Withdrawal Policy

Changing Registration

Prior to the beginning of the semester, if a student who has registered decides not to attend they must contact the Office of the Registrar immediately in writing to withdraw. Written notification may include e-mail notification however, only through the Rockhurst student e-mail account. After classes have begun for the semester, the student will be responsible for all charges incurred prior to the date notification is given in writing to the Office of the Registrar or Office of Financial Aid (official notification date). Refunds will be given according to the tuition refund schedule and final date for withdrawal using the official notification date. In the case of total withdrawal from class, for the purposes of Title IV Aid, the date used will be the last date of attendance or the mid-term date. (See withdrawal and refund in the Financial Aid Section of the Rockhurst University Catalog). Failure to officially withdraw from class within the Drop period will result in a failing grade.

Drop/Add Period

Students may add and drop classes anytime between initial registration in the courses and the last day of the Drop/Add Period. This Drop/Add Period is seven calendar days, beginning with the first day of class for the semester or session.  In the case of late entrance to a course, the student is responsible for all assignments made prior to adding the course. To add or withdraw from a course during the Drop/Add period, the student must obtain an official Change in Registration Request (Drop/Add) form from the appropriate dean's office or the Registrar's Office and submit it to the Registrar's Office, or change enrollment on Rockweb in a secure environment directly through Rockhurst myCampus Portal and clicking on the Rockweb link once logged in.  if you have trouble please contact Computer Services. If the student fills out the Change of Registration Request form, only the student's signature is required during this time. The dates for the Drop/Add period are published in the Academic Calendar on the Rockhurst website. The  Only the student's signature is required during this time.  No credit will be allowed for a course in which the student is not appropriately registered.

Withdrawing From a Course After the Drop/Add Period

To withdraw from a course after the drop/add period, students must obtain the signatures of their instructor, advisor, and the Financial Aid Office before submitting the Change of Registration Request (Drop/Add) form to the Registrar's Office. The instructor must indicate the student's last date of attendance on the form. Whether or not the instructor and advisor recommend withdrawal, the student's right to withdraw remains until the published deadline. See Academic Calendar. It is the responsibility of the student to complete the course withdrawal process. Once the student has completed the withdrawal process they can confirm the change has been made through the Rockhurst myCampus Portal or by accessing Rockweb with their PIN. Get your PIN from Computer Services to access this secure site.

The student is responsible for all financial obligations to the University up to the time of notification in writing to the Office of Financial Aid or the Office of the Registrar of their intent to withdraw (official notification date). In no case will the student receive a refund of financial assistance.

Students need to be aware that withdrawal from coursework may affect their ability to meet Financial Aid Satisfactory Academic Progress requirements. In order to maintain eligibility for financial assistance full-time students are required to earn 12 hours per semester or 24 hours per year. Part-time undergraduate and all graduate students are required to earn 80% of the hours they attempt. Financial Aid Satisfactory Academic Progress is outlined in the Financial Aid section of the Rockhurst University catalog. Among other things withdrawal from class could also affect athletic eligibility, graduation status, insurance eligibility and immigration status. Institutional financial assistance is available for a maximum of eight semesters, athletic scholarship for a maximum of ten semesters. Failure to attend or officially withdraw from a class will result in a failing grade. The final date for withdrawal is published in the Academic Calendar on the Rockhurst Web site.

Withdrawal Grade

Classes dropped during the official drop/add period are not reflected on the student's permanent record. Courses dropped after the drop/add period are recorded with grade notations of "W" (withdrawal) or "WF" (Withdrawal Failing). The student's failure to process course withdrawals correctly will result in a failing grade.

Complete Withdrawal from the University

A student who formally withdraws from the university on or before the last date to withdraw in a given semester will be withdrawn from all courses, except those courses that have previously been completed or have a grade of "I" (incomplete in that same semester). The notification to formally withdraw from the university includes the date the student notified in writing the Registrar or the Financial Aid Office of his or her intent to withdraw. If the student ceased attendance, but did not begin the withdrawal process or notify the institution concerning their intent to withdraw, the mid-point of the semester will be the official withdrawal date for the purpose of Title IV Aid. (See withdrawal and refund in the Financial Aid Section of the Rockhurst University Catalog). However, the student who fails to withdraw from the institution is responsible for financial obligations to the University based on the University's tuition and housing refund policies. Students can initiate the formal withdrawal process in the Office of the Registrar.

If a student has registered for the next semester, and decides before the semester begins not to attend, the student must contact the Office of the Registrar immediately, in writing, to withdraw from all classes. Written notification may include e-mail notification, but only through the Rockhurst student e-mail account. After classes have begun for the semester, the students will be responsible for all charges incurred until the student notifies in writing the Office of the Registrar or Office of Financial Aid. Refunds will be given according to the Tuition Refund Schedule.

Appeal

If a student fails to notify the Registrar or Financial Aid Offices of their intent to withdraw because of circumstances beyond the student's control, an appeal may be made to the Withdrawal Committee. The student will be expected to provide documentation of specific extenuating circumstances to the committee. At this time the recommendation of the dean will also be considered. The decision however, to accept or reject the appeal will be at the discretion of the committee. Appeals should be sent to the attention of the Financial Aid Director who serves as the chair of the committee.

Additional Requirements

Due to the sequential nature of the curriculum, a student adding or dropping a prerequisite course, a graduate course and/or transferring to the part-time program (when available) must get prior approval from the chairperson of the graduate program for which the student is enrolled.

Note: Please refer to the Academic Calendar or Tuition Refund Schedule for withdrawal deadlines for refunds.