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Drops, Withdraws and Refund Information

Once registered for a course it is the student's responsibility to drop/withdraw from the course.

Courses cannot be dropped through online services after they have begun. Courses cannot be dropped by phone.

Instructors do not withdraw students from  courses.

Students are required to drop/withdraw from their course by submitting a Student Drop Form, before the posted deadline listed below.

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.

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

 

May Mini Session 2016

Length of Class     

 

Classes Begin

Census Date

Last Day of Class (excludes finals)

Last Day for 100% Refund

Last Day for 70% Refund

Last Day for 25% Refund

Last Day to Drop       

Grades Due by Noon        

3 weeks   May 16 May 17 June 1 May 15 May 18 May 19 May 26 June 2

Summer Session I 2016

 Length of Class
 Last day for 100% Refund
 Classes Begin
 Schedule Changes ONLY
Census Date 
Last Day for 70% Refund
Last Day for 25% Refund
Last Day to Drop with a "W"
Classes End Verify with Instructor
Grades Due by NOON

 5 weeks

June 6 to July 7

 June 5  June 6  June 6 June  9 June 13 June 14 June 28 July 7 July 8

6 weeks

May 31 to July 8

May 30 May 31 May 31 June 3  June 6 June 8 June 29 July 8 July 11

6 weeks

June 6 to July 15

June 5 June 6 June 6 June 9  June 10 June 13 July 6 July 15 July 18

8 weeks

May 31 to July 22

May 30 May 31 May 31 and June 1 June 7 June 9 June 13 July 8 July 22 July 25

8  weeks

June 6 to July 28

June 5 June 6 June 6 and 7 June 14 June 16 June 21 July 14   July 28 July 29

10 weeks

May 31 to August 5

May 30 May 31 May 31 and June 1 June 15 June 10 June 15 July 22 August 5 August 8

10 weeks

June 6 to August 12

June 5 June 6 June 6 and 7 June 21 June 16 June 21 July 29 August 12  August 15

11 weeks

June 6 to August 19

June 5  June 6 June 6 and 7 June 21 June 17 June 23 August 5 August 19 August 22

12 weeks

May 31 to August 19

May 30 May 31 May 31 and June 1 June 21 June 15 June 20 August 5 August 19 August 22

 Summer Session II 2016

 

Length of Class     

 

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       

Grades Due by Noon        

5  weeks   July 11 July 14 August 10 July 10 July 18 July 19 August 2 August 11

 FALL SEMESTER 2016

Length of Class     

 

Classes Begin

 

Schedule Changes

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   

Grades Due by Noon        

17 weeks  Aug. 22 Aug. 22 Sept. 7 Aug. 21 Sept. 12 Sept. 19 Nov. 18

 

Dec. 16

Dec. 16

 16 weeks  Aug. 29  Aug. 29 - 31  Sept. 14  Aug. 28  Sept. 19  Sept. 26  Nov. 18

 

Dec. 16

 

Dec. 16

 

 14 weeks  Sept. 12  Sept. 12  Sept. 23  Sept. 11  Sept. 28  Oct. 4  Nov.22

 

Dec. 16

 

 

Dec.16

 

 1st 8 weeks  Aug. 29  Aug. 30 & 31  Sept. 6  Aug. 28  Sept. 8  Sept. 12  Oct. 7

 Oct.24

 Oct. 24

2nd 8 weeks Oct. 24  Oct. 24 Nov. 1 Oct. 23 Nov. 3 Nov. 7 Dec. 2

Dec. 16

Dec.16

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

Schedule Change Fee $15

Students need to be aware that dropping a course during the Schedule Change time frame will only result in a 70% refund on the dropped course.  The 70% will be applied to the cost of the new course being added---students are responsible for the remaining charges of the new course.

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.

WARNING:  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.

Wharton County Junior College Six Course Drop Limit

Students who enroll as entering freshmen or first-time in college students at a public institution of higher education in Texas in Fall 2007 or thereafter will be limited to a total of six dropped courses during their entire undergraduate career. 

Institutions Affected

Texas public community colleges, technical institutions/colleges, health science institutions offering undergraduate work, and universities must comply with the legislation of TEC 51.907.

Students Affected

Student who enroll as entering freshmen or first-time in college students in undergraduate courses offered through an affected institution of higher education for the first time during the Fall 2007 semester or any subsequent semester are subject to the course drop limit restrictions. Transfer students who first enrolled at a Texas public institution during the Fall 2007 semester or subsequent semester are considered first time in college and are affected by the six course drop limit.

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.

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.

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.

Withdrawal Definition

A student is considered to have withdrawn from the institution when the student drops all courses during the semester. 

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.

EXCLUDED COURSES FROM 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.

EXEMPTIONS

  1. Severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete the course. Required documentation: Statement from doctor.
  2. 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. Required documentation: Statement from the sick, injured, or needy person regarding the student’s role as a care-giver or in the case of a child, statement from the student.
  3. 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. Required documentation: Death Certificate or obituary from newspaper.
  4. The active duty service as a member of the Texas National Guard or other 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. Required documentation: Orders of service.
  5. 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. Required documentation: Letter from employer.
  6. Other good cause as determined by the institution.


For the purposes of this section, please see the following definitions:

Family members – spouse, child, grandchild, father, mother, brother, sister, grandmother, grandfather, aunt, uncle, nephew, niece, first cousin, stepparent, step-child, step-sibling

Sufficiently close relationship- this relationship can include a relative with the third degree of consanguinity plus close friends including by not limited to roommates, housemates, classmates, or others identified by the student for approval of the institution on a case-by-case basis

The student must submit the required documentation along with the WCJC drop form to the Office of Admissions and Registration if they believe that the current should not be counted in the Six Course Drop Limit. The Office of Admissions and Registration will review the documentation and will update the student’s record.

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.

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