Academic Term Withdrawal from University Coursework

What is an academic term withdrawal?

Students who experience events outside of their control that impact their ability to perform academically—such as a significant medical issue, the death of an immediate/chosen family member, or active military service—can apply for an academic term withdrawal. This is a formal process where, if approved, all grades in a given term are changed to W (which stands for withdrawal because of illness or other special circumstances). An academic withdrawal can be requested after the drop/add period. If you need to apply for an academic term withdrawal, contact your academic advisor or academic department first. They will guide you through the process and let you know what documents you need to provide. To review the full undergraduate academic term withdrawal policy, visit the Undergraduate Catalog. Visit the Graduate Catalog to review the graduate documented withdrawal from a term policy in its entirety.

Considerations when withdrawing

Financial Aid

Withdrawal may impact your financial aid package (including TAP, PELL, loans, and scholarship). Contact the Financial Aid Office before you submit your academic withdrawal application with any questions related to your financial aid.

Leave of Absence

If you are facing circumstances that will interrupt your course of study at UB, but you wish to return to the university within two semesters, we recommend that you consider requesting a Leave of Absence. A leave of absence preserves your status at the time you begin your leave. It eliminates the reapplication processes and paperwork when you return and maintains access to your UB email during your time away.

International Students

If you hold an F-1 or J-1 student visa, an Academic Term Withdrawal may have an impact on your immigration status. F-1/J-1 students are required to speak to an advisor in International Student Services before submitting an application for Academic Term Withdrawal.

What happens when I withdraw?

Withdrawing from courses can affect your graduation date, since you may need to retake courses with W grades in future terms.

Withdrawal can also impact your financial aid package (including TAP, PELL, loans, and scholarship). Your financial aid advisor will be able to assist you with questions related to this topic.

Students requesting an Academic Term Withdrawal should also consider if a Leave of Absence or other change to their enrollment status would be a better option for their situation.

If you hold an F-1 or J-1 student visa, an Academic Term Withdrawal may have a negative impact on your immigration status. F-1/J-1 students are required to speak to an advisor in International Student Services before submitting an application for Academic Term Withdrawal.

Steps to Request an Academic Term Withdrawal

Consult with your academic advisor or academic department to discuss the appropriate procedures and the required justification and documentation needed to request an academic term withdrawal (grade of W).

Academic term withdrawals are approved only in circumstances where impact to academic performance due to a personal or immediate/chosen-family medical event, disability, death or active military service is documented sufficiently. In a policy approved by the Faculty Senate, requests for academic term withdrawal that are based upon extraordinary circumstances are only considered for all the registered courses in a given semester. Requests for academic term withdrawal for select courses in a given semester will not be approved.

Requests for academic term withdrawal can only be approved if submitted within one semester of the event. If you have already received a semester of academic withdrawals due to an ongoing medical event, you may not receive approval for a subsequent semester. However, if you have received an academic term withdrawal because of one medical event and then a different medical event occurs, such circumstances will be considered.

Special Note: Beginning on the seventh day of classes (fall and spring semester) until the end of the 11th week of classes, a student can resign a course(s) through the HUB Student Center. The course is graded with an R, which remains on the transcript as a neutral indicator of the action. Summer, winter and nonstandard sessions have course-specific deadlines to make changes to a course(s).