Administrative Withdrawal for Medical, Mental Health or Other Reasons
May 23, 2011
The dean of students, located in 210 Student Health Center, can help facilitate an administrative withdrawal for students who experience one or more of the following situations:
- · A serious medical issue;
- · A serious mental health issue; or
- · Death of a close family relative (parent, grandparent, sibling, spouse or engaged person).
A student or parent may contact the dean of students to request a withdrawal. The student or parent will be asked to provide the following information:
- · A written statement requesting the withdrawal and a brief explanation for the withdrawal. The statement can be e-mailed to Dr. Gary Roberts, dean of students, at garyr@uca.edu. Please include in the written statement the student’s UCA ID number and contact information (i.e. e-mail, cell phone, and mailing address).
- · A brief written statement by a doctor or mental health professional indicating the medical or mental health condition of the student; or in the case of a death, an obituary of the close family relative. The written statement can be e-mailed to garyr@uca.edu, or faxed to Gary Roberts at (501) 450-3248.
Under normal circumstances, the dean of students will (1) send a recommendation to the Registrar requesting W’s on the student’s academic transcript for the that particular academic term, and (2) send a recommendation to Student Accounts requesting that the student’s account be adjusted to reflect a pro-rated refund of tuition and fees for that term.
The following additional items will need to be considered.
Student Housing. If the student is living in on campus housing, including apartments owned or leased by the University, the student will need to check out with housing staff as soon as possible. Once a student checks out, room and board is normally pro-rated from the time of check-out. The dean of students will recommend to housing that the student not be assessed the $425 lease buy-out fee.
UCA Academic Scholarship. If the student receives a UCA academic scholarship, the dean of students will request that the scholarship be placed on hold for the student’s return to the University. The student will lose credit for the scholarship for the semester he/she withdraws, since scholarship money will have already been posted to the student’s account. Students who receive the Arkansas Academic Challenge Lottery Scholarship or other state scholarships should contact the Arkansas Department of Higher Education. The University is not responsible for administering these scholarships.
Financial Aid. Students who receive federal financial aid should contact the UCA Financial Aid Office to see how their withdrawal may impact their financial aid status. Students who receive Title IV funds and who withdraw or stop attending classes through the 60 percent point in a semester will have their aid returned to the federal government. In such cases, the student will owe money to the University for funds that were returned to the government.
Students who have questions about administrative withdrawal for medical or mental health reasons may contact Gary Roberts, dean of students, at (501) 450-3416 or garyr@uca.edu. His office is located in 210 Student Health Center.