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Drops, Withdraws and Refund Information

General Information related to Adding/Dropping/Deadlines of Courses

As a result of changes in the Texas Education Code, students enrolling for the first time in a Texas public institution of higher education in the fall of 2007, or thereafter, will not be permitted to withdraw from more than a total of six courses (no minimum number of credit hours on each course) in which the student is officially enrolled during the student’s period of undergraduate study at all such institutions Note: this includes any course a transfer student has dropped at another Texas institution of higher education. If a course is dropped before the Official Reporting Day to appear on the transcript or the student is completely withdrawing from college, this policy does not apply.

Excluded from the six-course withdrawal limit are those for which the student can show “good cause” for course withdrawal.

Dropping a course for “good cause” includes:

  • a severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete the course;
  • the student’s responsibility for the care of a sick, injured, or needy person if the provision of that care affects the student’s ability to satisfactorily complete the course;
  • the death of a person who is considered to be a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s death is considered to be a showing of good cause;
  • the active duty service as a member of the Texas National Guard or the armed forces of the United States of either the student or a person who is considered to be a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s active military service is considered to be a showing of good cause;
  • the change of the student’s work schedule that is  beyond the control of the student, and that affects the student’s ability to satisfactorily complete the course; or
  • other good cause as determined by Wharton County Junior College.

Approval of good cause requires that the student provide official and appropriate documentation of third party verification for the qualified exclusion to be included in the student’s official educational record at Wharton County Junior College.

 

Important Drop Information:

  • Once registered for a course it is the student's responsibility to drop/withdraw from the course.
  •  Students who never attend a course and fail to drop the course will be charged for the course.
  •  Courses cannot be dropped through online services after they have begun.
  •  Courses cannot be dropped by phone.          
  • Course Schedule changes must be made within the designated time frame for each part of the  term (see semester chart below).  
  • Drops and Withdrawals must be made within the designated time frame for each part of the
     term (see semester chart below). 
  • Instructors do not withdraw students from courses. 
  • Students are required to drop/withdraw from their course by submitting a completed Student Drop  Form by either 1) Email to registrar@wcjc.edu or 2) Hand carry to the nearest Office of Admissions and Registration, by the posted deadlines (see semester chart below). 
  • Drops and Withdrawals will not be processed until all required signatures have been entered on the form. 
  • All  financial obligations to the college must be met in order to receive official clearance to withdraw (drop all classes). 

 

EXCLUDED COURSES FROM THE DROP LIMIT

Drops from the following types of courses are excluded from the course drop limit.

  • Students who entered college before fall 2007
  • Courses taken by students while enrolled in high school – whether for dual credit or early admission. Once graduated from high school the drops will begin to count.
  • Courses dropped at private or out-of-state institutions.
  • Remedial or developmental courses, workforce education courses, or other courses that would not generate undergraduate credit that could be applied to a degree.
  • Drops which meet the definition of a complete withdrawal.

Course Drop Definition

A course drop, which will be recorded on the transcript, is defined as an affected credit course not completed by an undergraduate who:

  1. Is enrolled in the course at the official date of record or census date*, and
  2. Will receive a non-punitive grade of W

*Date of record or Official Census Date varies according to the length of the course. For the census date of all the course lengths, please contact the Office of Admissions and Registration.

Withdrawal Definition

A student is considered to have withdrawn from the institution when the student drops all courses during the semester.   Complete withdrawal will not count towards the six drop limit. 

Grade Code for Affected Drops at Wharton County Junior College

Wharton County Junior College will award a grade of “W” for an affected drop. The grade of “W” will count as attempted hours but will not be calculated as earned hours so it will have no impact on the calculation of undergraduate grade point average. This grade will count toward hours for Federal Financial Aid purposes which will impact satisfactory academic progress calculation. These hours will count in the 120 hour rule at Texas four-year public colleges and universities.

AWARDING OF GRADES ONCE SIX-DROP LIMIT HAS BEEN REACHED


Once Wharton County Junior College calculates that a student has a total of six affected drops from Wharton County Junior College and all affected transfer institutions, students may not drop any additional courses at Wharton County Junior College. The instructor will be required to award a student a grade of A, B, C, D, or F.

Submission of Transcripts

Transfer students who are affected by this legislation shall be required to submit all transfer institution transcripts for processing of the transfer course drops which apply to their record prior to being allowed to utilize any drops at Wharton County Junior College. The number of drops counting toward the six-drop limit will be indicated on the official transcript. If the transfer transcript does not indicate any drops toward the limit, Wharton County Junior College will set the drop count for the institution at zero. If the transfer institution indicated affected drops of 1 through 6, that number will set as the drop count from that institution. This process will take place for all incoming transcripts from affected colleges and universities. The total from all transfer institutions and Wharton county Junior College cannot exceed six drops.

If a student was granted a drop at Wharton County Junior College and the Office of Admissions and Registration later learns that the drop counter was set incorrectly, the student’s record will be corrected and the drop counter reset. If the student has exceeded the six course drop limit, the drop will be removed and the faculty member of the associated course will be contacted to issue the appropriate grade.

Until all official transcripts are received from all affected colleges and universities, students will be allowed to register (drop & add) until the official drop/add period is over. After that time, students will not be allowed to drop until all transcripts are received and reviewed for six-drop status.

APPEAL

If a student believes that they have provided proper documentation for an exemption and have been denied the exemption they have the right to appeal. The appeal process will be as follows:

Within five (5) business days after being denied an exemption, the student will submit to the Director of Admissions and Registration the following (a) completed appeal request form (b) a written statement from the student explaining the reason that they believe they the decision to not be granted an exemption to the six drop rule was capricious and arbitrary (c) copies of documents to support the request for an exemption. The Director of Admissions and Registration will respond within five days in writing to the student regarding their review of the appeal. At this point the Director will either deny the appeal or grant the appeal. If the appeal is denied the student is directed to Wharton County Junior College Regulation #663 for further steps of action.

