Faculty Handbook

Voluntary withdrawal from a program

If a student has arrived at the program site and decides to withdraw, he or she must begin by discussing the situation with the MSU personnel (program leader, resident director, or local institutional foreign student adviser) on site.  The MSU personnel should consult with OSA to determine whether a solution exists for the situation.  If, after consultation, the student still plans to withdraw from the program, he or she must submit a signed and dated statement of explanation to the on-site personnel.  This statement must indicate the student understands that effective the date indicated, he or she will no longer be considered a student or participant in the program, and is therefore responsible and liable for his or her own behavior, transportation home, insurance, etc.  Fax this signed and dated statement to OSA immediately.   

Consideration will be given to the student who leaves a study abroad program because of an emergency situation or illness (either personal or of a family member). The student must submit a written statement of withdrawal to the on-site leader and/or OSA and will be financially responsible as described in the Statement of Responsibility.  Should a student need to return home due to an emergency, and cannot obtain sufficient funds for transportation, the program leader may, in consultation with OSA, loan funds.  The loaned amount will be billed to the student’s account.

A student may voluntarily withdraw from the University prior to the end of the twelfth week of a semester, or within the first 6/7 (86%) of the duration of the student's enrollment in a summer or special session (calculated in weekdays). Withdrawal is not documented on transcripts after these deadlines.

In case of official withdrawal from the University after arrival abroad, no program fees are refunded, and tuition and fees are as follows:

1. Tuition and Fees - Fifteen-Week Semester

Refunds for recoverable tuition and fees are based on the study abroad course calendar.  For changes made through the first quarter of the term of instruction of classes (measured in weekdays, not class sessions), 100% of recoverable tuition and fees will be refunded. After that date, there will be no refund.

2. Tuition and Fees - Abbreviated Session

Refunds for courses that operate on less than a fifteen-week format will be based proportionately on the above policy using the abbreviated calendar of that program.

In addition to billing for the dropped credits associated with withdrawal, there may be additional billing, particularly if a student has received federal financial aid funds to cover the entire semester educational costs.  Withdrawal through the first quarter of the term of instruction will result in 100% billing of federal grant aid and Michigan Competitive Scholarship, and may also result in a partial or complete billing of loan aid and other financial aid.  Withdrawal from any semester during the regular academic year may result in cancellation of a student’s financial aid award for the remainder of the academic year.

Upon official voluntary withdrawal from the University, symbols (grades) are assigned to courses in which the student was enrolled according to the effective date of the withdrawal as follows:

1. If withdrawal is before the middle of the semester or summer session, no symbols will be assigned to courses in which the student was enrolled.
2. If withdrawal is after the middle of the semester or summer session, symbols will be assigned by instructors to courses in which the student was enrolled as follows:  W (no grade) to indicate no basis for grade regardless of the grading system under which the student is enrolled, N to indicate failing in a course authorized for P-N grading, or 0.0 to indicated failing in a course authorized for numeric grading.

Should a student need to withdraw from a course for serious reasons (medical, crime, crisis, family emergency, etc.) and not withdraw from the program, the assigned grade is determined by the college’s associate dean. 

The result of a late drop with cause may be:

1. “W” grade with no refund
2. no grade and no refund
3. no grade with refund

The type of grade recommended by the associate dean is directly related to the medical condition/trauma that causes the withdrawal.

If one or more complete semesters of attendance are missed subsequent to the withdrawal, excluding summer sessions, the student must apply for readmission through the Office of the Registrar, Room 150 Administration Building.

If a student cancels or withdraws from a program, for any reason (voluntary or involuntary), he or she will be required to return any scholarship funds disbursed by the Office of Study Abroad.  If the withdrawal is done after the award is disbursed, the student’s account will be billed for the award amount.

Unauthorized

If a student misses three or more consecutive class days without explanation, the program leader should seek to determine the location of the student.  If the student cannot be located, it will be considered an emergency situation and the emergency contacts listed on the student’s application will be contacted.  If, after investigation, it is determined that an emergency situation does not exist, the student will be reminded that attendance is a critical part of the study abroad experience. A student who, through his or her absence, demonstrates that he or she has withdrawn from the program during a semester or summer session without obtaining an official withdrawal will be reported as having failed all courses.

A student who leaves the University without formally withdrawing forfeits any fees or deposits paid to the University.  The student will continue to receive and be responsible for payment of tuition and course fees and study abroad program fees.  Re-enrollment in the University will not be granted until all debts are cleared.