Policy

Academic Withdrawal from Courses - Policy

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1.  Purpose and Objectives

This policy outlines the circumstances in which students may withdraw from courses.

For information regarding Removal of Financial Liability (RFL) for a course, students should refer to PPL 3.50.10b Removal of Financial Liability Due to Special Circumstances – Procedures.

2.  Definitions, Terms, Acronyms

Census Date – the final date for enrolment for the semester as advised by the academic registrar.

mySI-net – the user interface to The University of Queensland's student administration system. This interface allows students to manage their UQ enrolment details via the web.

Relevant dates – The relevant dates are:

  • 30 April, for first semester courses and year long courses commencing in first semester
  • 30 September, for second semester courses and year long courses commencing in second semester
  • The date varies annually for summer semester but is usually early in the new year.
  • Other dates apply for Teaching Periods and UQ College (refer to UQ Website)

3.  Policy Scope/Coverage

This policy applies to all current and former students of The University of Queensland.

4.  Policy Statement

4.1 Withdrawal from a course without academic penalty

If a student's performance in a course or courses has been or will be jeopardised  because of health or other personal problems, s/he may withdraw from the course/s and avoid academic penalty (ie a failing grade) if the student:

  • withdraws from the course/s prior to census date in the relevant semester; or
  • withdraws from course/s after the census date, and on or before the relevant dates as listed in PPL 3.50.02b Withdrawal Without Academic Penalty – Procedures; or
  • makes an application to the Associate Dean (Academic) to withdraw without academic penalty after the relevant date. Permission may be granted if the Associate Dean (Academic) is satisfied that the cancellation is justified by reason of special circumstances not related to the student's academic ability or diligence.

All other results are the enduring record of the student's academic activities while enrolled at the University and are not subject to change, except under limited provisions for a change to final results, as determined under the General Award Rules. Requests relating to changes to finalised results under the General Award Rules are to be addressed to the approving officer identified in those rules.

4.2 Withdrawal from a course with academic penalty

Students who withdraw from courses via mySI-net after the relevant dates, and who are not permitted by the Associate Dean (Academic) to withdraw without academic penalty, will incur academic penalty for the withdrawn course. A grade of K, which is counted as zero in the calculation of GPA, will be recorded against the course and this will be displayed on both the official academic transcript and the studies report.

Custodians
Academic Registrar
Mr Mark Erickson

Procedures

Academic Withdrawal from Courses - Procedures

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1. Purpose and Objectives

The below procedures detail the processes, implications and outcomes for students who seek to withdraw from a course or courses with or without academic penalty. These procedures enact PPL 3.50.02a Academic Withdrawal From Courses – Policy.

Removal of Financial Liability (RFL) for a course is dealt with under PPL 3.50.10b Removal of Financial Liability Due to Special Circumstances – Procedures.

2. Definitions, Terms, Acronyms

Census Date – means the final date for enrolment for the semester as advised by the academic registrar.

GARGeneral Award Rule

GPA – Grade Point Average (refer GAR)

mySI-net – the user interface to The University of Queensland's student administration system. This interface allows students to manage their UQ enrolment details via the web.

Relevant dates – The relevant dates are:

  • 30 April, for first semester courses and year long courses commencing in first semester
  • 30 September, for second semester courses and year long courses commencing in second semester
  • The date varies annually for summer semester but is usually early in the new year.
  • Other dates apply for Teaching Periods and UQ College (refer to UQ Website)

3. Procedures Scope/Coverage

These procedures apply to all current and former students of The University of Queensland.

4. Procedures Statement

The Academic Board has established procedures for considering applications for academic withdrawal from courses.

5. Procedure

5.1 Withdrawal from a course without academic penalty

5.1.1 To automatically avoid academic penalty a student must withdraw from the course/s before the relevant date advertised for the semester.

5.1.2 Students who withdraw on or before the Census Date are able to withdraw from courses via mySI-net and permission from the Associate Dean (Academic) is not required. No grade is recorded and the course is not listed on the student's official academic transcript or studies report.

5.1.3 Students who withdraw after the Census Date, but on or before the relevant dates, are able to withdraw from courses via mySI-net and permission from the Associate Dean (Academic) is not required. A grade of W (withdrawal without academic penalty) will be recorded against the course and the course will be listed on the studies report only. 

5.1.4 Students may apply to their faculty, in accordance with these procedures, to withdraw without academic penalty at any time during the semester until results are finalised for the course or courses.

5.1.5 After the relevant dates and prior to the finalisation of results, a student who wishes to withdraw without academic penalty must apply in writing to the Associate Dean (Academic) by completing the Application for Withdrawal Without Academic Penalty Form. Permission may be granted if the Associate Dean (Academic) is satisfied that the cancellation is justified by reason of special circumstances not related to the student's academic ability or diligence. Students must act as quickly as possible, after circumstances have impacted negatively on their studies, to seek advice from the faculty about withdrawal.

