5.14.2 Medical Withdrawal Course Load
A. Purpose
The purpose of this policy is to provide the university community with information regarding the procedure for requesting and determining the outcome of a medical withdrawal/course load reduction.
B. Persons Affected
Students
Faculty
Staff
C. Definitions
Medical Withdrawal. The complete withdrawal from all courses for a semester in which a student has experienced a significant medical or mental health issue.
Reduced Course Load. The withdrawal of one or more, but not all courses for a semester in which a student has experienced a significant medical or mental health issue.
D. Policy and Procedures
1. General Policies:
Students who experience a significant and unforeseeable medical or mental health condition, compromising the student’s ability to effectively participate in their educational program, may request withdrawal or a reduction in their course loads without unnecessary academic penalty. All requests will require documentation from a medical/mental health professional.
Prior to requesting a full medical withdrawal, a student must make every reasonable attempt to exhaust other options that may result in a request for a course load reduction instead (contacting professors regarding the possibility of incompletes, continuing in on-line courses, or maintaining a reduced schedule that will meet the medical needs of the student). The committee reserves the right to contact the student’s academic department to confirm.
Students will be limited to one medical withdrawal/ course load reduction during their academic program at UT Tyler. In extenuating circumstances, a student may appeal to the AVP of Student Success and Dean of Students or designee for permission to apply for a 2nd medical withdrawal/course load reduction.
A medical withdrawal/course load reduction from the university can be granted only for the current semester. The request must be presented to the committee prior to final exams. A student who is unable, due to a medical or other significant challenge, to apply in this time frame, may appeal to the AVP of Student Success and Dean of Students or designee for permission to apply for a medical withdrawal/ course load reduction after this time.
Students who do not meet the requirements for a medical withdrawal (e.g. caretakers, death in the family) may apply through Appeals for earlier semesters may be submitted to the Student Appeals Committee www.uttyler.edu/registrar/policies/appeals.
Dropping or withdrawing from classes may affect financial aid eligibility, veteran's benefits, athletic eligibility, housing, international student status, or graduate program status. Students should consult with those departments prior to dropping or withdrawing. Depending on the program, a graduate student may be required to consult with their advisor prior to withdrawal so any impact on research or other projects may be minimized. Requests for refunds, financial aid appeals and grade appeals are not handled via this process.
All drops or withdrawals approved for undergraduate students will result in grades of “Q” that are exempt from the 6-Drop Rule. All drops or withdrawals approved for graduate or pharmacy students will result in grades of “W”.
2. Committee
The Medical Withdrawal Committee consists of a faculty member from a health-related Academic College, a licensed professional from the Student Counseling Center, a representative from the Student Accessibility and Resources office, and a representative from the Conduct and Intervention office.
3. Request Procedures
To request a medical withdrawal/course load reduction, a student may submit an Application for Medical Withdrawal/ Course Load Reduction by completing the online form located at: uttyler.edu/studentservices/medical-withdrawal.
Requests must be accompanied by a recent evaluation supported through documentation from a licensed doctor, other licensed medical provider (e.g. physician’s assistant), or a licensed mental health professional. Documentation must include a signed, completed medical withdrawal documentation form; a signed letter on letterhead from the provider including the Diagnosis or Condition, Date of Onset of the Condition, Dates of Treatment, Prognosis, How the Condition Impacted the Student’s Ability to Complete the Semester, and Accommodation Needs for Returning Semester; and/or copies of medical records indicating all the above information.
If a student is unable to upload supporting documentation, it may be emailed to meddrop@uttyler.edu. For assistance in scanning requested documents, students may come to the Student Assistance and Advocacy Center in UC 3440 (Dean of Students Office).
Incomplete applications will not be reviewed.
The committee will review the request and any supporting documentation provided by the student to determine whether the medical or mental health issues adversely affecting the student’s ability to function academically are/were substantial enough to warrant the student’s withdrawal under this policy. Upon that review, and not later than one month after receiving a completed petition, the committee will provide a written decision through the student’s Patriot email. Students may also be contacted by the Committee to request additional documentation or information prior to a decision being rendered.
Students whose requests are not approved by the Committee may appeal the decision and/or discuss additional resources and options with the AVP of Student Success and Dean of Students or designee.
4. Confidentiality
Any supporting documentation will be considered confidential and treated as such by the Committee and will not be shared outside the Committee unless a special request has been made by the Provost or Provost’s designee on a need-to-know basis. The student’s written request for the withdrawal, all supporting documentation, and the committee’s recommendation will remain the responsibility of the Associate Dean of Students and will be stored in a secure database. For each approved application, the final recommendation will be forwarded to each office that must be involved in its processing, where related records will be retained as necessary. These offices may include the Office of the Registrar, Financial Aid, Enrollment Services, Student Business Services, International Programs, The Military and Veteran’s Success Center, and the academic department of the student’s major. If false information or documentation is provided as part of the application process the documentation will be provided to appropriate University officials.
E. Responsibilities
The Dean of Students is responsible for this policy.
F. Review
This policy should be reviewed every five years, or sooner if necessary, by the following stakeholders:
Senior Vice President for Student Success
Dean of Students
Registrar or Associate Registrar
Provost or Vice Provost for Academic Affairs
ORIGINALLY APPROVED: 04/22/2019
AMENDED: 02/2022