NEVER ATTENDING

 If you register for classes but never attend or stop attending at any point, you must officially drop or withdraw through the Office of Admissions and Registration by submitting a Student Drop Form. Failure to do so will result in an “F” on your transcript for each incomplete class, and you will be required to assume financial responsibility for all monies owed. If you received Financial Aid, are on a Payment Plan, or received services through scholarships or a third party, you will be held financially responsible for any monies owed due to a change in your enrollment status.

Refund Information

NOTICE: In order to determine refund dates and final drop/withdraw deadlines, the student must know the start and end date of the course and find the dates that correspond below. All dates are determined based on formulations provided by the Texas Higher Education Coordinating Board and are not negotiable.

For Financial Aid purposes, drop days are calculated by the last day the student attended the course.

Final Registration Fee $25 (will be assessed within 24 hours after registration)

Schedule Change Fee $15

All refunds will be mailed to the address on file according to the student record. Any change of address should be reported to the Office of Admissions and Registration.

Percentage refunds are NOT made on Technology Fees.  Minimum tuition will be charged for all drop/withdrawals (see chart on Tuition and Fees Page).

 

FALL SEMESTER

 Fall Semester 2018

Class Length     

Classes Begin

Census Date

 

Last Day for 100%   Refund

Last Day for 70%   Refund

Last Day for 25%   Refund

Last Day to Drop    with a "W"    

Term Ends

Final Exams (verify with instrutor)

Grades Due by   Noon        

17  weeks

Aug 20

Sept 5

 

Aug 19

Sept 10

Sept 17

Nov 16

Dec 14

Dec 6-13

 Dec 14

16 weeks

Aug 27

Sept 12

 

Aug 26

Sept 17

Sept 24

Nov 16

Dec 14 Dec 6-13

Dec 14

14 weeks Sept 10  Sept 21   Sept 9 Sept 26 Oct 2 Nov 20 Dec 14 Dec 6-13 Dec 14
1st 8 week Aug 27 Sept 4   Aug 26 Sept 6  Sept 10 Oct 5 Oct 19 Oct  19 Oct 22
2nd 8 week Oct 22 Oct 30   Oct 21 Nov 1 Nov 5 Nov 30 Dec 14 Dec 6-13 Dec 14

SPRING SEMESTER

    Spring Semester 2018

Class Length     

Classes Begin

Census Date

Last Day of Class (Verify   with instructor)

Last Day for 100%   Refund

Last Day for 70%   Refund

Last Day for 25%   Refund

Last Day to Drop    with a "W"    

Term
Ends

Final Exams (verify with instrutor)

Grades Due by   Noon        

17  weeks

Jan 8 

Jan 8

Jan 24

Jan 7

Jan 29

Feb 5

Apr 13

May 11

May 3-10


May 11

16 weeks

Jan 16

Jan 16 - 17

Jan 31

Jan 15

Feb 5

Feb 12

Apr 13

May 11 May 3-10

May 11

14 weeks Jan 29 Jan 29 Feb 9 Jan 28 Feb 14 Feb 20 Apr 20 May 11 May 3-10 May 11
1st 8 week Jan 16 Jan 16 Jan 23 Jan 15 Jan 25 Jan 29 Feb 23 Mar 9 Mar 9 Mar 9
2nd 8 week Mar 19 Mar 19 Mar 26 Mar 18 Mar 28 Apr 3 Apr 27 May 11 May 3-10 May 11

May Mini Session 

 May Mini Session 2018

Class Length     

Classes Begin

Census Date

Last Day of Class (Verify   with instructor)

Last Day for 100%   Refund

Last Day for 70%   Refund

Last Day for 25%   Refund

Last Day to Drop    with a "W"    

Grades Due by   Noon        

3  weeks

May 14 

May 15

May 30

May 13

May 16

May 17

May 24


May 31

 

 

SUMMER SESSION #1  

 

 Summer Session 2018

Part of Term       

Classes Begin

Census Date

Last Day for 100%   Refund

Last Day for 70%   Refund

Last Day for 25%   Refund

Last Day to Drop with   a "W"

Final Exams-Verify   with Instructor

Grades Due by   Noon        

 5 weeks  June 4  June 7 June 3 June 11  June 12 June 26 July 5 July 6
 6 weeks May 29   June 1  May 28  June 4  June 6  June 27 July 6 July 9
 6 weeks  June 4  June 7  June 3  June 8  June 12  July 3 July 13   July 16
 8 weeks  May 29  June 5  May 28  June 7  June 11  July 6 July 20  July 23
10 weeks May 29 June 13 May 28 June 8 June 13 July 20 Aug 3 Aug 6
10 weeks June 4 June 19 June 3 June  14 June 19 July 27 Aug 10 Aug 13
11 weeks May 29 June 13 May 28 June 11 June 15 July 27 Aug 10 Aug 13
12weeks  May 29  June 13 May 28 June 13 June 18 Aug 3 Aug 17 Aug 20

 

Summer Session #2

 

 Summer Session 2018

Class Length     

Classes Begin

Census Date

Last Day of Class (Verify   with instructor)

Last Day for 100%   Refund

Last Day for 70%   Refund

Last Day for 25%   Refund

Last Day to Drop    with a "W"    

Grades Due by   Noon        

5  weeks

July 9 

July 12

August 8

July 8

July 16

July 17

July 31

August 9

 

 

 

Residence Hall and Board Refund Information

 A student is dismissed or vacates the residence hall for any reason during the semester is not eligible to receive a refund on any room or board payment.
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