Advising Toolbox

Policies and Procedures

Leaving University

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  • Academic Dismissal

    UNCW Catalogue Policy:

    Academic Dismissal may result from any of the following:

    • Students who are placed on academic probation at the end of the fall semester who do not meet the minimum grade point requirement for retention at the conclusion of the spring semester will be academically ineligible. The student will be allowed to make up deficiencies during this university’s summer sessions immediately following the spring semester in which the ineligibility was declared.
    • Students who are placed on academic probation at the end of the spring semester who do not meet the minimum grade point requirements for retention at the conclusion of the fall semester will be academically ineligible. The student will be allowed to make up deficiencies during this university’s summer sessions immediately following the spring semester in which the student is placed on probation.
    • If a student is not in good academic standing at the conclusion of either the summer sessions (students first placed on probation at the conclusion of the fall semester) or the fall semester (students first placed on probation at the conclusion of the spring semester), the student will be dismissed from the university and will not be permitted to enroll for two consecutive regular semesters.
    • Full-time (at least 12 hours) students who earn a 0.0 GPA in any semester will be dismissed from the university.
    • Full-time students (at least 12 hours) who do not earn at least a 1.00 semester GPA and pass at least nine academic hours in any semester will be reviewed by the appropriate dean to determine academic eligibility.
    • Readmission in both cases above is contingent upon the results of the Re-enrollment Review.
    • If a student is allowed to re-enroll, he/she must see an academic advisor before registering for classes. See also Admissions - Former Students  (Re-enrolling).
    • Students who are academically dismissed from UNCW for any reason will not be permitted to enroll for two consecutive regular semesters.

    Students who have been academically dismissed for the first time may seek administrative review of mitigating circumstances for authorization to enroll in the following semester under an academic contract.

    Students seeking a review must submit the required appeal form and a written statement outlining their circumstance to the appropriate associate dean or University College director. The appeal must be submitted to the appropriate dean within 10 days after the end of the last semester (spring or summer) in which a student is registered. Students must understand that the submission of an appeal does not guarantee the student will be allowed to enroll. The appeal process may take several days to be completed.

    After a second declaration of academic dismissal, eligibility for continued residence can be restored only by completion of sufficient work during the summer sessions at the University of North Carolina Wilmington.

    Students should refer to the Scholarships and Financial Aid (OSFA) section related to Policy on Return of Title IV Funds for information about how academic dismissal impacts financial aid eligibility.

    Advising Tips:

    • At the end of each term, advisors will be sent a spreadsheet containing a list of students who are being dismissed
    • Each college or university varies in their policies regarding dismissal and appeals. Students will receive information via email regarding the procedure of their declared department.
    • University College students who earn a 0.0 term GPA or a term GPA >=0.0-<1.0 will be dismissed and required to sit out two regular semesters.
      • Dismissed students will be sent an email and letter at the end of term notifying them of their academic standing.
      • Advisors are responsible for CALLING their dismissed students to discuss their standing and optimal course scheduling.
      • Students have the ability to appeal the dismissal and submit a letter to the UC Academic Appeals Committee explaining the extenuating circumstance(s) that led to their academic deficiency and how they plan to be successful in subsequent semesters.  
        • Steps and deadlines for appealing a term dismissal are located through a web link provided to students in their dismissal notification.
        • Students are required to type a formal letter of appeal to the Director of University College and attach it to an email addressed to ucappeals@uncw.edu by the deadline noted on the appeal.
        • Appeal statuses will be updated on spreadsheet in SharePoint/Academic Affairs/UC/Intervention –Current. Select appropriate semester and Appeal Log for that semester.
        • Students will be notified of decisions and next steps or stipulations of contract if appropriate.
        • Students who are permitted to return on contract will need to meet with Academic Advisor to complete Academic Success Agreement by the end of the first week of semester. 

  • UNCW Catalogue Policy:

    The University of North Carolina is a community of high academic standards where academic integrity is valued. UNCW students are committed to honesty and truthfulness in academic inquiry and in the pursuit of knowledge. Any member of the university community who has reasonable grounds to believe that an infraction of the Student Academic Honor Code has occurred has an obligation to report the alleged violation. This obligation is a core value of the Honor Code and must be fulfilled by each and every member of the university.
    Academic dishonesty takes many forms, from blatant acts of cheating, bribery, or similar misdeeds to the more subtle forms of plagiarism, all of which are totally unacceptable in an institution of higher learning. Reporting and adjudication procedures have been developed to enforce the policy of academic integrity, to ensure justice, and to protect individual rights. Complete details may be found in the current Code of Student Life (https:/www.uncw.edu/cosl) and the Faculty Handbook (https:/www.uncw.edu/facsen/documents/Faculty_Handbook.pdf)

    Advising Tips:

    • Complete Term Withdrawal

      UNCW Catalogue Policy:

