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Total University Withdrawal: Checklist

Undergraduate Withdrawal Process for Winter 2016

Withdrawal Grade Status (Total University Withdrawal)

Undergraduate total winter session withdrawals are for all classes for the session and must be processed during the session in which the classes are occurring. All withdrawals are treated the same with regards to grading and fee proration (if any), irrespective of reason for withdrawal. Some proration of tuition/fees may be applicable.

Students who properly process and complete total semester withdrawal within the current semester/session will receive a “Q” (withdrawn) enrollment status and a “W” designation for all their classes, rather than a grade. “W” designations are not calculated in determining quality/grade point average. Credits associated with “Ws” are calculated into the percent of progress (as credits registered but not completed), used in determining financial aid eligibility. Once processed, withdrawals may not be rescinded.

If you are thinking of processing a total university withdrawal from this semester or session, it is important that you read and understand the following information:

  • If you are unsure whether you should withdraw, please contact the Office of Advising and Testing, 724-357-4067. We will direct you to an office adviser or your associate dean for a discussion of your options.
  • If you are the recipient of financial aid, including loans, contact the Office of the Bursar (Clark Hall, 724-357-2207) to discuss the impact of total university withdrawal on your aid package and bill for this semester.
  • Call, e-mail (, or stop by the Office of Financial Aid (Clark Hall, 724-357-2218) to discuss the impact of your withdrawal on next semester, or any semesters thereafter. When your withdrawal is processed, Financial Aid will consider you not enrolled and act accordingly. Depending upon the time of the semester you withdraw, it is possible that all your aid may be returned (as required by federal law), and you may be personally billed for the semester.
  • The final decision as to the amount of semester charge to be forfeited is made by the Office of the Bursar using federal, state system, and university policy. A total withdrawal may result in a reduction to the current semester's financial aid. Due to federal regulations, more than 60 percent of the semester must be completed to retain 100 percent of the student's financial aid. Before that point in the semester, the aid will be prorated and  the ineligible portion will be sent back. As a result, the student may owe money to the university. Refer to Section III of the Office of the Bursar’s refund policy. If you do not understand the academic or financial impact of the withdrawal contact us before withdrawing, as we cannot change things, including any monies owed, once a withdrawal has been processed.
  • No matter what your withdrawal period: a) you may still owe the university money; or b) monies may be returned to your lenders, not you personally.
  • The grade for total university withdrawal is W. Your cumulative QPA will return to that of the previous semester. While Ws do not affect your grades negatively, they do reduce your percent of progress, which is required for some financial aid programs.
  • Processing a withdrawal means that you may not receive a financial aid refund check after the date of your withdrawal.
  • If a refund of university charges is to be granted, allow six to eight (6–8) weeks for processing.
  • International students: If you withdraw, you may become out of status or experience other impact. Contact the Office of International Education before you finish processing this withdrawal, if you have questions about these issues. (You may still withdraw, but you need to be aware of the impact.)
  • NCAA-recruited athletes: Withdrawal may affect your eligibility to participate and/or your scholarship. Contact the Athletic Department’s compliance officer, Samantha Traver, (724-357-4295), for information before withdrawing.
  • The withdrawal form must be completed and returned to the Office of Advising and Testing, 216 Pratt Hall. The official date of withdrawal will be the day on which it is received by the Advising and Testing office. As well, any withdrawals initiated, but not completed by, the last day to withdraw will be voided.
  • Retroactive Withdrawal: Withdrawals requested after a semester/session’s completion are not guaranteed, are applied for, and may only be for documented medical or psychological reasons. Approval must be granted by both the ADVT director and your associate dean/designee. There is no refund.

Winter Term 2016 (2016-45) Refund Dates and Percentages

Students adjusting their schedules up to and including December 23, 2016 = 100% (no forfeiture)

  • There are NO refunds for any type of schedule adjustment after December 23, 2016, irrespective of the reason.*
  • January 6, 2017, is the last day for individual withdrawal and the last day that students may process total semester withdrawal using the Web.
  • Students wanting to process a total withdrawal after January 6, 2017, must meet with the associate dean of their primary major and then, if approved, complete paperwork through the Advising and Testing Center ( 216 Pratt Hall). [E-mail or for a form to complete.]

*Military Call to Active Duty: Students who are called to active duty and who submit a copy of their call to active duty papers will be eligible to receive a 100 percent refund of tuition and fees and a proration of housing and dining charges as per the services used. As with other refunds, monies will be returned to appropriate parties in accordance with federal and state guidelines. Please note the Military Resource Center (MRC) may be a useful resource as you prepare for deployment. Contact information is 101-102 Pratt Hall, 724-357-3008,

Withdrawal Grade Status (Total University Withdrawal)

Students who properly process and complete withdrawal applications within the session will receive a "Q" (withdrawn) enrollment status and a "W" designation for all their classes rather than a grade. "Ws" are not calculated in determining quality point average. Credits associated with "Ws" are not calculated into the percentage of progress (as credits registered but not completed), used in determining financial aid eligibility.

  • Advising and Testing Center
  • Pratt Hall, Room 216
    201 Pratt Drive
    Indiana, PA 15705
  • Phone: 724-357-4067
  • Fax: 724-357-2889
  • Office Hours
  • Monday through Friday
  • 8:00 a.m.–Noon
  • 1:00 p.m.–4:30 p.m.