Former Quarter Drop Petition Instructions

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Previously Hardship Withdrawal Process

 

A Former Quarter Drop (FQD) may be processed by the Office of the Registrar if a student is unable to complete or withdraw from their course(s) because of extenuating circumstances beyond the student’s control. Petitions are reviewed and decided upon by a committee of representatives from the academic advising community, Office of Financial Aid, Disability Resource Center, Veteran & Military Resource Center & Office of the Registrar. All dates and deadlines referenced are based on the UW Academic Calendar and more specifically Course Drop Policy/Periods.

Tuition Refund 

A Former Quarter Drop is not a petition for a tuition refund and only addresses the student’s enrollment and grades as they appear on the transcript. By default, all tuition forfeiture policies will apply to a Former Quarter Drop.  

Eligibility

  • The student is incapable of completing their course(s) because of an extenuating circumstance beyond their control. 
  • An extenuating circumstance prevented the student from dropping their course(s) by the published course drop deadline for the quarter. 
  • The FQD Petition is submitted within one year of the quarter being petitioned. If a student wishes to submit an FQD Petition beyond the one-year deadline, materials must be presented showing inability to file within the guidelines. 
  • Former Quarter Drop Petitions will not be processed once a degree has been conferred. 
  • The FQD petition is for circumstances outside of the classroom and should not be used to address grading or academic related issues. See Grading Procedures for additional information. 

Prior to Submitting the Petition 

  • If a student is requesting a complete withdrawal from all courses during the current quarter, it is recommended the student withdraw themselves by completing the Official Withdrawal Form. See Academic Calendar for timeline.
  • Separate FQD Petitions with supporting materials must be submitted for each quarter being petitioned. 
  • FQDs will not be granted for coursework that has already been applied to a completed degree. 
  • Submission of an FQD Petition alone does not guarantee approval. 
  • Students submitting an FQD Petition within two weeks of the end of the quarter should first consider requesting an “I” (Incomplete) grade from instructors. 
  • Student categories to be considered: 
    • International Students: Students with F-1 Visa status should meet with an International Student Services (ISS) advisor to be apprised of any Visa status changes due to FQD approval. 
    • Financial Aid recipients: Students receiving Financial Aid funds, should consider consulting with a financial aid counselor
    • Military/Veteran benefit recipients: Students utilizing veteran benefits, should consider consulting with a veteran benefit counselor

By submitting the Former Quarter Drop Petition, a student is acknowledging they have consulted with appropriate offices and are aware of the impacts of the FQD. 

Submitting the Petition 

A complete FQD petition includes three items: the administrative form, personal statement & supporting materials.  Submit a complete petition to avoid delay in the decision making process.  Petitions may be submitted to reguwt@uw.edu or the Secure Document Upload Portal.  

  1. Completed and signed Former Quarter Drop Petition form.

  2. Signed personal statement 

  • ​The statement should be concise and clearly outlines the details of the extenuating circumstances which affected the student's ability to complete the coursework for the quarter being petitioned. 
  • If enrolled in additional courses not being petitioned, explain the success with these courses. Why were these courses not affected by the circumstances of the petition? 

  • Address how the circumstances prevented the student from dropping by the established deadlines. 

  1. Appropriate supporting materials. See suggested materials below. 

Issues related to personal health or illness

  • Completed Healthcare Provider Form 
  • Statement from physician on letterhead including dates of service 
  • Copy of medical records 
  • Copy of police report 
  • Copy of insurance statements 

Illness or accident of immediate family or family member

  • Detailed explanation of family member’s medical circumstances, including the name and relationship of the family member to you 
  • Copy of police report 
  • Copy of insurance statements 

Loss of employment of self, immediate family, or family member

  • Statement from former employer on company letterhead for yourself, or
  • immediate family or family member indicating date of termination

Required out-of-town travel or overtime work

Statement from employer on company letterhead indicating that a work conflict such as out-of-town travel or overtime work negatively affected your academic success

Loss of housing of immediate family or family member

Statement from landlord or bank/mortgage company indicating change to housing situation

Marriage or divorce of self, immediate family or family member

Copy of divorce papers

Natural disaster

  • Copy of insurance statements
  • Personal statement including the date(s) the natural disaster occurred and the address at which the disaster occurred

Military duty

Copy of military orders showing dates of deployment, training or service

Required to relocate

Statement from employer on company letterhead indicating date of relocation

Birth of immediate family or family member

  • Copy of birth announcement
  • Copy of birth certificate or adoption papers

Loss of childcare of immediate family or family member

Letter from childcare provider indicating date of loss of childcare

Death of immediate family or family member

  • Copy of obituary
  • Copy of memorial service announcement or program
  • Copy of death certificate

Other

Supporting materials must clearly and explicitly describe the unexpected and involuntary change to your circumstances along with an explanation of how it prevented you from dropping or completing a course(s) during the quarter you are requesting the Former Quarter Drop (FQD). The supporting materials must also indicate how you have resolved these circumstances so that they will not continue to affect your academic progress in the future.

After Filing 

  • Students will be notified by UW email of the Petition Board’s decision.  Allow two weeks after submission for notification. 
  • If there are questions or concerns about submission materials, students will be notified via their UW email. 
  • If the petition is approved, the transcript will show the petitioned course(s) with a grade of “RD” (Registrar Drop). The course will still appear on the transcript, but the “RD” will not be factored into the quarterly or cumulative GPA.
  • Grades cannot be restored once the Former Quarter Drop Petition has been granted. 
  • No details of the circumstances will be shared outside the Petition Board. 

Campus Support Resources 

Nothing is more important than a student’s health and well-being. Students who may be struggling with medical, emotional, or behavioral issues that are impacting their academic success are strongly encouraged to reach out to one of the following resources for support and to help create a plan to address any struggles being experienced. Below are some key resources at the University of Washington Tacoma that can help support students in this regard. 

Academic Advising

Counseling and Psychological Services

Student Advocacy and Support

Childcare and Family Support Services

Disability Resources for Students

 

Coming Autumn 2020 - Current Quarter Drop

This class drop process will allow students, during the 3rd to 7th week of the quarter, to drop one course per quarter (similar to the former Annual Drop process) and to then submit requests for advisor review and discussion for any or all remaining courses. Advisors will discuss the drop requests with students and will forward the request to the registrar to drop the classes on behalf of the student. This process will eliminate the need to submit a Former Quarter Drop petition for the current quarter.