      To withdraw from all classes and the university at any other time during the semester, the student must submit a complete term withdrawal form via mySeaport.  No withdrawals (“W” or “WF”) shall be processed during the final exam period. Refer to the Expenses section of this catalogue for information on the fall and spring refund policy for complete withdrawal. Should extenuating circumstances warrant, the grade of “WF” assigned for course withdrawals after the withdrawal deadline may be changed to a ‘“W.” Documented extenuating circumstances may include: death of an immediate family member; traumatic and unforeseen circumstances which are considered beyond a student’s control; serious emotional instability, physical injury or illness which has resulted in the student’s inability to complete academic responsibilities in a given term. Students should note that poor standing in a course does not constitute an extenuating circumstance in and of itself. It is the student’s responsibility to initiate an appeal for this change by submitting a written request and supporting written documentation. The student must initiate the appeal with the associate dean who oversees the student’s major or University College director, as appropriate. The respective associate dean or University College director may approve or deny this request for a “W.” In cases where the request is denied, the student may submit, within ten regular class days of the dated decision, a written request for consideration with supporting documentation to the Committee on Withdrawal Appeals. Grounds for appeals are limited to substantive new evidence or material procedural irregularity. All decisions made by the Committee on Withdrawal Appeals are final. The written request with supporting documentation must be made as soon as possible after circumstances requiring the withdrawal. At the latest, by the last day of classes in the semester following the one for which the withdrawal is requested. A grade of “WF” that is not appealed successfully remains a permanent part of the student’s academic record.

      Advising Tips:

      • The withdrawal will always show up on the student’s transcript as a “W”, regardless of whether or not it was for extenuating circumstances. To view actual withdrawal credit total check in the Advisor menu of SeaNet under the Fostering Undergraduate Student Success link. See examples below.
      • Explain 16 credit hour withdraw limit policy to students, emphasize that is for their entire time as an undergraduate student at UNCW.
      • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.  
      • Encourage student to speak with professor to discuss potential success in course.
      • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.

      Screen Shots available at link below.

      Complete Withdrawal Screen Shots PDF

    • Course Withdrawal Limit

      UNCW Catalogue Policy:

      Excluding course withdrawals due to extenuating circumstances, students are limited to a maximum of 16 hours of full course withdrawals. Partial withdrawals will not be allowed. After the initial 16 credit hour threshold has been met, students will be required to remain in the course and subject to the grade earned at the conclusion of the semester.
      Should extenuating circumstances warrant, the grade of “WF” assigned for course withdrawals after the withdrawal deadline may be changed to a ‘“W.” Documented extenuating circumstances may include: death of an immediate family member; traumatic and unforeseen circumstances that are considered beyond a student’s control; serious emotional instability, physical injury or illness that has resulted in the student’s inability to complete academic responsibilities in a given term. Students should note that poor standing in a course does not constitute an extenuating circumstance in and of itself. Withdrawals due to extenuation circumstances are still subject to all financial aid and SAP rules and calculations.
      It is the student’s responsibility to initiate an appeal for this change by submitting a written request and supporting written documentation. The student must initiate the appeal with the associate dean who oversees the student’s major or University College director, as appropriate. The respective associate dean or University College director may approve or deny this request for a “W.” In cases where the request is denied, the student may submit, within ten regular class days of the dated decision, a written request for consideration with supporting documentation to the Committee on Withdrawal Appeals. Grounds for appeals are limited to substantive new evidence or material procedural irregularity. All decisions made by the Committee on Withdrawal Appeals are final. The written request with supporting documentation must be made as soon as possible after circumstances requiring the withdrawal. At the latest, by the last day of classes in the semester following the one for which the withdrawal is requested. A grade of “WF” that is not appealed successfully remains a permanent part of the student’s academic record.Withdrawals prior to fall 2014, will not be used towards the 16 credit hour limit.  Only withdrawals during the fall 2014 and subsequent terms will be counted towards the limit.

      Advising Tips:

      • The withdrawal will always show up on the student’s transcript as a “W”, regardless of whether or not it was for extenuating circumstances. To view actual withdrawal credit total check in the Advisor menu of SeaNet under the Fostering Undergraduate Student Success link. See examples below.
      • Explain 16 credit hour withdraw limit policy to students, emphasize that is for their entire time as an undergraduate student at UNCW.
      • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.
      • Encourage student to speak with professor to discuss potential success in course.
      • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.

      Screen shots:

      From SeaNet>Advisor Menu>Fostering Undergraduate Student Success>Select a Term>Enter Student’s ID
      Example of student with no extenuating withdrawals
      Fuss Page:
      FUSS1
      Example of where a student’s withdrawal was for extenuating circumstances, showing the W on the transcript, but not counting towards the 16 credit hour threshold: 

      FUSS2

      FUSS Page:
      FUSS3
    • Withdrawing From a Course(s) After the Drop/Add Period

      UNCW Catalogue Policy:

