Withdrawing from SHC

Deactivation

Withdrawing from Spring Hill College for a future term, between semesters, or when not enrolled in coursework.

Regular Withdrawal

Withdrawing from Spring Hill College during the semester, while enrolled in coursework.

Medical or Military Withdrawal

Withdrawing from Spring Hill College during the semester, while enrolled in coursework for a medical or military duty reason.

Deactivation

Students wishing to not return to Spring Hill College for a future term or wish to withdrawal from all courses between semesters or during the Add/Drop period (the first week of courses) are completing the deactivation process. The deactivation process does not impact courses the student is currently enrolled and participating in. If your withdrawal from the institution affect the courses you are currently enrolled in, you must complete a Withdrawal.

KEY FACTS

  • Must be completed for a future semester, between semesters, or during add/drop

  • Courses do not appear as 'W-Withdrawn' on the transcript

  • Can be approved for a Leave of Absence if there is intent to return


RESOURCES & FORMS

DEACTIVATION PROCESS

  1. Student decides they do not want to enroll in a future semester. If a student knows they plan to return again, they may wish to complete a Leave of Absence

  2. Student completes the Online Exit Survey

  3. Student completes Federal Student Aid Exit Loan Counseling (if they received federal aid)

  4. Student completes the Deactivation of Student Status Form and submits it to the Registrar's Office

  5. Student is removed from any courses for the future term and is moved into Inactive-INAC status

Transcript Requests: Students transferring to another institution can request official transcripts from the Registrar's Office using the Official Transcript Request Form. Bills must be paid in full to request official transcripts.

Leave of Absence (Temporary Deactivation)

Students wishing to take a temporary leave of absence for a future semester are completing the deactivation process. In order to be approved for a Leave of Absence, the student must be in good academic standing and not subject to disciplinary action. Leave of Absence can be granted for up to one year.

KEY FACTS

  • Must be completed for a future semester, between semesters, or during add/drop

  • Courses do not appear as 'W-Withdrawn' on the transcript

  • Must be in good academic standing with no pending disciplinary action


RESOURCES & FORMS

LEAVE OF ABSENCE PROCESS

  1. Student decides they do not want to enroll in a future semester. If a student knows they plan to return again, they may wish to complete a Leave of Absence

  2. Student completes the Deactivation of Student Status Form, including the Leave of Absence section indicating the reason for the Leave of Absence and intended term of return

  3. Student obtains signature from the Provost's Office

  4. Student submits form to the Registrar's Office

  5. Student is removed from any courses for the future term and is moved into Leave of Absence-LOA status

RETURNING TO CAMPUS AFTER A LEAVE OF ABSENCE

At the conclusion of their planned Leave of Absence, the student should contact the Registrar's Office (registrar@shc.edu) to move their student status back into Active. Students do not need to apply for readmission after a Leave of Absence.

Regular Withdrawal

Students actively enrolled in a current semester wishing to withdraw from all courses at Spring Hill College are completing a regular withdrawal. The regular withdrawal process impacts the courses the student is currently enrolled and participating in. Withdrawals will result in a 'W-Withdrawn' grade (W, WP, WF) for all courses. During the semester, there are only two reasons a student can take a Leave of Absence--medical issues preventing course completion and military duty.

KEY FACTS

  • Can be completed anytime during the semester (must be completed by the last day of courses)

  • Courses appear as 'W-Withdrawn' on the transcript (W, WP, WF)

  • Leave of Absence only approved in special circumstances (medical reasons, military service)


RESOURCES & FORMS

REGULAR WITHDRAWAL PROCESS

  1. Student decides they do not want to continue their current semester. If a student is experiencing a medical emergency or is called to military service and know they wish to return at a future date, they can request a Leave of Absence

  2. Student completes the Online Exit Survey

  3. Student completes Federal Student Aid Exit Loan Counseling (if they received federal aid)

  4. Student completes the Withdrawal Form, obtains the necessary signatures, and submits it to the Registrar's Office

  5. Student is removed from any courses for the current term and is moved into 'Voluntary withdrawal' status

Transcript Requests: Students transferring to another institution can request official transcripts from the Registrar's Office using the Official Transcript Request Form. Bills must be paid in full to request official transcripts.

Medical Withdrawal /Leave of Absence

Students actively enrolled in a current semester wishing to withdraw from all courses at Spring Hill College for medical reasons are completing a medical withdrawal. The regular withdrawal process impacts the courses the student is currently enrolled and participating in. Withdrawals will result in a 'W-Withdrawn' grade (W, WP, WF) for all courses. Students who complete a Medical Withdrawal do not need to complete the readmission process.

KEY FACTS

  • Can be completed anytime during the semester (must be completed by the last day of courses)

  • Courses appear as 'W-Withdrawn' on the transcript (W, WP, WF)

  • Documentation of medical conditions required


RESOURCES & FORMS


ACCESSIBILITY NOTE*

The campus will work with students to complete this process remotely, including obtaining signatures.

