Advising Toolbox

Policies and Procedures

Policies and Procedures

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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
    • 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:

    Academic Probation

  • UNCW Catalogue Policy:

    An undergraduate is automatically placed on academic probation when the cumulative GPA drops below 2.0.

    • Students who fall within the academic probation category at the end of any semester will be limited to enrolling in no more than 14 hours in the following semester.
    • When a student is placed on academic probation, it is the responsibility of the student to arrange regular meetings with his or her academic advisor or department chair/director to consider specific academic intervention strategies.

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

    Advising Tips:

    • If a student is placed on Academic Probation after the Fall semester, he/she will have until the end of the subsequent Summer to raise cumulative GPA above a 2.0.
    • If a student is placed on Academic Probation after the Spring semester, he/she will have until the end of the subsequent Fall semester to raise cumulative GPA above a 2.0.
    • At the end of each term, advisors will be sent a spreadsheet containing a list of students who are on academic probation
      • Probation 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 probation students to discuss their standing and optimal course scheduling
      • Educate student on probation and dismissal policy.
      • Complete Academic Success Agreement with probation students by end of first week of classes.
      • Have student complete Academic Intervention Self-Assessment and bring to first advising meeting of the semester.
      • Discuss challenges and pitfalls that led to probationary status and identify areas for student to work on over the course of the semester.
      • Discuss support services on campus and make referrals as necessary.
  • Academic Probation Flow Chart
  • Course Repeat Policy

    UNCW Catalogue Policy:

    Repeating of Courses

    Students who receive a grade of “C” (2.00) or better in a course may not repeat the course but may audit without credit. Students who repeat a course in which they have earned credit or for which transfer credit has been awarded, will have the status changed to audit during the term the course is repeated. Students who wish to have the grade for the course repeat show on their transcripts without the course counting in their credit total or grade point average may arrange this before the end of add/drop by submitting a Graded Course Audit Registration Form. The form and instructions are available in the Office of the Registrar.Students who receive a grade below a “C” (2.00) in a course taken at UNCW may repeat the course at UNCW. For the first three different courses repeated, the previous grade and hours of credit for the repeated course will not be used in calculating the student’s grade point average and hours toward graduation. All grades shall remain on the student’s transcript.In interpreting the policy it is to be understood that:

    1. the term “first three times” means
      1. that the policy is automatically operative for a student the first time that the student repeats a course, and
      2. that the three repeats involve three different courses;
    2. a student may go beyond three course repeats, but such repeats will not enjoy the privilege of the policy;
    3. all students will be able to enjoy the benefits of this policy irrespective of prior course repeat activity;
    4. this policy does not govern the repeating of graduate courses (see the Graduate Catalogue for the appropriate policy).

    Students enrolled in a special topics course for a grade replacement must enroll in the same topic for which they originally received an unsatisfactory grade. Grades earned in repeated courses will not be used to replace grades earned as part of a degree once it has been conferred.Note: A failing grade received owing to admitted or adjudicated academic dishonesty shall not be replaced if the course is repeated. Both the penalty grade and the new grade shall appear on the student’s transcript and count in the student’s grade point average. A student may not appeal the policy stated in this paragraph to any faculty or administrative level.

    Advisor Tips:

    1. A student has to take the repeat course at UNCW, either in person or online through UNCW. 
    2. A student can only use the policy to repeat three different courses.  If a student fails more than three courses and needs to repeat all of them, the system has a process for determining which courses receive the repeat code for grade forgiveness. 
      1. Repeats are processed in the order of the term in which they are registered. For courses registered within the same term, the oldest repeated course (the original attempt) takes precedence over repeats of more recent courses. For example, if a student has one repeat left, and repeats two courses in the term:

    Fall 2015     CSC 105         

    Fall 2015     ENG 201       

    Sp 2015       CSC 105        

    Fall 2014      ENG 201 *This course receives repeat forgiveness since it is older than the Spring 2015 CSC 105

    1. In the example above, if the two prior courses were taken within the same term, the system would process them alphabetically, so CSC 105 would receive the grade forgiveness.            
    2. Because of this, it is important that a student choose their repeats wisely.  Some things that should be considered – how low the grade was, how many credit hours the course is, is the specific course required of the student’s intended major, and how well they think they can do in the course the second time. 
    3. Make sure students realize they don’t have to take the course the following semester.  Sometimes students get a C- or D+ and they worry that if they don’t take advantage of repeating it the next semester, they lose that opportunity. 
    4. If a student is considering retaking a course during a summer session, make sure they have thought through the differences in taking a course over a short summer term vs. a regular semester.  Same discussion if a student is taking course online the second time (often the case during summer sessions).
    5. This is not an automatic process in the Registrar’s office so if a student’s second grade shows on their transcript before the deadline for all final grades to be turned in, the GPA will not reflect an accurate GPA.  At this time, the Registrar does an End of Term Processing (usually by the next day) that will accurately reflect the processing of repeats. 
    6. In some cases, many students feel certain they are going to fail the course before finals and often try to go ahead and sign up for the course for the following semester.  Make sure they understand that they cannot sign up for course until the first grade is posted.  Seanet will give them an error message of invalid repeat if they try to do this. 
      1. This may be a situation where it is appropriate for a student to ask for a WF (counts as an F) if they know there is no way to repair the grade with finals or end of semester projects and they want to guarantee that they can get a course that is in high demand.  To request a WF, a student needs to contact the Registrar, it can’t be done through Seanet. 

