Students may request an Emergency Withdrawal when a non-academic emergency situation occurs that prevents them from completing their coursework (e.g., severe medical problems, traumatic events) and when the timing or nature of the emergency prevents them from voluntarily withdrawing from their classes.
Emergency Withdrawals are subject to the following restrictions:
- Students must initiate an application for an Emergency Withdrawal no later than two academic years after the semester in which the courses were taken.
- Students may request an Emergency Withdrawal in a maximum of two semesters of their enrollment at Georgia State University.
- Students may not request an Emergency Withdrawal after degree conferral.
Emergency Occurred Prior to the Midpoint or Last Day to Withdraw
Students are expected to voluntarily withdraw from their classes if an emergency occurs prior to the midpoint of the semester, regardless of the reason for the withdrawal. Whether or not a student had the ability to withdraw from classes prior to the semester midpoint will be considered in determining the approval of an Emergency Withdrawal request. Students who cannot withdraw due to a hold should visit Enrollment Services for assistance. See the Catalogs for the Voluntary Withdrawal Policy.
Students are responsible for reading and understanding the Emergency Withdrawal Policy before submitting an application. Complete an application online. Include a personal statement and supporting documentation. Applications with missing information will not be reviewed.
Personal Statement of Emergency
On a separate sheet of paper, type and sign a personal statement of emergency. The following questions should be answered in the personal statement of emergency:
- What is the nature of the emergency situation?
- On which date(s) did the emergency situation occur?
- How did the emergency situation prevent you from completing coursework?
- How did the timing and/or nature of the emergency prevent you from voluntarily withdrawing from classes?
Students should submit official documentation that confirms the emergency that occurred during the semester(s) for which they are requesting withdrawal and supports their personal statement of emergency. Examples of Emergency Withdrawal documentation include:
- Typed correspondence on office letterhead from a licensed healthcare professional (i.e., physician, psychologist, psychiatrist). The letter should include the date(s) of the emergency, a statement of how the illness or injury interfered with the completion of coursework, and the name, title and phone number of the office representative who can verify the authenticity of the letter.
- Official and/or notarized forms, documents or correspondence from a state agency, a governmental entity or reputable business.
- Death certificate, funeral program and/or obituary with the deceased name, date of death and funeral home contact information.
- A letter from an employer or supervisor on company letterhead stating mandatory job change(s) and date(s) of the change(s). The letter should include the name, title and phone number of the company representative who can verify the authenticity of the letter, preferably a human resource professional.
All documentation is subject to verification by the Dean of Students office. Students who submit fake documentation or misrepresented information will be referred for a violation of the Student Code of Conduct, and their request will be denied.
- Requesting to withdraw from the current semester. Completed application packets must be submitted prior to the start of the next semester. Applications are reviewed on a rolling basis in the Dean of Students office.
- Requesting to withdraw from a past semester (including appeals and petitions). Completed application packets must be submitted on or before the first Friday of the month to be reviewed at that month’s committee meeting. The actual committee meetings are not held on the deadline date.
Please note: Students must initiate an application for Emergency Withdrawal no later than two academic years after the semester in which the courses were taken.
What is the difference between Emergency Withdrawal and Hardship Withdrawal?
The Hardship Withdrawal Policy was replaced by the Emergency Withdrawal Policy beginning fall semester 2016. Prior applications submitted under the Hardship Withdrawal policy will be held to the standards of that policy. Applications submitted during fall semester 2016 or later will be held to the Emergency Withdrawal Policy standards.
Can I apply for a partial withdrawal?
An Emergency Withdrawal normally applies to all courses for the semester, but in exceptional cases, an Emergency Withdrawal may be granted for some but not all of the courses. To have a request for a partial withdrawal considered, students must clearly explain and demonstrate through documentation how and/or why the non-academic emergency impacted only a portion of their coursework.
Is it guaranteed that my Emergency withdrawal will be approved?
There is no guarantee that an Emergency Withdrawal request will be granted. Request are reviewed on a case by case basis and must be supported by documentation to be considered for approval.
When will I receive a decision?
Decision letters are sent via email to the Georgia State University email address. In cases where the Georgia State University email address is no longer active, a decision letter is mailed to the postal address listed on the application form.
- Requesting to withdraw from the current semester. A decision letter will be sent approximately 15 business days after the application packet submission. Actual earned grades will appear on the semester report card. Grades will change to W approximately 20 business days of the following semester.
- Requesting to withdraw from a past semester (including appeals and petitions). A decision letter will be sent approximately 15 business days after the committees’ meetings. The meetings are typically held at the end of each month. Grades will be updated approximately 15 business days after the decision letter is sent.
How will my financial aid or account balance be impacted?
An Emergency Withdrawal is not intended to clear or decrease a student’s account balance, entitle the student to receive a refund or cancel his or her obligation to repay tuition and fees and/or awarded financial aid for the semester in which the student receives a withdrawal. Students requesting an Emergency Withdrawal should consult with Enrollment Services to identify the impact of a Withdrawal on their student account and/or eligibility to receive financial aid in subsequent semesters.
What will happen to my grades?
If an Emergency Withdrawal request is granted, grade(s) will be changed to W. Students who have voluntarily withdrawn or have been administratively withdrawn for nonattendance, nonpayment, or student conduct are not eligible to receive an Emergency Withdrawal.
Grades of W that are granted due to receiving an Emergency Withdrawal do not count against the Voluntary Withdrawal limit. Appeals of the automatic award of a W grade may be initiated by either the faculty or the student involved in the case.
Should I take my finals?
The Emergency Withdrawal Policy does not specify if a student should take final exams. However, the Emergency Withdrawal Policy states, in part, that students may request an Emergency Withdrawal when a non-academic emergency situation occurs which prevents them from completing their coursework.