5.2 Withdrawal from a course with academic penalty

5.2.1 Students who withdraw from courses via mySI-net after the relevant dates, and who are not permitted by the Associate Dean (Academic) to withdraw without academic penalty, will incur academic penalty for the withdrawn course.  A grade of K, which is counted as zero in the calculation of GPA, will be recorded against the course and these will be displayed on both the official academic transcript and the studies report.

6. Considering Applications for Withdrawal without Academic Penalty

6.1 Requests for withdrawal without academic penalty will not be considered in respect of a final result, except under the limited provisions of GAR.

6.2 In all cases, regardless of whether withdrawal is sought before the finalisation of results or after, the student must act to seek withdrawal as soon as the difficulty arises that is impacting negatively on their academic performance. For example, if a student has been ill during semester but thinks that they may still pass, and waits until after the finalisation of results when they have failed to seek withdrawal, it is most unlikely withdrawal will be approved. That is because the student could have sought to withdraw during semester, when the effect of their illness was first noted, rather than waiting until after they had failed.

6.3 Seeking to have a finalised result changed to withdrawal without academic penalty (W) amounts to changing an official record of the University. Such changes can be made only in exceptional circumstances and under very restrictive conditions. Students are therefore urged most strongly to take action to address their academic difficulties before the finalisation of results.

7. Lodgment of Applications

For applications requiring approval by the Associate Dean (Academic),

7.1 A medical certificate must accompany an application for withdrawal based on medical reasons. Medical Certificates must not be provided by a near relative or close associate of the student.

7.2 Applications for withdrawal on non-medical grounds must be supported by a personal, signed declaration stating the facts on which the application relies and should include an independent statement of support in corroboration of the application.

7.3 Students should understand that making a false declaration constitutes misconduct.

7.4 Requests relating to finalised results are to be addressed to the approving officer identified in the GAR.

8. Information for International Students

International students should be aware that withdrawing from a course or program may affect their student visa. International students should seek advice from their faculty before lodging any application to withdraw from a course or program.

Custodians
Academic Registrar
Mr Mark Erickson

Guidelines

Academic Withdrawal from Courses - Guidelines

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1. Purpose and Objectives

The following guidelines are to be adopted by Associate Deans (Academic) in considering applications received after the relevant dates specified in PPL 3.50.02b Academic Withdrawal from Courses – Procedures and up to the date for finalisation of results for the semester in question.

2. Definitions, Terms, Acronyms

No entries for this document.

3. Guidelines Scope/Coverage

These guidelines are for use of Associate Deans (Academic) when considering applications to withdraw.

4. Guidelines Statement

The Academic Board has established guidelines for adoption by Associate Deans (Academic) when considering applications to withdraw from courses or programs on application by a student after the relevant dates specified in the Enrolment and Academic Progression Rules.

5. Guidelines for Considering Applications for Withdrawal without Academic Penalty

5.1 The following would normally constitute acceptable grounds for granting withdrawal without academic penalty:

  • A serious health problem, or the onset of a chronic health problem since the dates set out in PPL 3.50.02b Withdrawal Without Academic Penalty – Procedures, as evidenced by medical certificates (e.g. car accident, hospitalisation/recovery from hospitalisation, chronic viral infection).
  • Serious personal trauma as evidenced by medical certificates and/or personal declaration.
  • Demonstrable change in personal circumstances since the dates set out in PPL 3.50.02b Withdrawal Without Academic Penalty – Procedures, as supported by personal declaration and other relevant material, (e.g., additional and unforeseen employment demands on a part-time student; severe financial stress; onset of severe illness in an immediate family member)
  • Evidence that a commencing undergraduate student is having difficulty with the transition to University level studies or has made an incorrect program choice.

5.2 The following would not normally be acceptable grounds for granting withdrawal without academic penalty after the relevant date:

  • Failure to prepare adequately for assessment requirements outside the circumstances outlined in Section 5.1.
Custodians
Academic Registrar
Mr Mark Erickson

Forms

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Withdrawal Without Academic Penalty Application - Form

Withdrawal Without Academic Penalty Application - Form

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Description: 

Students may withdraw without academic penalty at any time during the semester, but should do so as soon as circumstances change.

This form is used after the dates to withdraw without challenge via mySI-net (30 April for first semester and year long courses commencing in first semester, and 30 September for second semester courses) and before results in that course are finalised.

The date for summer semester changes every year.

Custodians
Academic Registrar
Mr Mark Erickson
Custodians
Academic Registrar
Mr Mark Erickson
Custodians
Academic Registrar
Mr Mark Erickson