Regulations & Policies

Academic Affairs

I. OBJECTIVE AND PURPOSE

This policy allows students to withdraw from classes when exceptional circumstances impact academics due to medical and/or other personal reasons. This policy also allows the University to withdraw a student as a last resort when a student presents a significant risk to themselves, others, or the University based on reasonably available information at the time. 

ll. DEFINITIONS

1. Significant Risk – A student poses a Significant Risk when their behavior includes a high probability of harm, threats of harm, or disruption and not just a slightly increased, speculative, or remote risk of such. It is identified based on information that is reasonably available at the time of consideration and reasonable modifications of policies, practices, or procedures will not sufficiently mitigate the risk. A Significant Risk exists when there is a high probability that if the situation is not addressed, the student will cause substantial harm to others, themselves, or the University.
2. Immediate Family Member – A spouse/domestic partner, child, parent/guardian, sibling, or other person who the student identifies as an Immediate Family Member.

III. STATEMENT OF POLICY AND PROCEDURES

Not all withdrawals relieve the student of financial responsibility. Students are responsible for understanding how their withdrawal impacts their student account, including financial aid eligibility, payment plans, signatory obligations in contracts with UNF Housing and Residence Life and UNF Dining Services, and any resultant excess hour surcharges.

Common forms of Withdrawal, such as Complete, Course Drop(s), Course Withdrawal(s), can be found in the Withdrawal and Drop Policy (2.0190P).

A.    Administrative Withdrawal, Generally

Pursuant to UNF’s Withdrawal and Drop Policy, 2.0190P, University administration may withdraw a student under specific circumstances, including death of a student, disciplinary action, or for Exceptional Circumstances, as described herein.

B.   Withdrawals for Exceptional Circumstances

A student experiencing exceptional circumstances, such as an unexpected acute medical condition or unplanned urgent life event of such severity and duration that it renders them unsuited to complete their courses, may be eligible for a withdrawal under this policy.

1. Prior to pursuing a withdrawal for exceptional circumstances, students shall meet or correspond with their course instructors to discuss the possibility of obtaining a passing grade for the course pursuant to course, department, college, or university guidelines. Students should first attempt to withdraw by the course withdrawal deadline of the affected term as posted on the academic calendar.
2. A student who experiences an exceptional circumstance within an academic semester is encouraged to withdraw from their courses under the Withdrawal and Drop Policy (2.0190P). A student who misses the course withdrawal deadline because of a documented exceptional circumstance should include this information within their required Exceptional Circumstances Withdrawal Application.
3. To be eligible for a withdrawal for exceptional circumstances, a student must provide documentation of an illness, injury, or event which was not previously known to the student, or which was reasonably believed to have been treated and resolved. The student must also provide evidence of having experienced an escalation of symptoms and documented evidence of having received treatment during the semester for which they are seeking the withdrawal.
4. Students who wish to use this policy due to the unexpected and/or sudden loss of an Immediate Family Member must submit all required application materials and include an official death certificate or obituary for the deceased family member. This policy is not available for students who experience challenges due to medical issues of dependents or family members.
5. All Exceptional Circumstances Withdrawal Applications must be submitted through the Exceptional Circumstances Withdrawal Procedure, outlined on the Dean of Students webpage. Students looking to pursue an exceptional circumstances withdrawal must submit all required application materials within 150 days from the last day of the semester. The University is required to complete and certify the exceptional circumstances withdrawal process for students within 180 days from the last day of the semester for which the withdrawal is sought.
6. If approved, impacted grades will be converted accordingly and the student’s academic standing will be updated.

C.    Involuntary Withdrawal

A student whose conduct, actions, or statements pose a significant risk to the health or safety of themselves, others, or the University may be subject to involuntary withdrawal from the University by the Dean of Students or designee. Such action will only be taken after an individualized assessment of the student and their conduct is performed by the appropriate University administrators (or designees) including, but not limited to, the Crisis And Threat Assessment Team (CATA Team).  Involuntary Withdrawal of a student is intended as a last resort, only to be used when all other options have been considered and are inapplicable, incompatible, or ineffective. Nothing in this policy shall, nor is intended to, override, or interfere with a student’s right to reasonable accommodations or any other rights under the Americans with Disabilities Act (ADA).  An Involuntary Withdrawal is NOT considered disciplinary action.