      Inclusive of the second through the seventh week of the semester, any student who withdraws from the university or from individual courses will receive a grade of “W” for each course withdrawal.  A grade of “W” will not affect the student’s grade point average. Beginning with the eighth week of the semester, a grade of “WF” will be assigned for each course withdrawal and will count as GPA hours. If a student is suspended after the deadline for withdrawal with a “W,” each instructor shall assign a grade of “WF” or “W” based upon the student’s academic performance prior to the suspension. Excluding course withdrawals due to extenuating circumstances, students are limited to a maximum of 16 hours of full course withdrawals. Partial withdrawals will not be allowed. After the initial 16 credit hour threshold has been met, students will be required to remain in the course and subject to the grade earned at the conclusion of the semester. A student may withdraw from an individual class or classes through the seventh week of classes, via SeaNet or by reporting to the Office of the Registrar before or on the last day for withdrawal, as indicated in the university calendar. Students attending summer sessions need to be cognizant that the withdrawal period in summer may be only one or two days. Therefore, summer school students should carefully note the last day to withdraw from classes as found in the summer school university calendar at www.uncw.edu/reg. Should extenuating circumstances warrant, the grade of “WF” assigned for course withdrawals after the withdrawal deadline may be changed to a ‘“W.” Documented extenuating circumstances may include: death of an immediate family member; traumatic and unforeseen circumstances that are considered beyond a student’s control; serious emotional instability, physical injury or illness that has resulted in the student’s inability to complete academic responsibilities in a given term. Students should note that poor standing in a course does not constitute an extenuating circumstance in and of itself. Withdrawals due to extenuation circumstances are still subject to all financial aid and SAP rules and calculations. It is the student’s responsibility to initiate an appeal for this change by submitting a written request and supporting written documentation. The student must initiate the appeal with the associate dean who oversees the student’s major or University College director, as appropriate. The respective associate dean or University College director may approve or deny this request for a “W.” In cases where the request is denied, the student may submit, within ten regular class days of the dated decision, a written request for consideration with supporting documentation to the Committee on Withdrawal Appeals. Grounds for appeals are limited to substantive new evidence or material procedural irregularity. All decisions made by the Committee on Withdrawal Appeals are final. The written request with supporting documentation must be made as soon as possible after circumstances requiring the withdrawal. At the latest, by the last day of classes in the semester following the one for which the withdrawal is requested. A grade of “WF” that is not appealed successfully remains a permanent part of the student’s academic record.

      University Calendar:

      http://catalogue.uncw.edu/content.php?catoid=35&navoid=4586

      Advising Tips:

      • Explain 16 credit hour withdraw limit policy to students.
      • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.
      • Encourage student to speak with professor to discuss potential success in course.
      • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.
      • Refer to withdrawal limit policy.

      Screen shot:

      Screen

      Click the drop down menu in the Action column Highlight “Drop through SeaNet” Click the Submit Changes button
    • Withdrawing From a Course(s) After the W Deadline (WF)

      The instructions for withdrawing from a course(s) after the W Deadline (WF) are located at https:/www.uncw.edu/reg/withdrawalinfo.html.

      Withdrawing from a course with a failing grade (WF) can impact a student’s academic career. Academic Advisors must meet with their students to determine the impact of a WF on their student’s academic career. A WF grade is a failing grade that will count in the student’s grade point average as well as toward tuition surcharge. A WF grade appears on the student’s transcript. A student may replace the WF grade by retaking the course. After the student successfully completes the (repeat) course, the new grade will replace the old grade in their GPA and credit hour totals.  However, the WF will still appear on the student’s transcript.

      Earning a WF may affect students in other ways.  Students should research the impact this action may have in other parts of their academic career, such as financial aid eligibility, housing, scholarship eligibility etc.

      To withdraw failing, students must send an email from their UNCW email account to registrar@uncw.edu with the subject "Withdraw Failing."  In the email, students must include the following information:

      1. Name
      2. Student ID number
      3. Course subject, number, section, title, and CRN
      4. Semester
      5. Include this statement: "I have researched the possible impacts of a WF on my record and assume responsibility for all outcomes resulting from this request."

      If the student’s request does not include this information or it is not sent from their UNCW email, the student’s email will be returned for completion.

      University Calendar:
      http://catalogue.uncw.edu/content.php?catoid=35&navoid=4586

      Advising Tips:

      • Explain 16 credit hour withdraw limit policy to students (W).
      • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.
      • Encourage student to speak with professor to discuss potential success in course.
      • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.
      • Refer to withdrawal limit policy (W).
    • Withdrawal for Extenuating Circumstances

      A Withdrawal for Extenuating Circumstances is an option for students who are unable to complete their coursework for an academic term due to a situation that may include, but not be limited to:

      • Death of an immediate family member
      • Traumatic and unforeseen circumstances that are considered beyond a student’s control
      • Serious mental health issue that has resulted in the student’s inability to complete academic responsibilities in a given term
      • Physical injury or illness that has resulted in the student’s inability to complete academic responsibilities in a given term

      Steps for applying, FAQs about extenuating circumstances, and forms are found at

      https:/www.uncw.edu/uc/advising/withdrawing-ext.html

      Screen shots:From SeaNet>Advisor Menu>Fostering Undergraduate Student Success>Select a Term>Enter Student’s ID
      Example of where a student’s withdrawal was for extenuating circumstances, showing the W on the transcript, but not counting towards the 16 credit hour threshold:
             Withdraw screenshot
      • FUSS Page:
      FUSS screenshot