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Drops and Withdrawals

Course Drop Definition

A "Course Drop", which will be recorded on the student's 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 census date varies according to the length of the course. Contact the Office of Admissions and Registration for the specific date of record for any course.

 

Withdrawal Definition

A "Withdrawal" is defined as a circumstance in which a student drops all courses during a given semester. Complete withdrawal will not count towards the student's six drop limit.

 

Additional Drop and Withdrawal Information

Student Responsibilities

Before you drop from a course, please make note of the following:

  • If you are registered in a course, it is your responsibility to drop or withdraw from the course.
  • Any course changes, drops, or withdrawals must be completed within the designated times indicated in the drop-down box below.
  • Students who register for a course, never attend the course, and do not drop the course will be charged for the course.
  • Students may only drop/withdraw from courses using the Student Drop Form.  Forms must be submitted via email to registrar@wcjc.edu or via hand-delivery to the WCJC Office of Admissions and Registration.
  • Drops and withdrawals cannot be processed until all signatures have been obtained on the Student Drop Form.
  • Courses cannot be dropped through Online Services after the start date for the class.
  • Courses cannot be dropped over the phone.
  • An instructor cannot drop a student from a class.

Drop Limit

Under Texas law, students entering a Texas public institution of higher education will not be allowed to drop more than six courses during their entire undergraduate career.  All college-level courses that are dropped after the date of record are included in this six-course limit.  This includes courses dropped at any other Texas public college or university.

Once a student has received accumulated a total of six drops (from WCJC and/or any other Texas public institution), that student may not drop any additional courses. Students will be required to stay enrolled in all future courses and the instructor will be required to award a student a grade of A, B, C, D, or F.

Drop Limit Exceptions

Exceptions to the six-drop limit may be made in instances where a student can prove “good cause” for dropping a class.  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.  The documentation must be attached to the WCJC drop form.

Drop Limit Exclusions

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 a student has graduated from high school, 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.

Drop Limit Appeals

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) A written statement from the student explaining the reason that they believe the decision to not be granted an exemption to the six drop rule was capricious and arbitrary.

(b) Copies of documents to support the request for an exemption.

The Director of Admissions and Registration will respond within five (5) days, in writing, to the student regarding their review of the appeal and their decision to grant or deny the appeal. If the appeal is denied, the student is directed to Wharton County Junior College Regulation #663 for further steps of action.

Submission of Transcripts

Students are required to submit all college/university transcripts for the purposes of identifying all dropped courses that a student may have on their record prior to entering WCJC. The total number of drops from all transfer institutions and WCJC cannot exceed six drops.

Until all official transcripts are received from all 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.

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 using the 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

In order to determine refund dates and final drop/withdrawal 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 2019 Deadlines

 

Class Length     

Classes Begin

Last Day for 100%   Refund

Last Day for 70%   Refund

Last Day for 25%   Refund

Last Day to Drop  with a "W"    

17  weeks

Aug 19

Aug 18

Sept 9

Sept 16

Nov 15

16 weeks

Aug 26

Aug 25

Sept 16

Sept 23

Nov 15

14 weeks
Sept 9 Sept 8 Sept 25 Oct 1 Nov 22
12 weeks
Aug 26 Aug 25 Sept 11 Sep 16 Oct 24
1st 8 week
Aug 26 Aug 25 Sept 5  Sept 9 Oct 4
2nd 8 week
Oct 21 Oct 20 Oct 31 Nov 4 Nov 26

Winter Mini 2019 Deadlines

 

Class Length     

Last Day for 100% Refund

Classes Begin

Last Day for 70% Refund

Last Day for 25% Refund (No further refunds after this date)

Last Day to Drop with a "W"    

3  weeks

Dec 15

Dec 16

Dec 18

Dec 19

Dec 30

 

Spring 2020 Deadlines

  

Class Length     

Last Day for 100% Refund

First Day of Class

Last Day for 70% Refund

Last Day for 25% Refund (No further  refunds after this date)

Last Day to Drop  with a "W"    

17  weeks

Jan 12

Jan 13

Feb 3

Feb 10

Apr 17

16 weeks

Jan 20

Jan 21

Feb 10

Feb 17

Apr 17

14 weeks Feb 2
Feb 3 Feb 19
Feb 25 Apr 24
12 weeks Jan 20 Jan 21 Feb 5 Feb 10 Mar 27
1st 8 week Jan 20
Jan 21 Jan 30 Feb 3
Feb 28
2nd 8 week Mar 22
Mar 23 Apr 1
Apr 3
May 1

May Mini 2020 Deadlines

 To be determined.

 

Summer 1 2020 Deadlines

 To be determined.

 

Summer 2 2020 Deadlines

 

To be determined.

 

 

Room and Board Refund Information

If a student drops/withdraws from the institution and vacates the residence hall for any reason during the semester, they are not eligible to receive a refund on any room or board payment.
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