Policies & Forms

Procedures for Faculty and Students

The College of Education recognizes the importance of supporting students with their education. This page provides common policies and forms used by students. Step-by-step instructions are provided to students and faculty on how to complete these forms. Academic forms, which are generally initiated by the student, can be found here. This same site will also provide forms that are initiated by faculty and staff. These forms are listed as “Staff and Faculty Forms”.

Incompletes

The Incomplete (I) grade is a temporary grade indicating that work in the course was acceptable, although a required portion of it was not completed because of illness or other serious circumstances beyond the student's control. The I grade may not be used for the convenience of the faculty member or student. If a student has quit attending without withdrawing from the course or contacting the instructor in writing, the appropriate final grade is an F.

Steps:

1. Student meets with instructor to discuss possibility of receiving an incomplete grade
2. If an incomplete grade is agreed upon by the instructor, the Incomplete Grade Change (e-form) should be filled out by the instructor and sent to the student.

Student Leave of Absences

The College recognizes that life may require a natural interruption of studies. Students may take a Student Leave of Absence (SLOA) for up to four quarters. Additional requests beyond four quarters are addressed individually on a case-by-case basis by the associate dean.

Steps:

1. Student meets with their faculty advisor to discuss a leave of absence
2. Student fills out Student Leave of Absence (e-form) which is sent to the associate dean
3. Student meets with associate dean
4. Associate dean reviews the forms and moves it forward to the Registrar's Office 

Although the advisor need not sign, additional signatures may be required (e.g., if the student is receiving financial aid or scholarships, etc.). The associate dean must approve of any SLOA request. To return, students must notify their faculty advisor and associate dean to reenroll at SU prior to the start of the quarter.

Withdrawal

Students may complete the Withdrawal Request (e-form) if they intend to depart with no intent to return. Although no one from the College needs to sign the form, additional signatures may be required (e.g., if the student is receiving financial aid or scholarships, etc.). Students will not have access to financial aid, registration, housing, and other campus services.

Steps:

1. Student meets with their faculty advisor to discuss complete withdraw from the university 
2. Student fills out Withdrawal Request Form (e-form)

Administrative Withdrawal

Graduate students who do not register for three consecutive academic terms (excluding summer) by the census date of the third term may be administratively withdrawn by the Office of the Registrar. Students who are administratively withdrawn must apply for readmission.

Hardship Withdrawals

A Hardship Withdrawal allows students to withdraw from one or more classes in a given term, and results in the assignment of an HW grade. Hardship Withdrawals are reviewed for approval by the Associate Dean in situations in which one or more of the following has occurred: (1) incapacitating illness or injury to the student, (2) a catastrophic event involving the student (3) catastrophic illness in the immediate family or (4) death of an immediate family member.

Steps:

1. Student meets with their faculty advisor to discuss impact of a hardship withdrawal from courses.
2. Student meets with associate dean to initiate a request for a hardship withdraw.
3. Student submits the following documents to the associate dean:
   1. Written statement from the student
   2. Hardship Withdraw Request Form
   3. Hardship Withdrawal Consent to Release Records Form
   4. Written letter for reinstatement from the student, including the Supporting Letter for Reinstatement at least a term prior to returning to the program
4. Associate dean sends documents to the Dean of Students
5. Both the associate dean and Dean of Students review the request
6. If approved, the associate dean sends appropriate documents to the Registrar’s Office

Refund of Tuition and Fees

There is a separate tuition refund process that is available through student financial services that coincides with the hardship withdraw. Refunds are based on normal refund schedule for each quarter. Students can appeal this for the following reasons: three days of hospitalization, death in immediate family and on a case-by-case basis.

Steps:

1. A refund request is made by submitting a letter addressed to the Director of Student Financial Services in which the student explains the circumstances and rationale for the refund request. This letter is submitted with the required documentation provided in the petition for the hardship withdrawal. 
2. Refund requests are decided and acted upon within sixty (60) days of receipt of the request by the Director of Student Financial Services. 
3. All refund requests must be made no later than the end of the quarter following the quarter in which the hardship withdrawal was initiated. 
4. A refund of tuition following a hardship withdrawal may be limited to one time only.

Policies & Forms by Topic

Please see the Fillable Forms Instructions for instructions on how to complete the forms. For e-signatures, see How to Create E-Signatures on PDF Forms.