I. Purpose

This policy establishes the procedures and responsibilities for officially withdrawing from a course or from Quincy College. It ensures students understand the academic and financial implications of withdrawal and emphasizes compliance with federal financial aid regulations. 

 

II. Policy Details

  1. Official Withdrawal Process

    • Withdrawal Form Submission 
      Students must complete and submit the official Withdrawal Form via the MyQC student portal to formally withdraw from any course or from the College. 
    • Notification Does Not Equal Withdrawal 
      Informing an instructor or ceasing to attend class does not constitute an official withdrawal. Students must submit the appropriate form online. 
    • Effective Date of Withdrawal 
      The withdrawal date is the date the Registrar’s Office receives the completed Withdrawal Form via MyQC. This date determines eligibility for academic and financial adjustments. 
    • Advisor Approval (If Required) 
      In some cases, students may be required to consult with or obtain approval from an academic advisor prior to withdrawal. 
    • Transcript Notation 
      A grade of “W” (Withdrawn) will be recorded on the student’s official transcript for each course withdrawn after the add/drop period. 
    • Withdrawal Deadline 
      Withdrawals are not permitted after the deadline listed in the official Academic Calendar. Exceptions may only be granted through formal appeal or documented extenuating circumstances. 

  2. Dropping vs. Withdrawing

    • Dropping a Course 
      Dropping occurs during the add/drop period at the start of the term and generally has no impact on the student’s transcript or financial aid. 
    • Withdrawing from a Course 
      Withdrawing occurs after the add/drop period and may affect transcript status, financial aid eligibility, and tuition obligations. 

     

  3. Implications of Withdrawal

  • Academic Records 

    A grade of “W” does not affect GPA but indicates a formal withdrawal from the course. 

  • Financial Aid Impact

    Students receiving financial aid must consult the Financial Aid Office prior to withdrawing. Withdrawing may: 
    • Affect current and future financial aid eligibility. 
    • Result in recalculation and return of Title IV federal funds (per 34 CFR § 668.22). 
    • Create a balance owed to the College if aid is reversed. 

  • Administrative Withdrawal Due to Non-Attendance 

    Students who fail to attend class as reported by instructors during the attendance verification period may be administratively withdrawn or dropped. 
    • This is particularly critical for students receiving federal financial aid. 
    • Federal regulations require attendance verification for eligibility. 
    • Students who never attend will be reported and administratively withdrawn or dropped, potentially resulting in loss of aid and a tuition balance owed. 

  • Future Enrollment and Progress Improper or unrecorded withdrawal can jeopardize: 

    • Future registration 
    • Satisfactory academic progress 
    • Financial aid eligibility 
    • Graduation timelines 

    Refund Eligibility 

    Students who receive a “W” are not eligible for a tuition refund under the Refund Policy. 

 

III. Responsibilities 

  • Students 
    Responsible for initiating and completing the withdrawal process in a timely manner, monitoring their status via MyQC, and consulting relevant offices (e.g., Financial Aid, Advising). 
  • Registrar’s Office 
    Responsible for processing withdrawal requests, maintaining records, and providing withdrawal guidance and deadlines. 
  • Academic Advisors 
    Support students in making informed decisions and, when required, approving withdrawal requests after evaluating academic and financial impact. 
  • Faculty 
    Required to report class attendance by the institutional deadline. Non-attendance reporting will inform potential administrative withdrawal for students receiving financial aid. 

 

IV. Review and Amendments

This policy is subject to periodic review and updates to ensure compliance with institutional regulations, federal guidelines, and evolving student needs. 

 

V. Important Reminders

  • Students must check their Quincy College email for updates regarding registration and withdrawal status. 
  • Following official withdrawal procedures helps preserve academic standing, ensure financial compliance, and avoid administrative complications. 

 

Original: January 2006 

Updated: August 2021; July 2024; June 2025