1. Review Process
   1. Immediate Temporary Withdrawal – Should circumstances warrant, a student may be subject to an immediate temporary withdrawal, pending a further determination. A student subject to an immediate temporary withdrawal shall be provided with notice of such withdrawal stating the reasons for the withdrawal. The notice will also provide the student with an opportunity to respond to the Dean of Students or designee as soon as reasonably possible after such temporary withdrawal. After responding, the temporary withdrawal may be rescinded, modified, or allowed to stand pending further determination. Notice of this decision shall be given to the student.
      1. If an Immediate Temporary Withdrawal is rescinded or modified, or the student is not Involuntarily Withdrawn, the University will correct the student's enrollment status and education records in compliance with state and federal laws. If the Immediate Temporary Withdrawal lasts longer than ten (10) class days, the University will refund to the student a pro rata portion of any charges for tuition or fees, if applicable.
   2. Involuntary Withdrawal - To determine whether a student poses a significant risk that prevents them from safely participating in university programs, the University must conduct an individualized assessment and make a reasonable judgment based on the risk factor(s), current medical advice and records, objective evidence of behavior, and any relevant evidence provided by the student. The risk factors to be considered include but are not limited to nature and severity of the risk, duration of the risk, probability that potential harm will occur, the student’s impact on other individuals or members of the University community, and availability of reasonable modifications of university policies, practices, and requirements that will sufficiently mitigate the risk. The determination will be made based on information that is reasonably available at the time of consideration.
2. Notice
   1. A student subject to Involuntary Withdrawal is entitled to the following:
      1. Written Notice of the University’s intent to remove the student pursuant to this policy stating the reasons for the proposed action. The notice shall include an explanation outlining the significant risk along with the date, time, and location of the Involuntary Withdrawal Review Hearing. The Notice will also provide the student with an opportunity to respond for consideration by the Dean of Students and CATA Team within ten (10) days of the notice.
      2. The opportunity to examine the psychiatric or other evaluations provided to the CATA Team and to discuss them with the CATA Team.
      3. The opportunity to present relevant information about their personal case for consideration by the CATA team.
3. Procedures for Involuntary Withdrawal
   1. When the Dean of Students or designee becomes aware of a student who may meet the criteria for an involuntary withdrawal, they will make the determination to initiate the involuntary withdrawal process.
   2. A student shall be provided notice in accordance with section 2. Notice, above.
   3. The Dean of Students or designee will call an Involuntary Withdrawal Review Hearing (Review Hearing) with the CATA Team no earlier than ten (10) class days after notifying the student of the proposed involuntary withdrawal. The student will be notified of the time, date, and location of the Review Hearing and will be given the option to attend, waive the review, or submit materials. A quorum shall be considered six members and is required to hold a Review Hearing. If a CATA Team member is unable to attend, they may send a designee to attend to represent their areas of campus.
   4. If the student chooses to attend the Review Hearing, they may present relevant information for consideration by the CATA team. Alternatively, the student may submit written materials in lieu of attendance. Failure of a student to take the opportunity to respond at the time and in the manner provided by the University shall not affect the validity of or delay any decision made under this policy.
   5. Following the Review Hearing, the CATA Team shall meet in closed deliberation. At the conclusion of this closed deliberation, the Team shall make a determination based upon their review of all relevant information at the time of the meeting, as to whether the University should:
      
      1. Involuntarily withdraw the student based on Significant Risk;
      2. Make no changes to the student’s status;
      3. Allow continued enrollment with conditions;
      4. If the student is on Immediate Temporary Withdrawal at the time, reinstate the student with or without conditions; or
      5. Take other action as appropriate.
   6. The CATA Team will make a final decision regarding the student’s enrollment status based on the relevant information available to the University and the relevant information presented by the student. The Dean of Students or designee will notify the student in writing within five (5) class days from the date of the Review Hearing regarding the student’s enrollment status.
   7. A student who is involuntarily withdrawn shall have a hold placed on their student account, impacting their records and enrollment. The University may impose additional conditions for readmission, which must be completed prior to the hold being removed. If a student who is involuntarily withdrawn also resides in on-campus housing, notice of their change in enrollment status will be provided to Housing and Residence Life to review their contract and ability to maintain their living assignment.

D.    Reenrollment

1. A student removed through the involuntary withdrawal process may be required to complete conditions for reenrollment, including but not limited to one or more of the following:

   1. Requiring the student to provide the Dean of Students or designee a complete written assessment from student’s treating physician, independent licensed psychiatrist, or other licensed mental health provider indicating the student is ready and able to safely return to their educational pursuits;
   2. A written agreement between the University and student indicating that the student will attend and remain compliant with any treatment/programs/meetings recommended by student’s treating physician, independent licensed psychiatrist, or other licensed mental health provider; and/or
   3. A determination by a University official or officials, made after consultation with appropriate personnel, that student has met conditions for readmission and that the University has appropriate resources to support and meet any ongoing needs of the student.
   4. Adherence to standard conditions for reenrollment as dictated by University regulation, policy, or procedure; such as submission of a new admissions application if the student has not been enrolled for three semesters.

IV. AUTHORITY

BOG Regulation 1.001, 6.001; Sections 1001.61 1006.60, F.S.

History: New _________

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