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2011-2012 Catalog

Academic Policies

Drops & Withdrawals


Student Classification | Course Load | Grading System | Dean's List | Drops & Withdrawals | Graduation Under a Particular Catalog | Degree Plan | Application for Graduation | Academic Dishonesty

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 proper  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 the Student Self Service system, or the date the drop/withdrawal form or written request is received by the Office of the Registrar and Student  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 Student Self-Service 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 Office of the Registrar and Student  Records for processing.  Drop forms are available online at www.uhv.edu/oar/forms.aspx , or in person in the Office of the Registrar and Student  Records.  Note: If  it is not possible to drop or withdraw in person, a written request may be mailed to the Office of the Registrar and Student Records, University of Houston-Victoria, 3007 N. Ben Wilson, Victoria, TX 77901. Written requests to drop or withdraw may also be faxed to (361) 580-5500; 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 the Registrar and Student Records is the official date for all matters relating to university business regardless of the date of last class attendance.

  1. Drop with No Penalty:  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. Drop with Penalty:  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 will be assigned, and the course and grade will appear on the student’s permanent record.  Undergraduate students, please see important information below regarding drop course limits.
  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 the Registrar and Student 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, but before the Drop with Penalty period ends, the grade of “W” will be assigned.
  4. A student will not be allowed to drop a course after the Drop with Penalty period.  The student can only be awarded a grade of A,B,C,D,I, or F by the instructor.
  5. A student-athlete will not be allowed to change his/her schedule after initial eligibility is certified unless approved by the Faculty Athletic Representative.  Contact the Athletics Department for more information or questions.

Undergraduate 6-Drop Limit:
In 2007, the Texas Legislature passed a law (S.B. 1231) which prohibits students enrolling for the first time as a freshman during or after Fall 2007 from dropping more than a total of six (6) courses in their entire undergraduate career.  This total includes any course a transfer student has dropped at another 2-year or 4-year Texas public college or university.

This does not apply to courses dropped prior to the census date (see “Academic Calendar”) or to courses for which the student receives an administrative withdrawal or if the student withdraws from the entire term or session.

Courses that Count Towards the 6-Drop Limit:

  • The 6-drop limit applies only to students enrolling for the first time as a freshman during the fall 2007 academic term or any term thereafter at a public college or university in Texas, including UHV.
  • Drops that count towards the limit are those for which a student receives a grade of W on his/her UHV transcript as well as any equivalent drops reported on that student’s transcript(s) from other Texas public colleges and universities.
  • If a student started college fall 2007 or thereafter, and then transferred to UHV from an affected Texas public college or university with six drops that are equivalent of W, the student may not drop any additional courses at UHV after the census date for the term.
  • If the student transfers with fewer than six drops, the student may drop the remainder of the allowed drops at UHV.

Awarding of Grades if the 6-Drop Limit has been Reached:
Once UHV determines that a student has accrued a total of 6 drops on courses attempted at any Texas public college or university, including UHV, it will not allow that student to drop any additional course at UHV.  Once enrolled in a course, these students with 6 drops can only be awarded an A,B,C,D,I or F grade by their instructor.

Exemptions to the 6-Drop Limit:
Certain exceptions may be made to the limit if the student can show good cause for dropping more than that number, including but not limited to a showing of:

  • A severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete the course;
  • The student’s responsibility for the care of a sick, injured or needy person if the provision of that care affects the student’s ability to satisfactorily complete the course;
  • The death of a person who is considered a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s death is considered to be a showing of good cause;
  • The active duty service as a member of the Texas National Guard or the armed forces of the United States of either the student or a person who is considered to be a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s active military service is considered to be a showing of good cause;
  • The change of the student’s work schedule that is beyond the control of the student and that affects the student’s ability to satisfactorily complete the course; and
  • Other reasons of good cause as determined by the institution.

Students requesting one or more of the above exemptions must complete the 6-Drop Exemption Form and submit to the Office of the Registrar and Student Records, along with required supporting documentation and evidence of extenuating circumstances.

Office of the Registrar and Student Records
University of Houston-Victoria
3007 N. Ben Wilson
Victoria, TX  77901
Fax: (361) 580-5500

Appeals Process:
Any student who wants to appeal the initial decision to deny an exemption to the 6-Drop limit for dropping a course may appeal to the UHV Appeals Committee for further review.  Such appeals must be submitted in writing before the final grades for the course(s) are posted by the instructor.  Appeal forms are available online at http://www.uhv.edu/oar/pdf/Appeal_Form.pdf.

Students appealing the initial decision can only do so for one of the following reasons:

  • To determine whether the process leading to the original decision was fair; and
  • To determine whether the decision reached regarding the request was based on substantive evidence.

The decision of the Appeals Committee will be final.

Undergraduate Enrollment Cap
The Texas State Education Code (54.068) applies only to undergraduate students who are Texas residents paying resident tuition and who enrolled for the first time in a Texas college or university in the Fall 1999 term or after. 

This code authorizes a limit on the number of hours those student may attempt while paying in-state tuition.

  • Students who initially enrolled in or after Fall 1999 and before Fall 2006 are allowed to attempt only the number of hours necessary to complete a degree in their approved major plus 45 hours.
  • Students who initially enrolled in or after Fall 2006 are allowed to attempt only the number of hours necessary to complete a degree in their approved major plus 30 hours.

Attempted hours are calculated for courses in which a student is enrolled on the Official Reporting Day (ORD) [typically 12th class day for fall or spring; 4th class day for summer], not by the courses in which a student receives a grade (passing, failing, or W).

When students to whom this law applies enroll (register) for courses that exceed this limit, state law authorizes the university to charge additional fees up to a maximum of the out-of-state tuition rates. 

If you stop attending a class with the intent to drop, be sure you drop on or before the Official Reporting Date (ORD) date or these hours will count toward your in-state tuition limit.

Please note that UHV does not currently charge additional fees for exceeding the undergraduate enrollment cap.

Undergraduate Enrollment Course Cap (i.e., “Three-Peat” Rule)
The Texas Higher Education Coordinating Board Rules (Chapter 13, Subchapter F, 13.108) authorizes institutions to charge additional fees to undergraduate students who enroll in a course [undergraduate or graduate] for the third or more time.

Attempted courses are those in which a student is enrolled through the Official Reporting Day (ORD) [typically 12th class day for fall or spring; 4th class day in summer].  Semester credit hours or contact hours attempted by students for the following types of coursework are exempt from the provisions of this section:

  • Thesis and dissertation courses.
  • Courses that may be repeated for credit because they involve different or more advanced content each time they are taken, including but not limited to individual music lessons, selected topics (when the topic changes), theater practicum, music performance, ensembles, certain physical education and kinesiology courses, and studio art.
  • Independent study courses.
  • Special topics and seminar courses.

If you stop attending a class with the intent to drop, be sure you drop on or before the Official Reporting Day (ORD) or these courses will count towards your two attempts.

Please note that UHV does not currently charge additional fees for exceeding this enrollment cap.

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 the Registrar and Student 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 determined by the instructor. A student who is dropped may make timely appeal through the dean of the school in which the course is taught.

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:

          (a) an incomplete grade in any or all courses;

          (b) 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.