Will my application be kept confidential or private?
The decision on requests is shared with the Registrar and the instructors for processing purposes. The nature of the emergency will be disclosed as medical when it applies. The personal statement and documentation will not be shared outside of the Dean of Students office unless the student gives permission, or the student poses an immediate threat to himself or herself or others. This includes, but is not limited to, family, friends or university officials.
Am I required to sit out a semester or can I sit out a semester?
Students are not required to sit out a semester. However, it is important that students analyze their situation to determine the likelihood that their situation will impact classes the next semester. Please refer to the Associate-Level Catalog, Bachelor-Level Catalog, or Graduate Catalog, which directs students on how to re-apply after a three semester absence. Students are considered enrolled for the semester in which they receive an Emergency Withdrawal.
Can I appeal the decision?
- Appeals should be submitted within 90 business days of the original decision. (The deadline date is noted on the decision letter.) The appeal should be a typed intent to appeal statement as well as any additional documentation that addresses the rationale for appealing the decision and any new information that was not presented in the initial application. This will be the only opportunity to present new information and/or documentation regarding the requested semester(s). Appeals should be submitted to the Dean of Students office. The instructor of the course(s) in question shall be contacted by the Dean of Students office in advance of the committee’s meeting and be offered an opportunity to provide a letter to the committee stating anything the instructor believes is relevant to the case.
- Appeals of the decision of the Emergency Withdrawal Appeals and Petitions Committee must be submitted within 10 business days of the Appeals Committee decision and will be considered by the Provost.
- Appeals of the decision of the Provost must be submitted within 10 business days of the Provost’s decision and will be considered by the President.
Can I apply for a waiver to the policy restrictions?
To request a waiver of an Emergency Withdrawal Policy Restriction, students must submit a petition in writing which explains the extenuating circumstance(s) that prevented them from meeting the policy requirements. The petition must accompany the complete application packet for the requested semester. If the petition is approved, the complete application packet will be forwarded to the appropriate review route.
- Incomplete Policy. Students who have completed the majority of their course requirements when an emergency occurs should confer with their instructor about receiving a grade of incomplete. See the Undergraduate Catalog or the Graduate Catalog for more information.
- Repeat to Replace Policy. Students who are applying for a partial withdrawal or do not believe the Emergency Withdrawal is appropriate for their situation should consider the Repeat to Replace Policy. This policy allows undergraduate students to repeat up to four courses for the purpose of replacing unwanted grades. See the Grading System of the Undergraduate Catalog for more information.
- Disability Services Students who are experiencing an ongoing issue due to a permanent disability may be eligible to receive assistance from Disability Services. Disability Services is located in the Student Center East, Suite 205, and can be reached at 404-413-1560.
- Enrollment Services. Students who have questions about financial aid, tuition payments and refunds, voluntary withdrawal, the Repeat to Replace Policy or holds (immunization) should visit Enrollment Services located in Sparks Hall, Suite 227, or call 404-413-2600.
- Counseling and Testing Center. This office provides individual counseling sessions, group counseling, couples counseling, and mind-body services free of charge to enrolled Georgia State University students. The Counseling and Testing Center is located at 75 Piedmont Ave. (Citizen’s Trust Building), Suite 200A, and can be reached at 404-413-1640.
- Student Health Clinic. Clinical services are provided to currently enrolled students by experienced healthcare providers who provide triage, evaluation and treatment of medical problems, and physical exams. Same day appointments are available for urgent care needs. The Student Health Clinic is located at 141 Piedmont, Suite D, and can be reached at 404-413-1953.
- University Advisement Center. Academic advisors can answers questions about students' academic standing and eligibility to re-enroll. The University Advisement Center is located at 25 Park Place, Suites 1300 and 1400, and can be reached at 404-413-2300.
- Incomplete Policy Students who have completed the majority of their course requirements when an emergency occurs should confer with their instructor about receiving a grade of incomplete. See the Grading System of the Associate-Level Undergraduate Catalogfor more information.
- Repeat to Replace Policy. Students who are applying for a partial withdrawal or do not believe the Emergency Withdrawal is appropriate for their situation should consider the Repeat to Replace Policy. This policy allows undergraduate students to repeat up to four courses for the purpose of replacing unwanted grades. See section 1350.25 of the Associate Level Undergraduate Catalog for more information.
- Disability Services. Students who are experiencing an ongoing issue due to a permanent disability may be eligible to receive assistance from Disability Services. Visit Disability Services in the following locations: Alpharetta AA-1440, Clarkston CB-1300, Decatur SF-2300, Dunwoody NA-2100 or Newton 2N-2405.
- Enrollment Services. Students who have questions about financial aid, tuition payments and refunds, voluntary withdrawal, the Repeat to Replace Policy or holds (immunization) should visit Enrollment Services or call 404-413-2900.
- Counseling Services. This office offers confidential personal counseling to assist students with personal, developmental or psychological concerns related to their academic progress and personal growth. For hours of operation, locations and more information please visit Counseling Services or call 770-278-1300.
- Student Health Clinic. Clinical services are provided to currently enrolled students by experienced healthcare providers who provide triage, evaluation and treatment of medical problems, and physical exams. For hours of operation, locations, and more information please visit Student Health Clinic.
- University Advisement Center. Academic advisors can answer questions about students' academic standing and eligibility to re-enroll. For an advisor, visit University Advisement Center for the phone numbers and addresses for each campus.
Students who would like to speak with someone about the Emergency Withdrawal process and/or policy should contact the Office of the Dean of Students at 404-413-1515 or firstname.lastname@example.org. You may request to schedule an appointment.