Contract Withdrawal Letter - Download as DOC

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					                                                                                                   Policy No.   _A32_
                                 East Carolina University                                          Effective Date __06/15/1997__
                                                                                                   Revised Date __11/12/2007___
                                  Student Health Service                                           Page ____1 of 3_____
                                                                                                   Approved by ______________



                                      Medical Withdrawal and Withdrawal for CCSD
IMPORTANT: Withdrawing from the semester can affect a student in a variety of ways in which the SHS and CCSD
are not able to counsel or advise. These include, but are not limited to: health insurance eligibility, Financial Aid
status, scholarships, departmental standing for certain majors, athletics’ status, etc. The student should check with the
applicable offices to clarify how his/her particular circumstances will be affected by withdrawal.

Each semester, the university issues a date up to which students can drop a course or withdraw themselves without grades. This
deadline is about five weeks into each regular academic semester (earlier in summer terms). This deadline is set with the idea
that students have a period of time to decide their ability or level of commitment to individual courses or the whole course load
for the semester. Once this deadline has passed, it is assumed that the student has made a commitment to completion of the
semester. Only in exceptional circumstances can this implied contract be broken.

 I.    Types of Withdrawal:
       A.     Self-withdrawal
             A student is able to withdraw him/herself until the last day of classes each semester with grades. This means that
             any course that the student is passing will earn a Withdraw Passing (WP) grade. No credit will be earned for the
             course, but nothing will count against the student’s cumulative GPA. Any course that the student is failing will
             earn a Withdraw Failing (WF) grade. Again, no credit will be earned, but the hours will count against the
             student’s cumulative GPA.
       B.    Voluntary Medical/Psychological Withdrawal
             For a student who is impaired and wishes to petition for withdrawal without grades, he/she may apply for either a
             medical or psychological withdrawal if the medical or psychological condition he/she experienced significantly
             impaired his/her ability to function as a student.
             1. Medical Withdrawal: students who are unable to complete their course work for the semester due to medical
                  problems so that students are able to adequately address their medical needs without the additional strain of
                  academic course work. Requests will be evaluated by the professionals in Student Health Services (SHS).
             2. Psychological Withdrawal: requires a condition that would typically involve inpatient hospitalization or a
                  history of or ability to document ongoing psychological treatment. Requests will be evaluated by the
                  professionals in the Center for Counseling and Student Development (CCSD).


II.    Process
       A.    Psychological Withdrawal Process (for psychological withdrawal requests prior to the last three weeks of
       the semester)
             1. The student must advise the CCSD staff that s/he has engaged in treatment for his/her condition prior to
                 applying for the withdrawal.
             2. The student will meet with a counselor at the CCSD to share information about his/her condition. CCSD staff
                 will explain the withdrawal process and will provide the student with a withdrawal application form to
                 complete at the time of the counseling appointment. The student will also receive a list of the information
                 required of his/her treatment provider.
             3. The student will sign a release giving permission for his/her current semester’s faculty to be contacted by
                 CCSD regarding the student’s application for a CCSD withdrawal. The release will also give permission for
                 the student’s current faculty to provide any relevant information about the student’s class attendance,
                 academic performance, any concerns related to academic integrity, etc.
             4. The totality of the information (counseling interview, faculty input, and treatment provider information
                 released with the student’s permission) will then be evaluated by the Associate Director or designee from
                 CCSD.
             5. Should a student be approved for withdrawal, his/her internal record with the university will be “tagged” to
                 prevent return to school before the student is able to document via letter from his/her treatment provider,
                 comprehensive psychological treatment, remission of symptoms and condition, and clearance to resume
                 studies.




