Student Rights and Responsibilities
Student Drop or Withdrawal
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 the catalog.
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 their academic advisor for processing. Drop forms are available online in UHV's eForms system, 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) 580-5545; 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 drop their courses through their myUHV account or submit a drop form via eForms, the student may write to request that the withdrawal be made and send it to the Office of the Registrar and Student Records. 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. If a “W” is received prior to a guilty finding of academic dishonesty, the student will become liable for the Academic Honesty penalty, including “F” grades.
5. 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 on the grade roster by the instructor. Students wanting to be dropped after the Drop with Penalty period should contact their instructor. An instructor who wishes to drop a student with a grade of "W" should make the request by sending an email to the Registrar/Student Records. The instructor must make the request.
6. 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.
Grading System / Explanation of Grades
W -- The grade of W is assigned when a course is dropped after the date indicated in the Academic Calendar as the last day to drop a course without receiving a grade, but before the last day to drop a course or withdraw from the university. If a “W” is received prior to a guilty finding of academic dishonesty, the student will become liable for the Academic Honesty penalty, including “F” grades.
For justifiable reasons, an instructor may drop a student from a course by submitting an email request to the Office of the Registrar and Student Records. Reasons for dropping a student may include excessive absences, lack of prerequisites or co-requisites 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. A student who is dropped may make timely appeal through the dean of the college in which the course is taught.
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 Emergency Withdrawal
With appropriate documentation, students may appeal for a medical emergency withdrawal and/or tuition refund. Appeals must be submitted within the term that the tuition and fees were paid. To initiate the medical withdrawal students must submit the Medical Withdrawal Appeal form online through the eForms system.Additional documentation may be required. The appeal committee generally reviews appeal requests once a month.
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.
Withdrawal of Students for Cause
Students who develop medical problems, which interfere with their continuing enrollment, may withdraw with the approval of the Provost. Documentation of the nature of the medical problem and the resulting implications will be required.
Students who represent an immediate threat to themselves or the university community may be subject to immediate withdrawal.
Please see the UHV Catalog for an explanation of other grades.