If you need to take time away from your studies but plan to return to SCSU within 12 months, you may request a Leave of Absence. Before doing so, consult with your instructors and academic advisor to understand your options for completing the semester and any potential academic or financial impacts. Review the information below before taking action.
Before you take a leave of absence, consider these alternatives. Depending on your circumstances, you may have options that allow you to remain enrolled and continue making progress toward your degree.
Pass-Fail Option
If you're concerned about your grade in a course, you may be eligible to change the course to the Pass-Fail grading option. This allows you to earn credit for the course without a letter grade affecting your GPA. You must consult with your academic advisor before submitting a Pass-Fail Contract, and eligibility restrictions apply.
The Pass-Fail Contract must be approved before the withdrawal deadline.
Incomplete Grade
If unexpected circumstances prevent you from finishing coursework by the end of the semester, you may be able to request an Incomplete (I) grade from your instructor. An Incomplete provides additional time to complete outstanding coursework rather than withdrawing from the course.
To be eligible, you must have completed at least 60% of the term and receive approval from your instructor. An Incomplete may affect financial aid eligibility and future registration if the course is a prerequisite for another class.
Complete the University Withdrawal/Leave Option Form, and if you plan on attending another institution while on leave from Southern, you must also submit a Transfer Credit Approval before registering for classes at another institution.
Important! Graduate students must complete all degree requirements within a six-year time frame (or seven-years for doctoral students), including any periods of leave.
If you withdraw during the drop period, your courses will be dropped, will not appear on your transcript, and will not affect your GPA.
If you withdraw after the drop period but before the withdrawal deadline at the end of the twelfth week of the semester (see the academic calendar for deadlines in shorter terms), your courses will receive a 'W' grade on your transcript, which does not affect your GPA.
After the withdrawal deadline, instructors will assign final grades for all courses.
Residential students must vacate your residence hall within 48 hours of submitting your leave form.
Tuition Impact
You must withdraw by the refund deadline to receive a full or partial refund for tuition and fees.
Financial Aid Impact
A financial aid recalculation will be performed based on the number of days you attended in the semester.
You are responsible for any remaining balance due on your account after any adjustments are applied.
If called to active duty or other covered military service, you may be eligible for special leave of absence protections under federal law, including an extended leave period for the duration of your military service. Depending on their academic progress at the time of activation, you may be permitted to complete coursework upon their return through the Incomplete grade process or may be processed as a withdrawal in accordance with federal requirements.
If called to military service, you should review the full Leave of Absence and University Withdrawal policies for complete details and submit official military orders with the University Withdrawal/Leave Option Form.
If you do not return within 12 months, you will be withdrawn from the university.
If you missed a university deadline due to extraordinary circumstances, you may still have options depending on the timing of your request and the action you are seeking.
Missed the Drop Deadline
If you intended to drop a course and have it removed from your transcript, but missed the drop deadline due to extraordinary circumstances, contact the Dean of the college or school offering the course to discuss your options.
Missed the Withdrawal Deadline
If you missed the withdrawal deadline but stopped attending before the end of the semester, you may be eligible for a Late Course Withdrawal. Students may request a Late Course Withdrawal from their instructor before final exam week during the fall and spring semesters, or by the last day of classes during winter and summer sessions.
If extraordinary circumstances prevented you from meeting both the withdrawal deadline and the Late Course Withdrawal deadline, contact the Dean of the college or school offering the course to discuss your options.
Missed the Tuition Refund Deadline
If extraordinary circumstances prevented you from withdrawing before the tuition refund deadline, you may be eligible to submit a Tuition and Fee Refund Appeal.