    Helpful Tools:

    GPA calculator – located on Seaport and there will be one with the new degree audit system. 

    Repeat Course Screenshot

    • Grade Appeal

      UNCW Catalogue Policy:

      Any student considering a grade appeal should understand that each faculty member has the academic freedom and responsibility to determine grades according to any method, chosen by the faculty member, that is professionally acceptable, communicated to everyone in the class, and applied to all students equally. However, prejudiced or capricious academic evaluation by a faculty member is a violation of a student’s rights and is the valid ground for a grade appeal.Any student who contests a course grade shall first attempt to resolve the matter with the instructor involved. Failing to reach a satisfactory resolution, the student may appeal the grade in accordance with the procedures outlined below. These procedures are not to be used in cases involving student academic dishonesty. An appeal must be made no later than the last day of the next succeeding regular semester. Grades not appealed by that time become permanent.

      1. The student shall present the appeal in writing to the chairperson of the department within which the contested grade was awarded. The written statement shall limit itself to citations of evidence pertaining to the valid ground for the appeal. By conferring with the student and the instructor, the chairperson will seek resolution by mutual agreement.
      2. Failing such resolution, the department chairperson shall transmit the written appeal to the appropriate dean who will convene the Grade Appeals Committee.

      The Grade Appeals Committee shall consist of the convening dean and five faculty members appointed by the dean. If the committee affirms the instructor’s decision, the dean will notify in writing the faculty member, the student, and the department chairperson as appropriate. If the committee supports the student’s appeal, it shall prescribe the method by which the student will be reevaluated. The grade resulting from the prescribed reevaluation is final and may not be further appealed.

      Advising Tips:

      • This process is the responsibility of the student. However, students may need guidance/mentoring for how to navigate the steps and how to best communicate with faculty
        • Recommend that student collect all assignments and review syllabus
        • Recommend  student calculate grade based on course requirements and graded assignments including attendance and participation (if relevant)
        • Recommend student present this information to faculty member
        • If no resolution, submit written appeal to Department Chair as stated above
        • It is not the responsibility of the advisor to contact the instructor or calculate grades
    • Re-Enrollment

      UNCW Catalogue Policy:

      Former UNCW students (who left in good academic standing) who have been away from the university for at least two consecutive semesters (summer terms do not count) and wish to return to the university can apply through the Office of the Registrar by submitting the online re-enrolling application and a non-refundable $75 application fee. Any student who was away from the university for one semester and who was not in academic difficulty does not need to submit a re-enrollment application.
      Former UNCW students who had been ineligible to return to the university must apply to re-enroll through the Office of the Registrar. A non-refundable $75 application fee must be submitted to the Office of the Registrar. This fee can be taken by credit card at the time of submission of the online application or taken by the Office of the Registrar after the online re-enrolling application is completed. See Retention Dismissal and Readmission  in this catalogue.
      Re-enrolled students must register and remain enrolled in the term for which they were re-enrolled. Students who decide to resume enrollment in a term later than their re-enrollment term must submit a new re-enrollment application for the later term.
      Any student who wants to re-enroll into UNCW and who attended another college or university since their last enrollment at the university must submit official transcripts from that institution before they will be considered. A “C” average (2.00 out of 4.00 system) must have been attained on all work attempted at other institutions since leaving UNCW.
      Former UNCW students who left in good academic standing must apply for re-enrollment before May 1 for summer semester, July 1 for fall semester, and December 15 for spring semester. Former UNCW students who have been declared academically ineligible to return to the university must complete the Re-enrollment Review Process. This process has earlier deadlines, as described below.

      Advising Tips:

      • The Re-Enrollment process begins with the Registrar’s Office:
        • https:/www.uncw.edu/reg/re-enrollingApp.htm
        • If student is in good academic standing, he/she does not need to petition to UNCW Committee on Academic Re-Instatement
        • If student was previously academically dismissed, he/she needs to petition to UNCW Committee on Academic Re-Instatement in addition to submitting a Re-Enrollment application: https:/www.uncw.edu/uc/advising/reenrollment.html
          • There are strict deadlines associated with the Re-Instatement process
    • Satisfactory Academic Progress

      UNCW Catalogue Policy:

      An undergraduate is automatically placed on academic warning, if the undergraduate does not meet Satisfactory Academic Progress (SAP).

