Leaving SUNY Brockport or Withdrawing From All Courses Before Graduation and Returning Policy

Policy Statement

This policy addresses matriculated undergraduate students who want to withdraw from SUNY Brockport completely, either during a semester or by not enrolling in an upcoming semester.

Purpose/Scope

Students who are not succeeding academically may view withdrawal as the only solution available. There are, however, other options available. Please see the Temporary Academic Leave webpage.

Students also may withdraw from individual courses by dropping the course in the Brockportal prior to a semester, or by completing a Course Withdrawal Form during the semester, available from the Office of Registration & Records. Please see the Adding, Dropping, and Withdrawing Courses Policy.

Applicability

This policy applies to undergraduate students.

Definitions

 There are no definitions for this policy at this time.

Policy Procedures

When students are absent from classes exceeding one week for extenuating circumstances beyond the student’s control, the student may notify the Office of the Vice President for Student Affairs via (585) 395-2137. The Vice President’s Office will then notify the faculty members of the absence in writing. This notification is not an excuse nor does it obligate the faculty member in any way, nor does this relieve the student from their obligation to complete assignments.

If you are separating from the University completely, please read the options below to see which is best for you. Graduate students who are withdrawing should contact the Center for Graduate Studies via gradadmit@brockport.edu or (585) 395-2525. Non-matriculated students should contact the Office of Registration & Records via registrar@brockport.edu or (585) 395-2531.

What are my options?

Temporary Academic Leave

As defined by SUNY Brockport, a Temporary Academic Leave is an approved complete withdrawal from a semester, or a period of approved semester(s) off. A Temporary Academic Leave has two advantages: it “freezes” your academic requirements, allowing you to retain the requirements in place when you last enrolled. A Temporary Academic Leave also allows you to register without being readmitted. All matriculated undergraduates are eligible except:

• students in their first semester at SUNY Brockport who have not completed the first three weeks of classes, or
• students who are in their first semester back after an academic dismissal, or
• students who are on final probation (dismissed and reinstated), or
• students who have been reinstated following a dismissal, or
• students who matriculated for WinterSession who did not complete the WinterSession and did not complete the first three weeks of the spring semester.

If none of the above situations apply, you may have a Temporary Academic Leave.

A Temporary Academic Leave is good for a maximum of three consecutive semesters. A Temporary Academic Leave for part of a semester counts as one semester. Please be aware that students who earn no credits at SUNY Brockport for three consecutive semesters (by any combination of not enrolling, failing, or withdrawing) and are not registered in the fourth semester will be given University Separation, officially separated from the University. This is regardless of Leave status granted previously.

As a student on a Temporary Academic Leave, you are still matriculated at the University and, therefore, are allowed to meet the degree requirements in effect when you last attended. If your Temporary Academic Leave expires, you must apply for readmission and meet any new admission or degree requirements in place when you return to the University. See SUNY Brockport’s Applying for Readmission webpage for more information.

University Separation

By choosing this option, you will be made inactive or separated:

• if you are not eligible for a Leave, or 
• if you will not return within three semesters, or at all, or
• if you earn no credits at SUNY Brockport for three consecutive semesters, and are not registered in the subsequent semester.

If one of these conditions apply, you will be given University Separation by the University.

In-semester Walkaway

If you leave without communicating during a semester, the University will identify you as a “walkaway” and automatically grant a Temporary Academic Leave or University Separation. Leaving without communicating is not recommended. Consequences may include failing courses in progress and, if you are receiving an educational loan, you agreed to notify us if you stop attending. Following the University Separation or Temporary Academic Leave procedure will make it much easier for you if you ever intend to re-enroll here or elsewhere. If you do “walk away,” the University will automatically place you on Temporary Academic Leave, University Separation, or Dismissed Status, as appropriate.

Next-semester Walkaway

If you do not enroll in a semester, we will identify you as a “walkaway” and automatically grant Temporary Academic Leave status, if you are eligible. You will be informed via email to your SUNY Brockport email address.

How do I take a Temporary Academic Leave or University Separation?

Visit the Academic Success Center in the Brown Building, Room 156, or view the process on the Temporary Academic Leave webpage. You may also call the Academic Success Center via (585) 395-2711.

What is my separation date? Why is it important?