Student Advising Services | casa@shc.edu

Student Accounts | studentbilling@shc.edu

Financial Aid | financialaid@shc.edu

Wellness Center | counseling@shc.edu

Student Affairs | studentaffairs@shc.edu

Registrar's Office | registrar@shc.edu

MEDICAL WITHDRAWAL PROCESS

  1. Student is unable to complete coursework due to a medical condition or medical emergency

  2. Student obtains documentation of medical condition and submits documentation to the Wellness Center/Student Affairs

  3. Student completes the Withdrawal Form, checks the Medical Withdrawal box, obtains the necessary signatures*, including a signature from the Wellness Center/Student Affairs

  4. Student completes the Online Exit Survey

  5. Student completes Federal Student Aid Exit Loan Counseling (if they received federal aid)

  6. Student submits form to the Registrar's Office

  7. Student is removed from any courses for the current term and is moved into 'Medical withdrawal' status

RETURNING TO CAMPUS AFTER A MEDICAL WITHDRAWAL

If a student wishes to return after a medical withdrawal they must submit documentation that the medical condition will no longer affect their academic coursework. Paperwork will be submitted to the Wellness Center/Student Affairs. Students do not need to apply for readmission.

Military Duty Withdrawal/Leave of Absence

Students actively enrolled in a current semester wishing to withdraw from all courses at Spring Hill College for military reasons are completing a military duty withdrawal. The regular withdrawal process impacts the courses the student is currently enrolled and participating in. Withdrawals will result in a 'W-Withdrawn' grade (W, WP, WF) for all courses. Proof of military service required. Students who complete a Military Service Withdrawal do not need to complete the readmission process.

KEY FACTS

  • Can be completed anytime during the semester (must be completed by the last day of courses)

  • Courses appear as 'W-Withdrawn' on the transcript (W, WP, WF)

  • Documentation of military orders are required


RESOURCES & FORMS


ACCESSIBILITY NOTE*

The campus will work with students to complete this process remotely, including obtaining signatures.

Student Advising Services | casa@shc.edu

Student Accounts | studentbilling@shc.edu

Financial Aid | financialaid@shc.edu

Wellness Center | counseling@shc.edu

Student Affairs | studentaffairs@shc.edu

Registrar's Office | registrar@shc.edu

MILITARY DUTY WITHDRAWAL PROCESS

  1. Student is called to military duty during the academic semester, affecting their ability to successfully complete their coursework

  2. Student submits documentation of military orders to the Provost's Office for approval

  3. Student completes the Withdrawal Form, checks the Military Duty box, obtains the necessary signatures*, including a signature from the Provost's Office

  4. Student completes Federal Student Aid Exit Loan Counseling (if they received federal aid)

  5. Student submits form to the Registrar's Office

  6. Student is removed from any courses for the current term and is moved into 'Withdrawn Leave of Absence' status

RETURNING TO CAMPUS AFTER MILITARY DUTY

At the conclusion of their military service, a student should contact the Registar's Office (registrar@shc.edu) to move their student status back into Active. Students do not need to apply for readmission after a Leave of Absence.

Withdrawals Frequently Asked Questions

Do I need to apply for readmission if I withdraw?

Deactivated: Yes

Deactivated--Leave of Absence: No

Regular Withdrawal: Yes

Medical Withdrawal/Leave of Absence: No, medical documentation required to return

Military Duty Withdrawal/Leave of Absence: No

Should I complete a medical withdrawal or a regular withdrawal?

In certain situations students may wish to complete a regular withdrawal due to medical reasons. The regular withdrawal does not require medical documentation, meaning it can be processed more quickly. Students who complete the regular withdrawal process must go through the readmission process to return.

Do I use the Deactivation Form or the Withdrawal Form?

If your decision affects the enrollment in your current courses you will use the Withdrawal Form. If your decision affects a future semester you will use the Deactivation Form. During the first week of classes (Add/Drop Period) for the current semester you will use the Deactivation Form.

Rather than withdrawing, can I complete my semester remotely/online?

No. Each instructor decides which format to offer each course. If you registered for a face-to-face course the full course must be completed face-to-face to receive credit. Courses cannot be moved online for individual students mid-semester.

Our Center for Online Learning has its own admissions requirements and only offers specific programs. Students cannot move into these courses during the middle of the semester. Only in rare circumstances are traditional students able to move into a fully online program between semesters. For more information about our Center for Online Learning visit their website.

Will I receive any money back on my tuition or housing if I withdraw?

It's best for you to speak with someone in Student Financial Services about how withdrawing will affect your specific financial situation. Please contact studentbilling@shc.edu or visit the Student Financial Services office.

How will withdrawing affect my financial aid?

Contact the Financial Aid Office to learn more about the impact of withdrawing on your financial aid. Please contact financialaid@shc.edu or visit the Student Financial Services office.

What is the move out process if I withdraw?

You should plan to move out of your residence hall within 48 hours of withdrawal or deactivation. Make sure to pack everything and clean the room perfectly for the next occupant. Reach out to your RA or the RA on call to check you out and return your key. As part of the withdrawal process you will check in with Residence Life/Student Affairs to confirm your move out date.