SAP standards or the policies regarding mandatory return of Title IV funds.

Incomplete Grades

Incomplete grades are assigned by each professor. The student will need to contact the professor to request this option. If approved, the professor will enter the grade of ‘I’ for that course.

Contact Information

To email your medical or hardship withdrawal request, please send your information to  deanofstudents@augusta.edu.


Frequently Asked Questions

There is no guarantee that a request will be approved. Requests are reviewed by the medical withdrawal committee, which includes the directors of Student Health Services, Student Counseling and Psychological Services, and Testing and Disability Services. Supporting documentation is required and will be used to review for approval.

A medical or hardship withdrawal will not clear or decrease your account balance, entitle you to receive a refund, or cancel your obligation to repay tuition and fees and/or be awarded financial aid for the semester which you receive a withdrawal. Students requesting a medical or hardship withdrawal should consult with their financial aid counselor to discuss the impact of a withdrawal on their student account and/or eligibility to receive financial aid in subsequent semesters.

  • If approved, you will receive a ‘WA’ for medical withdrawals or a ‘WH’ for hardship withdrawals. If you have voluntarily withdrawn or have been administratively withdrawn for nonattendance or nonpayment, you are not eligible to receive a medical or hardship withdrawal.
  • Grades of ‘WA’ and ‘WH’ count the same as a ‘W’ on a student’s academic transcript.

Medical and hardship withdrawals are for situations where the condition prevents a student from completing their coursework for the semester. If a student completes the required coursework for the the semester and takes final exams, the committee normally rules that the student has completed the semester and is not retroactively eligible for a withdrawal.

The request and documentation provided are kept secure in the Office of the Dean of Students. The information is only shared with the professional members of the committee. The decision of approval is shared with the Registrar’s Office, but they do not receive any private information. Documentation and private information is not shared with faculty, staff, other students, family, friends, or other university officials. Students must give permission for any information to be shared.

 

University regulations as printed in the AU Catalog state that it is the student’s responsibility to withdraw officially from courses for the semester. Not knowing about the option for a medical or hardship issue is not a valid reason for not applying for a withdrawal.

 

Not passing a class or doing well academically is not a reason for a medical or hardship withdrawal. The medical or hardship issue must prevent the student from completing courses for the semester. Considerations for partial withdrawals will only be considered in certain, specific cases. Those issues would include a medical issue that prevents the student from completing a certain course due to an injury or illness.  Examples include not being able to participate in a wellness course or other course due to a physical injury, taking medication that affects the student during certain times of the day, and/or courses being in person and some being online.