C:\Docstoc\Working\pdf\7681af0c-8990-4b31-a0ce-9f4860da1129.doc
                                                                                                    Policy No.   _A32_
                                 East Carolina University                                           Effective Date __06/15/1997__
                                                                                                    Revised Date __11/12/2007___
                                  Student Health Service                                            Page ____2 of 3_____
                                                                                                    Approved by ______________


              6. Once the treatment provider’s letter has been reviewed by the Associate Director or designee and is
                 determined to show comprehensive psychological treatment, remission of symptoms and condition, and
                 clearance to resume studies, the student’s record will be “untagged” and the student will be permitted to
                 resume studies.
              7. Late Withdrawal Requests: For withdrawals that are requested in the last three weeks of the semester, the
                 aforementioned process will be followed but a committee will review the application for withdrawal. The
                 student must sign a release of information form giving permission for all committee members to review
                 supporting documents. For approval, there must be a clear and reasonable explanation as to why the student
                 was unable to apply for the withdrawal during the appropriate aforementioned timeline.
              8. Membership of the Late Request Review Committee is: Associate and Assistant Directors of CCSD,
                 Disability Support Services representative, and Student Health Representative.
       B.     Medical Withdrawal
              1.   The student must advise SHS staff that he/she wishes to withdraw from all classes for the semester due to
                   medical problems.
              2.   The student should be announced by phone to the Administrative Assistant and directed to the Student
                   Health Service Administration Office for instruction concerning requests for a medical withdrawal. The
                   student will sign a release giving permission for the SHS to contact medical providers involved in the care
                   provided to the student, his/her current semester’s faculty and other administrative staff regarding the
                   student’s application for a medical withdrawal. The release will also give permission for the student’s
                   current faculty to provide any relevant information about the student’s class attendance, academic
                   performance, and any concerns related to academic integrity, etc.
              3.   The Administrative Assistant will advise the student concerning the withdrawal process; that he/she will
                   need to provide documentation from a physician or provider and complete the Application for
                   Semester/Session Withdrawal Form, which may be found online at the SHS website. If care has been
                   provided by a SHS provider, the documentation will be in the EMR. In addition to the medical
                   documentation a personal letter to the director requesting the withdrawal is required. If care has been
                   provided by an outside provider, a written medical summary by that provider will be required.
              4.   The Administrative Assistant will contact, by e-mail, course instructors advising them the student is
                   requesting a medical withdrawal; giving the course instructors opportunity to provide information that
                   might be pertinent to the medical withdrawal request.
              5.   On receiving the medical documentation the Administrative Assistant will note receipt of the medical
                   documentation and request letter in the patient’s EMR and forward the documentation, letter, and
                   information from course instructors to the Director.
              6.   The Director will review the documentation to determine it the request for withdrawal is for a valid medical
                   reason.
              7.   If the Director feels that the request for a medical withdrawal is for a valid medical reason, then he/she will
                   approve the withdrawal or request a conference with the student.
              8.   The Director documents the request and approval or denial in the EMR and forwards all documents to the
                   Administrative Assistant. The Administrative Assistant mails a letter to the student verifying that the
                   withdrawal was approved and explaining what, if any, special requirements must be met prior to returning
                   to school the next semester.
              9.   Should a student be approved for withdrawal, his/her internal record with the university will be “tagged”.
                   The purpose of the “tag” is to prevent the student from return to school before the student is able to
                   document he/she has received treatment and is considered well enough to successfully resume studies.
                   Once the requirements have been met the student’s record will be “untagged” and the student will be
                   permitted to resume studies.
              10. A copy of the Application for Semester/Session Withdrawal Form, Release of Information, copy of the
                   student letter of request for withdrawal, and the medical documentation are forwarded to Medical Records
                   for scanning.
              11. The original Application for Semester/Session Withdrawal Form and a copy of the student letter are
                   forwarded to the Registrar.




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                                                                                                   Policy No.   _A32_
                                 East Carolina University                                          Effective Date __06/15/1997__
                                                                                                   Revised Date __11/12/2007___
                                  Student Health Service                                           Page ____3 of 3_____
                                                                                                   Approved by ______________


              12.     A copy of the Semester/Session Withdrawal Form, the original student request letter, copies of e-mail from
                      professors, and a copy of the medical documentation will be scanned into the EMR.
              13.     Falsification of medical documentation may lead to the loss of consideration for a medical withdrawal and
                      may result in the case being forwarded to the Office of Student Rights and Responsibilities.
              14.     Late Withdrawal Requests: For withdrawals that are requested in the last three weeks of the semester,
                      the aforementioned process will be followed with review by an established committee rather than solely by
                      the Director. The student must sign a release of information form giving permission for all committee
                      members to review supporting documents. For approval, there must be a clear and reasonable explanation
                      as to why the student was unable to apply for the withdrawal during the appropriate aforementioned
                      timeline.




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