The separation date will be the earliest of:

1. the last date of class attendance as confirmed by your submission of the completed on-line form to the Academic Success Center, or
2. the date you drop or withdraw from your final course via the Brockportal, or
3. the last date of class attendance as confirmed by the professor(s) for those students who fail all classes.

The separation date will determine:

• how courses appear on your transcript,
• refund eligibility, if any, and
• eligibility for financial aid for the semester in progress. (The Office of Financial Aid may determine an earlier date of last class attendance and reduce or revoke aid. The student then is liable for the bill.)

Academic Information

How will a University Separation or Temporary Academic Leave appear on my SUNY Brockport transcript?

If you leave within the drop period (approximately the first four weeks of classes), all of your courses will be “dropped” and will not appear on your transcript. If you leave during the fifth week or after, but before the last full week of classes, you will receive a “W” (Withdrawn) on your transcript for courses in progress. If you officially leave the University during a semester, either through a Temporary Academic Leave or University Separation, you will not need to contact your professors about a grade.

The last chance to take a Temporary Academic Leave Without Grades for the Semester is the week before classes end, week 14

You must leave before the last week of classes to receive Ws. Students separating during the last week of classes or during finals week will receive grades based on work completed.

Taking coursework at another college/university while away from SUNY Brockport

If you wish to take coursework at another college/university while on a Temporary Academic Leave, you may do so. Complete a SUNY Brockport Request for Transfer Credit form with the Office of Transfer Credit Services prior to taking the coursework, to ensure the courses can be transferred to meet SUNY Brockport degree requirements.

Financial Information

What about my bill? How much do I owe? Do I get a refund?

If you leave the University and your bill has been paid, you may be eligible for a full, partial, or no refund, depending on the separation date. If your bill is unpaid, you may owe money to the University and should contact the Office of Student Accounts & Accounting via bursar@brockport.edu.

If you deferred (postponed payment of) your bill against financial aid and the aid has not yet been deposited to your account, your bill is unpaid and you may owe money to the University.

Many students defer their bill against expected financial aid. The bill is unpaid until the aid arrives. If you have already withdrawn when the aid arrives, you may or may not (by federal regulation) be eligible for the aid used. Contact the Office of Student Accounts & Accounting or the Office of Financial Aid for more information about this process.

Tuition and Fee Refund Schedule

This schedule refers to the amount the tuition and fee charges will be reduced when courses are dropped within the indicated dates. It does not represent the amount to be paid to the student as a refund, since that will depend upon how much was actually paid to the University. If you are receiving any Federal Title IV Aid (Federal Work-Study, Federal Perkins Loan, Federal Supplemental Educational Opportunity Grant, Federal Stafford Loan, or Federal PLUS), read the section “What about financial aid?” further below. This explains how eligibility for this aid is affected by the date that a student ceases attendance.

1. The refund policy (for full semester courses) for tuition and BSG, Athletic, Technology, and Health fees is:
   
   100 percent — courses dropped during first week of classes
     70 percent — courses dropped during second week
     50 percent — courses dropped during third week
     30 percent — courses dropped during fourth week
   No refund for courses dropped after the 4th week
   
   The first week of classes is defined as the first seven calendar days of the semester. Semesters that begin during the week (e.g. Wednesday) are considered to have that first week end on the following Tuesday. Refunds are normally made within 2-4 weeks of your University Separation or Temporary Academic Leave request. Refund information for partial semester courses and summer/winter courses is available from the Office of Registration & Records.
   
   
2. Alumni Association Fee Refunds — processed on a pro-rated basis by the Alumni  Association.
   
   
3. College Fee and Installment Payment Plan Fee Refunds — not refundable after classes have begun.
   
   
4. Room Refunds — contact the Office of Residential Life. After the midterm, no refunds are made.
   
   
5. Food Service Refunds — see Food Contract - Terms and Conditions.
   
   
6. Parking Refunds — pro-rated through mid-semester. Contact the Office of Parking & Transportation Services via (585) 395-7275.
   
   
7. University Bookstore — full refund on unmarked texts in original condition with receipt and proof of withdrawal during the first 30 days of the semester.