      • Satisfactory academic progress is generally defined as completing 67% of all attempted hours (excluding transfer hours) towards the completion of his or her degree program.  This is determined by dividing the number of credit hours successfully completed, defined as having earned a D- or better, by the total number of credit hours actually attempted.
      • When a student is placed on Insufficient Academic Progress, it is the responsibility of the student to arrange regular meetings with his or her academic advisor or department chair/director to consider specific academic intervention strategies.
      Students should refer to the Scholarship and Financial Aid (OSFA) section related to Policy on Return of Title IV Funds for information about how academic warning impacts financial aid eligibility.

      Advising Tips:

      • Review screen shot below
      • Explain Satisfactory Academic Progress to students and that is calculated by dividing the number of credit hours successfully completed by the total number of credit hours attempted
      • Clarify that the credits used to determine the Financial Aid SAP ratio may vary and the consequences for not meeting SAP for Financial Aid purposes have different repercussions
      • Earning passing grades (D- or better) increases percentage
      • There is no academic impact for Insufficient Academic Progress

      Screen Shots: 

      SAP Screen

      In SeaNet:
      Click on Faculty Services tab
      Click on Advisor Menu link
      Click on Fostering Undergraduate Student Success link
      • Dean's List
      • UNCW Catalogue Policy:

        To be included in the Dean’s List at the close of each semester, students must meet one of the following criteria:
        1. Students carrying 12-14 hours must earn a grade point average of 3.50 or better with no grade less than “B” (3.00).
        2. Students carrying 15 hours or more must earn a grade point average of 3.20 or better with no grade less than “B” (3.00).
        3. Students participating in the Honors Scholars College who are carrying 12-14 total hours but are not receiving a grade for the current semester of honors work shall be eligible for the Dean’s List if their grade point average on the remaining 9-11 hours otherwise meets current standards for the Dean’s List.
        Students carrying 11 hours or fewer are not eligible for the Dean’s List. Pass/fail hours will not be used in the calculation of Dean’s List. 

        Advising Tips:

        • Congratulate student!
        • Students are sent a letter of congratulations from University College to permanent address on file
        • Discuss applying to Honors College as a Rising Sophomore: https://uncw.edu/honors/index.html
        • Encourage continued effort for a degree with distinction: 
          • Three degrees with distinction are granted to graduating seniors based on all work attempted (including transfer credit) in meeting requirements for the degree as follows:
        • Cum Laude for an overall average of 3.50
        • Magna Cum Laude for an overall average of 3.70
        • Summa Cum Laude for an overall average of 3.90

        Screen Shots:

        Dean's List Screen

        In SeaNet:Click on Faculty Services Tab Click on Advisor Menu link Click on Student Academic Transcript Dean’s List will appear by Additional Standing
    • Tuition Surcharge

      UNCW Catalogue Policy:

      All new undergraduates seeking a baccalaureate degree at the University of North Carolina Wilmington will be subjected to a 50% tuition surcharge if they take more than 140 credit hours to complete a four-year degree program or more than 110% of the required credit hours to complete an officially designated five-year program. For details concerning counted credit hours, students subject to the surcharge, students exempt from the surcharge, and the way that the surcharge is calculated, see the preceding catalogue section on Expenses , subsection, Tuition Surcharge .

      University Calendar:

      http://catalogue.uncw.edu/content.php?catoid=30&navoid=2340

      Advising Tips:

      • Explain the Tuition Surcharge policy to the student.
      • Undergraduate credit hours to be counted for this requirement include:
        • All regular session degree creditable courses taken at UNCW including repeated courses, failed courses, withdrawals, and those dropped after the last date to add a course
        • Transfer credit hours accepted from other UNC institutions, NC community colleges and private and out of state colleges and universities
      • Undergraduate credit hours excluded from the policy
        • Those earned through the College Board’s Advanced Placement (AP) and College Level Examination Program (CLEP) or similar programs
        • Those earned through institutional advanced placement, course validation, credit earned through military training, courses take while in high school (early college, dual enrollment, etc.) or any similar procedure for awarding course credit.
        • Those earned though the summer session or degree-credit extension division at UNCW or at another UNC institution
      • In some cases, the calculator may not reflect all of your excluded hours. You may contact the Office of the Registrar if you have questions about excluded hours on your record.
      • Students can view their surcharge hours in SeaNet, then under Fostering Undergraduate Student Success
      • This “surcharge number” is calculated differently for those students with double majors (depending on major)
        • Student should contact Registrar with questions.

      Screen shots:

      Tuition Surcharge

      Log in to SeaNet Click Fostering Undergraduate Student success Scroll down to “Surcharge Applicable Hours”

    • University Calendar Link
    • 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:

      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:

      Screen2

      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:

      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
  • Leave of Absence

    Registration

    Advising Tips

    • Students can take one fall or spring semester off without needing to complete a re-enrolling application (requires application fee)