For information regarding transcript notification and refund policies on withdrawals, please check the AU Withdrawal calendar and the Online Withdrawal calendar.
Withdrawals are effective the date they are received by the Registrar's Office. It is the student’s responsibility to ensure their withdrawal paperwork has been received by the Registrar's Office. Students can confirm their registration by viewing their registration via their MyJudson account.
Students who drop a course(s) after the begin date will be charged a drop fee. To make official changes to a student's registration after classes have started, students must file an Add/Drop form for each course added or dropped. These must be approved and signed by the student, academic advisor, and course instructors (if applicable) and will require payment of a fee. Verbal and phone requests are not accepted.
Please note: At a minimum, students are responsible to check their student schedule, academic record and degree audit via MYJUDSON prior to the start of each term.
Administrative Withdrawal from a Course
Students who register for a course, never attend, but fail to officially withdraw will be administratively withdrawn from the course by the Registrar's Office with a grade of Administrative Withdrawal Failure(AWF). This grade is indisputable and will negatively effect the student’s GPA. Students will be responsible for all tuition and fees.
If students are not officially registered for a course, they will not receive credit for the course, even if they attend, participate in, and/or receive a grade for the course.
All withdrawal paperwork must contain the signature of both the student and the student's advisor. Verbal, telephone and email withdrawals will not be accepted. A student must complete either the Leave of Absence or Intent to Return form at the time of withdrawal (see Financial Aid section).
Changes in courses which cause students to drop below 12 credit hours during a given term will have implications for financial aid.
University Unofficial Administrative Withdrawal
A student may be administratively withdrawn from the program for academic misconduct, behavioral misconduct, non-attendance, non-payment of tuition or fees, failure to meet provisional admission requirements, or failure to maintain good academic standing. The administrative withdrawal may be noted on the student's transcript. Students who receive consecutive Administrative Withdrawal Failures (AWF’s) in a payment period will be administratively withdrawn from the remainder of the payment period. The student will be held liable for all tuition and fees and will receive grades of Administrative Withdrawal Failures (AWF’s) for the remaining courses in their payment period. Students who desire to continue in the next payment period must meet with their academic advisors.
Withdrawal from a Cohort
Students who find it necessary to change cohorts should first consult with their academic advisor. On very rare occasions, personal circumstances will dictate that students enrolled in AU cohorts terminate enrollment and request admission to a subsequent cohort. If applicable, a Leave of Absence will need to be completed (see Financial Aid section).
University Official Withdrawal
Students withdrawing from the university, for any reason, must begin the withdrawal process by completing an AU Student-Initiated Withdrawal form with their academic advisor. The withdrawal will not be processed until this form is completed, signed and submitted to the Registrar's Office.The effective date of the withdrawal is the date it is received by the Registrar's Office. Grades will be issued according to the AU Withdrawal calendar.
Refunds will be issued according to the refund policy for AU students. Students who leave Judson University without completing, signing and submitting add/drop paperwork will be held liable for all tuition and fees and will receive grades of Administrative Withdrawal Failure (AWF) for all unfinished courses.
Withdrawal for military reasons is total or none; a student is not allowed to withdraw from some courses but not others. A copy of the government's official "Call or Recall to Active Duty" documentation is absolutely required, and should be attached to the withdrawal form. Grades of "W" for "Withdrawal" are recorded on the official academic record; these grades are non-penalizing. All tuition and fees paid by the student for the payment period the student is withdrawing from will be refunded at a rate of 100%; however, room and board will be refunded on a pro rated basis through the date of withdrawal. If, in the future the student wishes to return to Judson University, he or she must reapply in accordance to the University's readmission policy, as outlined in this catalog.
Withdrawal for medical reasons is total or none; a student is not allowed to withdraw from some courses but not others (rare exceptions may be made by written appeal to the Dean of the Center for Adult and Professional Studies). Written medical documentation from a licensed physician/psychiatrist/other health care provider approved by the university is absolutely required, and will be taken into consideration along with other factors/information in evaluating the requested withdrawal. All documentation should be attached to the withdrawal form. Grades of "W" for "Withdrawal" are recorded on the official academic record; these grades are non-penalizing. The student is responsible for tuition and other appropriate charges up to the day of official withdrawal as outlined in the university catalog's Tuition and Fees Refund Policy. However, in the event of a severe or life-threatening medical condition to the student or an immediate family member, the student may appeal in writing to the Dean of the Center for Adult and Professional Studies for consideration above and beyond the normal refund policy. Such appeals must be made in writing, dated and signed. The letter must fully explain the circumstances involved and specify the consideration desired. A signed physician's letter explaining the medical condition must accompany the appeal. All appeals will be reviewed within 30 days of receipt and the student will be notified of the refund determination in writing. The student cannot resume study until a licensed physician/psychiatrist/other health care provider, approved by the university, provides written documentation that the student is "now healthy enough to resume university study." The student must then reapply in accordance to the university's readmission policy, as outlined in this catalog.
Leave of Absence Policy
Judson University must have a written leave of absence (LOA) policy. The University and students must comply with the stated policy as well as governing regulations when requesting, approving, and processing LOAs.
Students may be approved by Judson University for two LOAs in a 12-month period. The first LOA may not be longer than 100 days and the total of all LOAs may not exceed 180 days in the 12-month period. During an LOA, the student is not considered withdrawn and no return of federal funds calculation is required. The University will not assess additional charges related to the LOA.
A leave of absence (LOA) may be considered approved if Judson University determines there is a reasonable expectation the student will return. Students must follow the University's LOA Policy when requesting the LOA, by providing to the campus (on or before the start of the LOA) a written, signed, and dated request, including the reason for the LOA. All requests must be forwarded to the Academic Advisor-and academic advising will provide a copy to the Financial Aid and the Accounting Offices for final approval.
If unforeseen circumstances prevent a student from providing a request to the campus on or before the start of the LOA, Judson University may grant the LOA if the campus has documented the reason and decision. The student must still provide the LOA request to the Academic Advisor and the approved copy should be forwarded to the Financial Aid and Accounting Offices within a reasonable amount of time from the last date of attendance. Unforeseen circumstances may include, but not limited to, medical and family emergencies, military, jury duty, business travel, University course cancellation/and or facility closure, and natural disasters.
The LOA length is based on the number of days between the LOA start date and the reentry date. The first day of the student's initial LOA is used when determining the start date for the 12-month period. If a student is granted an LOA due to unforeseen circumstances, the beginning date of the approved LOA is the date the student was unable to attend class because of the unforeseen circumstance.
Extending an LOA
A student may request an LOA extension as long as the request is made before the scheduled reentry date. Students must follow Judson University's LOA Policy when requesting the LOA, by providing to the campus (on or before the scheduled reentry date) a written, signed, and dated request, including the reason for the LOA. All requests must be forwarded to the Academic Advisor.
Disbursements during an LOA
Judson University may disburse Pell to a student on an LOA. Loan funds cannot be disbursed to a student while on the LOA. Federal financial aid funds that are part of a credit balance created before a student began an LOA may be paid to a student, since those funds were disbursed before the student went on the LOA.
Completing of Coursework upon Return
Judson University will allow students returning from an LOA to complete coursework started prior to the leave with no additional charges.
Failure to Return
Judson University will explain to the student, prior to granting the leave of absence, the effects that the student's failure to return from an LOA may have on the student's loan repayment terms, including the expiration of the student's grace period. If a student does not return from an approved LOA (his/her withdrawal date and beginning of his/her grace period will be the last date of class attendance.