Student Leave of Absence and Exiting the University

Purpose:

This policy provides common definitions and guidance for students who have not yet completed their degree programs but do not remain continuously enrolled in University coursework. Note: This policy does not apply to students who seek to withdraw from one or more courses but remain enrolled at least part-time at Willamette during a given semester. For students in those situations, please see the University Add, Drop, and Withdrawal Policy.

Definitions related to this Policy:

Withdrawal: Withdrawal refers to the act of removing one or more courses from one's schedule after the add/drop period and prior to the withdrawal deadline in a given semester.

Leave of Absence: A Leave of Absence facilitates a student's need to temporarily take time away from their studies for a defined period of time (typically up to two semesters).

Exiting the University: Exiting the University is when a student seeks to permanently end their studies at Willamette. If a student seeks to return to Willamette after Exiting the University, they must reapply and seek readmission.

Policy:

1. All students at the University should either be (1) enrolled in one or more courses for credit or (2) on an official Leave of Absence. Students who drop or withdraw from all courses in a semester (see Add,Drop, Withdrawal policy here), or who fail to enroll in any courses in a given semester, must indicate their intention to either take a temporary Leave of Absence from coursework or to permanently Exit the University. Any individual not enrolled in courses for credit or on a Leave of Absence will be assumed to have Exited the University and will have to apply for readmission.
2. Leave of Absence – A Leave of Absence is available to students who drop or withdraw from all courses in a given semester or who take a temporary break (generally up to 2 semesters) in their studies, but who intend to return in the semester following their leave. Students seeking to take a Leave of Absence must notify the Registrar's Office of their intention and complete any required documentation.
   
   1. A student may request a Leave of Absence at any point up to their college's Withdrawal Deadline (unless extenuating circumstances necessitate a student having to petition for a leave after the Withdrawal Deadline). A Leave of Absence requested after the Withdrawal Deadline will be considered a request to withdraw from all classes, and will result in a W grade for all classes. (Note: Withdrawal Deadlines vary by college. Please consult the University Academic Calendar for information regarding Withdrawal Deadlines.)
   2.  Upon notification of a student's requested Leave of Absence, the Registrar's Office will—based upon the student's specific situation—communicate the student's leave to relevant University departments and offices, and will provide the student a list of offices and activities to support their transition to leave and their successful re-enrollment. Please note that students may be required to complete an exit interview and/or undergo additional Leave of Absence procedures; students with questions about this process should consult with the Registrar's Office for more information.
3. Exiting the University – If a student requests to withdraw from all courses or otherwise decides to discontinue their study at Willamette University, they must notify the Registrar's Office that they are Exiting the University. Upon notification, the Registrar's Office will—based upon the student's specific situation—communicate the student's intent to relevant University departments and offices, and will provide the student a list of offices and activities to assure a smooth departure. Please note that students may be required to complete an exit interview and/or undergo additional Exiting the University procedures; students with questions about this process should consult with the Registrar's Office for more information.
4. Considerations related to Withdrawal, Leave of Absence, and Exiting the University:
   
   1. Once a student withdraws from a course, they receive a grade of W—regardless of the purpose of withdrawal. No credit for the course will be granted toward a degree, and the W grade will not be computed in the grade point average.
   2. Students who withdraw for any reason must retake the coursework in order to receive academic credit.
   3. A student who fails to withdraw officially but ceases to attend or participate in a course will be assessed according to course standards, which may include a grade ofF being assigned for the course.
   4. Withdrawal may have implications for a student's financial aid, academic status, and/or timely progress to degree completion. Students should consult the Registrar's Office with any questions regarding their academic status. Students should consult the Financial Aid Office with questions regarding their aid status.
   5. Students who withdraw from all courses may be eligible to receive a prorated refund on their tuition from the office of Student Accounts. For more information, see the Student Accounts Refund Policy. Similarly, the Financial Aid Office will recalculate the amount of aid the withdrawing student can keep based on the number of days they were enrolled.
   6. A withdrawal from multiple courses may affect a student's eligibility for university health insurance coverage. Students should contact the Student Insurance Coordinator in Bishop Wellness Center at (503) 370-6062 with any questions.
   7. Students who fail to enroll in courses for a semester—or who do not re-enroll at the end of an approved Leave of Absence—are considered to have Exited the University, and must apply for readmission to the University.

Effective Date: August 01, 2023
Last Review Date: N/A
Next Anticipated Review: August 01, 2025
Responsible Person/Primary Contact: Provost
Responsible University Office: Academic Affairs