Drops and Withdrawals

To ensure that they do not incur unnecessary penalties, students dropping courses or withdrawing from the university should complete the requisite procedures (see "Student Drop or Withdrawal" below). Students who stop attending a course without completing the procedures should expect to receive an F.

The effective date recorded for termination of enrollment for all matters relating to university records shall be the date the drop or withdrawal is completed through PeopleSoft, or the date the drop/withdrawal form or written request is received by the Office of Admissions and Records, regardless of the date of last class attendance. Refunds for dropped courses are made according to the refund regulation schedule in the BILLING AND FINANCIAL INFORMATION section of this catalog.

Student Drop or Withdrawal

During periods of availability, a student may drop any or all courses using the PeopleSoft system. After or between periods of online availability, to drop a course or withdraw from all courses, students must submit the appropriate drop/withdrawal form to the instructor for approval and to assign a grade of “W” or “F”. Drop forms are available on the Office of Admissions and Records website or in person in the Office of Admissions and Records. Note: If it is not possible to drop or withdraw in person, a written request may be mailed to the Office of Admissions and Records, University of Houston-Victoria, 3007 N. Ben Wilson, Victoria, TX 77901. Written requests to drop or withdraw may also be faxed to (361) 570-4114; however, the University is not responsible for requests arriving late, illegible, or incomplete. The date the drop is completed through PeopleSoft or the date the drop/withdrawal form or written request is received by the Office of Admissions and Records is the official date for all matters relating to university business regardless of the date of last class attendance. Completed drop forms with grade(s) assigned must be submitted to the Office of Admissions and Records directly from the instructor or the academic school.

  1. If enrollment is terminated on or before the last day to drop without receiving a grade (a date listed in the Academic Calendar), no grade will be assigned, and the course will not appear on the student's permanent record.
  2. If enrollment is terminated after the above date but before the last day to drop or withdraw (a date also listed in the Academic Calendar), a grade of W or F will be assigned by the instructor on the Add/Drop Form, and the course and grade will appear on the student's permanent record.
  3. Withdrawal from the university: In addition to completing the procedures explained above, students who are dropping all courses must return all library books and laboratory equipment and have the university record clear in every respect. If a student is unable to come to the Office of Admissions and Records at the time of withdrawal, the student may write to request that the withdrawal be made. The recorded date for the withdrawal shall be the date the student's letter is received. If the withdrawal comes after the last date to withdraw without receiving a grade, the withdrawal request will be submitted to the instructor(s) for approval and grade ("W" or "F") assignment.

Undergraduate students who enrolled in college for the first time starting Fall 2007 or later need to be aware of the following:

Effective Fall 2007, the Texas Senate Bill 1231 provides that, except for several specific instances of good cause, undergraduate students enrolling as first-time freshmen at a public institution of higher education in Fall 2007 or later will be limited to a total of six (6) dropped courses with grades of "W" during their entire undergraduate careers. For these students, courses dropped at other Texas public institutions will count towards the 6-drop limit.

When an undergraduate student submits a drop request form, the Office of Admissions and Records will determine whether the student is eligible to drop in accordance to the 6-drop limit.

Instructor Withdrawal

For justifiable reasons, an instructor may drop a student from a course by submitting an Instructor's Drop Report to the Office of Admissions and Records. Reasons for dropping a student may include excessive absences, lack of prerequisites or corequisites for the course, disruption of the academic process, academic dishonesty, or inability of the student to complete the withdrawal procedures. This can occur at any time prior to the last day to drop a course or withdraw from the university as listed in the Academic Calendar. This will result in a W or F, as appropriate. A student who is dropped may make timely appeal through the dean of the school in which the course is taught.

In extraordinary cases in which a student is passing but could not initiate a course drop prior to the last day to drop a course or withdraw from the university, the instructor may, at his or her discretion, assign a grade of W on the final grade sheet.

University Withdrawal

In addition to suspension for academic and/or disciplinary causes, a student may be withdrawn by the university for Financial and/or medical reasons.

  1. Cashier Withdrawal
    A student who is delinquent in financial obligations of any nature to the university may be withdrawn from the university. The student may not be reinstated at the university until all financial obligations are met.
  2. Medical Withdrawal
    A student may be withdrawn by the Senior Director for Student and Academic Services for medical reasons. In such cases the Student Services Manager will notify in writing the student's dean of the action taken and the effective date. The dean will be asked to notify the student's instructors of the action in order that they may take the circumstances into account when awarding grades.

Military Withdrawal

In accordance with the Texas Education Code 54.006 (f): If a student withdraws from the University of Houston-Victoria because the student is called to active military service, the following options apply:
(1) Upon the student's request, the university will refund the tuition and fees paid by the student for the semester in which the student withdraws;
(2) Upon the student's request and as determined by the instructor, the university will grant a student who, at the time of military deployment, is passing a course or courses and has completed all but a relatively small part of the course requirements:

  1. an incomplete grade in any or all courses;
  2. an appropriate final grade or credit in any or all courses.

Students or their representatives may request withdrawal and refund by presenting evidence of the call to active military duty to the Registrar's Office. Students receiving Title IV federal funds should contact the Financial Aid Office.

University Of Houston-Victoria
3007 N. Ben Wilson, Victoria, TX 77901
(361) 570-4848, Toll Free in Texas (877) 970-4848

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