Tuition Refund Committee Procedure

The Tuition Refund Committee considers cases in which a student must withdraw or drop courses for reasons beyond their control, with extreme financial hardship due to non-refund. Refunds are not granted to students who have failed to follow or were unaware of published withdrawal procedures or deadlines, or are dissatisfied with courses or faculty. Class attendance or non-attendance also is not a consideration. If you may qualify, write to the Tuition Refund Committee with an explanation and documentation of the reasons for withdrawals or dropping courses. Examples of acceptable documentation include copies of doctors’ statements, illness or accident reports, etc. Address requests for refunds to:

Tuition Refund Committee
350 New Campus Drive
SUNY Brockport
Brockport, NY 14420-2938

Be aware that if refunds are granted, refunds are returned to the source(s) of the funds. In many cases, financial aid grant or loan programs will receive the refund, not the student. Thus, you may have to repay financial aid already disbursed.

The Tuition Refund Committee meets as needed. You will be advised in writing when a decision is reached. The Committee will not consider any case that involves a protested check or any account that has been turned over to the New York State Attorney General’s Office or a private collection agency for collection until the account is cleared. Appeals must be submitted with all documentation within six weeks of the end of the semester in question.

The University may impose a “hold” on a student’s records for non-payment of an amount owed. For example, unpaid parking tickets, overdue library books, or an unpaid university bill are all causes of holds. If you have holds, we deny services and class registration is not allowed until the debt is paid. In extreme cases, we send the debt to the NYS Attorney General or a private collection agency for collection. Check with the Office of Student Accounts & Accounting on your status before leaving, and pay any bills you receive promptly.

What about financial aid?

This requirement applies to you ONLY if:

1. you received federal student aid, and
2. you are withdrawing prior to completing 60% of the period for which the aid was provided.

Federal law requires aid recipients to “earn” the aid they receive by staying enrolled in college/university. Students who withdraw prior to completing 60% of the semester for which they received federal student aid may be required to return some or all of the aid disbursed. Even if all aid has been received, you may owe money back to the University if the federal formula requires the University to revoke aid due to your early departure.

See the Office of Student Accounts & Accounting’s publication Return of Title IV Federal Student Aid for more information and examples of refund calculations, or visit the Office of Student Accounts & Accounting webpage.

Future eligibility for both federal and state aid requires progress toward a degree. However, leaving means that you are making no progress in the semester of the Temporary Academic Leave.

Note that if you just stop attending classes, the Office of Financial Aid will assume the midpoint of the semester as the last date of attendance, if there is no documentation to the contrary, and they may require repayment of aid disbursed.

If you are taking a University Separation or Temporary Academic Leave and you have a Federal Stafford Loan, you must have an exit interview with the Office of Financial Aid. Call or stop in to obtain information regarding an exit interview, or visit the US DOE Federal Student Aid — Complete Student Loan Exit Counseling webpage. For those receiving Federal Perkins or Nursing loans, contact the Office of Financial Aid for additional requirements. A Temporary Academic Leave or University Separation does not postpone repayment of loans. The initial repayment date is determined by the loan program policy and is based on the date you last attended.

If you withdraw before aid is processed, you may not qualify for aid even for the portion of the semester you attended. See a Financial Aid Advisor to review your situation. If you leave in the fall, remember that spring aid is canceled. If you plan to return in the spring, contact the Office of Financial Aid concerning reactivation of your aid. Since we have limited funds, reinstatement of all aid is not automatic.

Are you one of these?

TAP (or state financial aid) recipients who leave or separate may be ineligible for that aid in the semester they return. Contact the Academic Compliance Officer in the Academic Success Center for more information.

Veterans or Military-affiliated students who withdraw may be required to repay veterans educational benefits. Contact the Office of Veterans Affairs for information. Veterans on duty for longer than the allowed three semesters of Leave should contact an Advisor in the Academic Success Center regarding an extension.

EOP students must schedule an appointment with the Office of Educational Opportunity Program (EOP) for an Exit Interview.

International students should consult with the Office of International Student Services (ISS) prior to withdrawing, separating or taking a Temporary Academic Leave. Students not maintaining full-time status may be in violation of their student status.

Academically Dismissed students who are reinstated but leave in the semester following the dismissal are, again, classified as dismissed. Dismissed students must meet special conditions to be readmitted. Refer to your original dismissal letter for conditions.

