Request for Exception for Late Refund
or Withdrawal (W Grade)

Overview

Southwestern Michigan College realizes that on occasion students may need to request an exception to the withdrawal/refund deadlines as published in the schedule of classes. Written requests can be made if the student meets the extenuating circumstances outlined below. In all cases, the circumstance must have interrupted your ability to (1) attend class(es) for a substantial length of time, (2) complete the semester, and/or (3) adhere to the usual withdrawal or refund procedures.

Students must complete the Request for Exception for a Late Refund or a Late Withdrawal Form linked under the Related Links section of this page. All exception requests must be submitted by the student. Exceptions submitted by a parent, legal guardian or spouse will be accepted only if the student is incapacitated.

Approval of these Requests is not “automatic.” Each one will be considered on its own circumstances and merits. The typical response time for the Exception Request Committee is several weeks. The decision of the Committee is final and will be communicated to the student in writing.

Academic Matters

Please do not use this form for academic matters such as grade appeals or instructional matters. Please follow the Related Link to the Student Handbook for more information regarding appeals for academic matters.

Timeline

Students must file their request for exception prior to the last day of class of the semester in question.

Examples of Extenuating Circumstances and Supporting Documentation

Students may request an exception due to the following circumstances and must submit supporting documentation.

• Student Illness or Medical Emergency. Supporting documentation must be on physician's letterhead (including phone number). The physician's statement must be signed and dated. The statement must also indicate that the medical situation prevented you from attending class(es) for a substantial length of time, completing the semester, and/or prevented you from adhering to the usual withdrawal or refund procedures.
• Death of Immediate Family Member. Immediate family member is defined as: parent, spouse, sibling or child. Students must submit a death certificate, obituary, or death notice. If the documents do not clearly indicate the relationship of the deceased to the student, please supply document(s) that do indicate the relationship.
• U.S. Military Active Duty or Induction. Students must submit copies of orders that clearly indicate the date of deployment.

Note: The College reserves the right to verify the authenticity of submitted documentation, and/or request additional documentation if needed. The College may not be able to approve exceptions for on-going/reoccurring medical conditions.

What resolution can I seek?

The committee will review your exception in light of the resolution you request in your appeal, however circumstances may prevent us from granting the solution that is requested. You can request:

• Late Withdrawal. If you are granted a late withdrawal, a W grade will be posted to your transcript. W grades do not impact your GPA but may impact your financial aid eligibility.
• Retake Credit. You do not receive a refund. You will be given credit for the amount of the class(es) and will need to use the credited amount for any class(es) at Southwestern Michigan College within the next 3 semesters. Retake credit is not available to Financial Aid students.
• Refund of Tuition/Fees. Books and supplies are exempted.

Note: Students must specify in their request the type of resolution they are seeking.

Student Receiving Financial Aid

Students receiving any type of Financial Aid should discuss the impact of this request with the Financial Aid Office at (269) 782-1314 before submitting a request for exception.

If you are seeking a late withdrawal (W grade), please note that a W grade could negatively impact financial aid eligibility. Withdrawal from all classes may require the student to return all or a portion of the aid previously received. As a result of your request, your financial aid and student account will be adjusted as needed. These adjustments will revise your charges and your financial aid may be re-calculated. You may owe money to the College and the financial aid programs. If you have received a financial aid disbursement check, the amount you owe may be substantial.

Financial aid students are not eligible for retake credit.

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