Absences and Withdrawal from the University

  1. Absence from Class - The University expect all students to be regular and punctual in class attendance.  Frequent, unexplained absences may result in a student being administratively withdrawn from the course or in a grade reduction or failing grade, at the discretion of the faculty member, in accordance with the faculty member’s attendance policy included in the course syllabus.
  2. Withdrawal from the University - At any time a student may officially withdraw from the University by completing the appropriate form from the Registrar’s Office, whereupon a “withdrawn from the University” will appear on his or her transcript for that semester. Financial aid recipients must also notify the Office of Scholarships and Financial Aid. Students receiving veterans’ benefits must notify the Registrar.
    As with dropping an individual course, failure of a student to withdraw officially can result in the awarding of “F” grades for all courses.
    Students are strongly encouraged to consult with their academic advisors prior to any type of withdrawal. A student who has withdrawn from the University must contact the Admissions Office regarding readmission.
  3. Medical Withdrawals - Students wishing to secure a medical withdrawal must submit a hard-copy doctor’s note on official letterhead indicating the diagnosis, length of time under the doctor’s care, and the doctor’s recommendation. The student must also submit a personal request to withdraw for medical reasons, either via an Add/Drop form or personal letter. All documentation must be submitted to the Registrar no later than the last day of classes for the applicable term.
    Refunds will be considered on an individual basis for students who stopped attending classes before October 1, for the fall semester and March 1, for the spring semester.  Because the summer term has multiple sessions with different start/end dates, refunds for classes taken in those sessions will be at the discretion of the Registrar.  Medical withdrawals may be made after these deadlines with a resulting grade of “W,” but no refunds will be granted.
    The Office of Scholarships and Financial Aid will follow federal guidelines in determining refund procedures for all federal programs.  Institutional and State Aid that was applied to any tuition charge will be reviewed on a case by case basis and will be subject to reduction and/or cancellation prior to any tuition refund being issued.
    Medical withdrawals must be given for all courses in which the student is enrolled.  No partial withdrawal will be allowed.  Students who have secured a medical withdrawal may not return to the University without their doctor’s written approval.
  4. Withdrawal and Absence Procedures for Military, Veteran, and ROTC students - The following options have been made available for students who are called to active military service during the course of a semester.
    Any student called to active military service before the end of 12th week of the semester should contact the University’s Veteran Affairs office and his or her academic advisor:
  • Students must provide a written request to withdraw and a copy of military orders prior to withdrawal.
  • Students called to active military service may be granted full refundable tuition and fees and prorated refund of board and room charges. With this option, no course credit or grades will be awarded.

    Any student called to active military service after the 12th week of the semester should contact the University’s Veteran Affairs office and his or her academic advisor:
  • The academic advisor will work with the student’s instructors to gather grade information for the student and ensure the appropriate grades are filed for the student.
  • If the student’s instructor finds that the course work is substantially complete and the student has done passing work, the student should receive the grade earned at the time. If the critical competency has yet to be covered in a competency-based course, the instructor should award an “I” (Incomplete) and work with the student to develop a plan to complete that critical part of the course. The plan should be in writing and signed by both the instructor and the student. With this option, students will receive a prorated refund of board and room charges.
  • Students who withdraw from the University due to active military service and take an “I” (Incomplete) for any class have one year after return from active military service to complete the required course work. The total time to complete the course requirements will not exceed five years from the call of service. With this option, students will receive a prorated refund of room and board charges.

Special Note: Students called to active military service are guaranteed readmission upon the completion of active military service provided the student has not attended another educational institution since attending the University of St. Thomas.

Policy on Class Absences Due to Military Service:

  • No student will be penalized for missing classes (2 weeks or less) for military obligation provided that written documentation is provided to each instructor one week prior to a scheduled absence. “Military obligation” is defined as military orders, ROTC duties, and Military Ready Reserve Activities. 
  • Instructors will work with students to schedule make up exams or other class assignments.