If you want to return … and you’re on a Temporary Academic Leave

It is not necessary to apply for readmission, just register for the semester in which you wish to return. The registration schedule and information are available on the Office of Registration & Records webpage and Academic Calendar. Meet with your faculty advisor to plan your course schedule and complete an Undergraduate Advisement Form before registering. When a student returns to SUNY Brockport before the expiration of a Temporary Academic Leave, they will do so under the same status (including probationary status) and requirements that were in effect when the Leave was granted. Keep in mind that you may take SUNY Brockport courses from any location via the Internet through the SUNY Learning Network. More information is available via the SUNY Degrees and Certificates — Online website.

If you want to return … and you took a University Separation

Contact the Office of Undergraduate Admissions via admit@brockport.edu to apply for readmission. Readmission decisions are based on previous academic achievement at the University, current admission requirements, grades received for college/university work completed elsewhere, information or recommendations received from other sources, and the circumstances under which the student left SUNY Brockport. These decisions are contingent on space availability at the University and/or in a given academic program for any session or academic year. Readmitted students must meet whatever degree requirements are in place at the time of readmission. The University regularly updates its requirements and, though we view these updates as improvements, they may add to your degree requirements and mandate additional coursework. There is a processing fee for readmission candidates.

Students who were academically dismissed and readmitted/reinstated who do not complete the semester of their return will be separated. For these students, any forgiveness applied to failed courses entered to the academic transcript will be removed.
Note: Students will only be readmitted once after an academic dismissal.

Students are required to clear all outstanding obligations to the State and the University, including any defaults on student loans, before they can be considered for readmission. Continued eligibility for the NYS Tuition Assistance Program (TAP) may also be affected. You will be notified in writing if you do not meet the eligibility requirements for TAP in the semester of your withdrawal. Contact the Academic Compliance Officer in the Academic Success Center upon your return to determine future eligibility.

Official transcripts must also be submitted for courses taken at other institutions. Students seeking readmission should file the request for readmission no later than four weeks before the start of classes in the term in which they plan to return. All returning students should remember that the Offices of Financial Aid and Residential Life have earlier deadlines to meet in order to receive aid or live on campus.

Links to Related Procedures and Information

Academic Calendar
Academic Success Center
Adding, Dropping, and Withdrawing Courses Policy
Applying for Readmission
Center for Graduate Studies
Center for Graduate Studies - Email
Office of Educational Opportunity Program
Office of Financial Aid
Office of International Student Services
Office of Parking & Transportation Services
Office of Registration & Records
Office of Registration & Records - Email
Office of Residential Life
Office of Student Accounts & Accounting
Office of Student Accounts & Accounting - Email
Office of Transfer Credit Services
Office of Undergraduate Admissions
Office of Undergraduate Admissions - Email
Request for Transfer Credit Form
Return of Title IV Federal Student Aid
SUNY Degrees and Certificates — Online
Temporary Academic Leave
Tuition Refund Committee
Undergraduate Advisement Form
US DOE Federal Student Aid — Complete Student Loan Exit Counseling

Contact Information

Withdrawing from a class and Registration: Contact the Office of Registration & Records via (585) 395-2531 or registration@brockport.edu.

Temporary Academic Leave and University Separation options: Contact the Academic Success Center via (585) 395-2711 or studentretention@brockport.edu.

Billing, holds, recalculation of aid eligibility, charges due: Contact the Office of Student Accounts & Accounting via (585) 395-2473 or bursar@brockport.edu.

Re-admittance to the University if Inactive: Contact the Office of Undergraduate Admissions via (585) 395-2751 or admit@brockport.edu.

Evaluation of transfer credits and transcripts: Contact the Office of Transfer Credit Services via (585) 395-2312 or transfercredit@brockport.edu.

Financial Aid: Contact the Office of Financial Aid via (585) 395-2501 or faid@brockport.edu.

History (in descending order)

Item	Date	Explanation
Next Review Date	2029-07-31	Five-year review
Revision Date	2024-07-31	Policy updated throughout (Senate Resolution 2023-2024 #41)
Revision Date	2023-03-17	Updated a link within this policy
Adoption Date	2016-09	Policy Adopted (Senate Resolution 2016-2017 #N/A)
Draft Review Date	N/A	Draft Policy under 30-day Campus Review

Approval

This policy was approved by Brockport University Senate & SUNY Brockport President on 2024-07-31 (Senate Resolution 2023-2024 #41)