Separation from the College
The College treats students in domestic- or foreign-study programs as students-in-absentia. Any student who studies for a semester or academic year at another institution with the intent of returning to the College is considered a matriculated student. A student desiring in-absentia status should complete the form in the Registrar’s Office and secure the approval of the advisor, registrar, and director of global education. Students will receive information regarding registration and room sign-up after they notify the registrar of their address abroad or in the United States.
For reasons of health or other compelling circumstances, full-time students may request a voluntary leave from the College for the duration of one or two fall or spring semesters. The option to take a leave of absence is usually available to students who have attended classes past the add/drop period of their first term. Before the end of the drop/add period, new students should contact the Admission Office to learn what their options are for re-enrollment.
A student desiring a leave of absence should complete the form available from the Registrar’s Office, indicate their anticipated date of return, and secure the approval of the assistant dean for student success and retention. This form must be returned to the Registrar’s Office by 4:30 p.m. on the last day of classes for the leave of absence to take effect that term. The last date the student attended class or participated in an academically related activity will be used as the leave of absence effective date.
Students on leave are regarded as continuing students and retain their status for registration, residency, assuming rooms are available, and merit scholarships. For all other forms of financial aid, the student should contact the Financial Aid Office directly.
Part-time students, including any students in an accelerated program, are not required to file for a leave of absence if they do not take classes each term. If withdrawing from all classes in a term, however, they must notify the Registrar’s Office (undergraduates) or their program director (graduate students) in writing. If sent by email, only notifications from the student’s LVC email account will be accepted. The last date the student attended class or participated in an academically related activity will be used as the effective date of withdrawal from courses for that term. Part-time students must enroll in a course at least once in a two-year period. If they do not, they must file for a leave of absence to maintain active status or be administratively withdrawn, as described below. To be granted a leave of absence, graduate students must demonstrate that they will complete their program within the time limit required for graduate degrees (see degree requirements, above). Status changes are reviewed in August, January, and May each year.
When they are ready to return to the College, students should contact their academic advisor to register, as well as other offices needed to facilitate their return. Students who do not provide due notice (60 calendar days) of a change in the date of expected return will be administratively withdrawn from the College and must petition for formal readmission (see below).
To withdraw from the College, undergraduate students must complete an official withdrawal form obtained from the Registrar’s Office. Submission of this form to the Registrar’s Office means that the student has authorized the Registrar’s Office to drop their classes for any upcoming terms. If a student withdraws during the term, classes will be dropped after the withdrawal form has been submitted. The last date the student attended class or participated in an academically related activity will be used as the withdrawal effective date. Students who officially withdraw from the College after the add/drop period will receive grades of W on their transcripts.
For full-time students seeking to withdraw from a 15-week semester, the withdrawal form must be returned to the Registrar’s Office by 4:30 p.m. on the last day of classes for the withdrawal to take effect during the semester. A decision to withdraw must be made before any final grades are recorded. Final grades submitted by the faculty will not be converted. If necessary, a written request to withdraw may be submitted in place of a withdrawal form. If sent by email, only requests from the student’s LVC email account will be accepted. Oral notification of a withdrawal does not constitute formal withdrawal.
Graduate students seeking to withdraw must submit a written request to the program director.
Full-time students who do not register each fall and spring term or secure approval for a leave of absence will be administratively withdrawn from the College. The administrative withdrawal will occur after the add/drop period of the semester in which they did not register. Part-time students, including any students in an accelerated program, who do not register for classes for two (2) years and do not secure approval for a leave of absence will be administratively withdrawn from the College.
Students who withdraw or who are administratively withdrawn and later return to the College have forfeited their merit scholarships. Readmission of a student requires written permission from the assistant dean for student success and retention (undergraduate students) or the program director (graduate students). All admission and degree requirements will be re-evaluated at the time of the request for readmission.
Students who notify the College of a withdrawal or leave of absence due to military service may be readmitted to the same academic program, with the same number of completed credits, and with the same academic standing status they held when last attending the College, provided they apply for readmission within three years of completion of their military service. (An application for readmission is not required if the student was granted a voluntary leave of absence and is returning within the period of the leave.) If the program a student pursued when last enrolled is no longer available, the student will be readmitted to a comparable program or to another program of their choice, subject to any program-specific admission requirements. Students enrolled in graduate programs must complete degree requirements within seven years from the date of the admission.
Depending on the circumstances, the College reserves the right to withdraw a student from the College immediately. Such action will be taken only when a student demonstrates the inability to continue as a student or presents an immediate danger to self or others. Such action will be the responsibility of the vice president of student affairs and dean of students, or their designee, in consultation with other members of the College professional staff. The last date the student attended class or participated in an academically related activity will be used as the effective date of the withdrawal.
After an emergency withdrawal or medical leave of absence, an evaluation supporting return is required and must be submitted to the vice president of student affairs and dean of students, or their designee. Such clearance includes full written documentation from the attending psychologist or psychiatrist to the vice president of student affairs and dean of students substantiating competency to return to the demands of the College environment, and documentation setting forth what follow up treatment is required, if any. The student may not return to campus without this documentation. Additionally, the student is required to meet with the vice president of student affairs and dean of students, or their designee, before finalizing re-enrollment responsibilities.
Students found in violation of the student conduct code are subject to disciplinary action, as stipulated in the Student Handbook. When sanctions result in suspension or dismissal from the College, a student is dropped or withdrawn from courses in accordance with registration policies. The last date the student attended class or participated in an academically related activity will be used as the effective date of the suspension or dismissal. A permanent disciplinary dismissal is recorded on a student’s academic transcript.