Central Texas College

Withdrawal

Withdrawal From Classes

It is the student’s responsibility to officially drop a class if circumstances prevent attendance. An instructor cannot initiate a withdrawal based on the student’s request. GoArmyEd students should contact their ACES counselor before withdrawing and withdraw through the GoArmyEd portal. All other students who desire to or must officially withdraw from a course on or after the first scheduled class meeting must file an Application for Withdrawal with the local CTC representative by the last date to withdraw. Students enrolled in distance learning courses and who do not have access to a local CTC representative should submit a withdrawal form to online.mentors@ctcd.edu or the CTC Records Office in Killeen, Texas.

•       Applications for Withdrawal will be accepted at any time before the completion of the 12th week of classes for 16-week courses, the sixth week of classes for eight-week courses, or the fourth week of classes for six-week courses.

•       For non-GoArmyEd active military students, the effective date of withdrawal is the filing date with the Education Center. For all other students, the effective date of withdrawal is the date that the withdrawal application is received by the Central Texas College representative.

•       Students who used financial aid, military tuition assistance, VA benefits, or other non-personal funds may be required to repay tuition and fees to the funding agency. For specific repayment requirements, contact the Office of Student Financial Aid or Veterans Services Office before withdrawing. Military tuition assistance students should visit their military Education Center or Navy College Office.

•       Students may not withdraw from a class for which the instructor has previously issued a grade of “F,” “FI,” “FN,” “IP,” or “XN.”

 

Instructor Initiated Withdrawals

Faculty are authorized to withdraw students who are not making satisfactory course progress as outlined in the section of the Catalog entitled “Satisfactory Progress Standards.”

 

Administrative Initiated Withdrawals

A student may be administratively withdrawn by a designated member of the administrative staff of the College under the following conditions:

•       The student has been placed on Academic Suspension or Disciplinary Suspension;

•       The student has an outstanding financial obligation owed to the college; or

•       The student registered for a course without the required prerequisite or departmental permission.

The college is under no obligation to refund tuition and fees, or other costs associated with a student who is administratively withdrawn.

 

Third Attempt to Enroll in a Course

The Texas Legislature eliminated funding to higher education for any courses, other than non-degree credit developmental courses, which contain the same content if attempted by a student for a third or more times at their institution since Fall Semester 2002. This applies to credit and continuing education course work. Attempted courses are defined as any courses in which a grade is earned on a transcript, including repeated courses, courses dropped with a grade of “W,” and courses with grades of A, B, C, D, F, FI, FN, XN, N, P, I, or IP. Certain courses are exempt and may include:

•       courses that involve different or more advanced content each time taken such as individual music lessons, Workforce Education Course Manual Special Topics courses when topic changes, theater practicum, music performance, ensembles, certain physical education courses, and studio art.

•       independent study courses.

•       special topics and seminar courses.

•       continuing education courses that must be repeated to retain professional certification.

•       remedial and developmental courses if within the 27-hour limit.

 

CTC will charge the nonresident rate for any course attempted more than two times that cannot be submitted for formula funding. Contact the Associate Dean for Guidance and Counseling or the Student Services Dean for certain exemptions.

 

TEC 51.907 Course Withdrawal Limit Policy

Effective with the Fall 2007 term and subsequent terms, undergraduate students who enroll in a Texas public institution of higher education for the first time are not permitted to drop more than six courses throughout their undergraduate career per section 51.907 of the Texas Education Code. Courses a transfer student dropped at another Texas public institution of higher education and CTC courses regardless of location or delivery method are included in the six-limit course drop, to include classroom courses taught at non-Texas locations and/or distance learning courses taken by a student located outside Texas.

 

Students Affected

Affected undergraduate students for whom the six-drop course limit applies are:

•       First-time students, to include transfer students from a non-Texas public institution who are enrolling for the first time in the Fall 2007 semester or subsequent semesters at a Texas public institution of higher education.

•       High school graduates who previously attempted college credits while in high school and enroll after high school graduation in the Fall 2007 semester or subsequent semesters at a Texas public institution of higher education.

•       Students who were not officially enrolled at a Texas public institution of higher education prior to the Fall 2007 semester after being granted an Academic Fresh Start.

Students who completed a bachelor’s degree at any recognized public or private institution whether or not taking additional undergraduate courses are not considered affected students.

 

Dropped Course Definition

A dropped course is a course in which an undergraduate student at an institution of higher education has enrolled for credit, but did not complete under these conditions:

1.     The student was able to drop the course without receiving a grade or incurring an academic penalty;

2.     The student’s transcript indicates or will indicate that the student was enrolled in the course; and

3.     The student is not dropping the course in order to withdraw from all courses at the institution.

 

CTC Course Drop Definition

For purposes of clarification, a course drop applies to CTC credit courses in which an undergraduate student:

•       is officially enrolled in the course on its census date, with
        the course reflected on the student’s transcript, and

•       will receive a non-punitive grade of W in the course
        unless the drop represents complete withdrawal from
        CTC. CTC courses for which grades of A, B, C, D, F,
        FN, FI, IP, N, XN, or P are earned and instructor-initiated
        administrative withdrawals for excessive absences or no
        activity in a distance learning course are not included in
        the six-limit course drop.

 

CTC Student Withdrawal Definition

A course or courses dropped that constitute withdrawal from all courses at CTC that start during any fall semester (terms 1 and 2), spring semester (terms 3 and 4), or both summer sessions (term 5) do not apply to the six-drop course limit.

 

Courses Excluded from the Six-Drop Limit

Drops from the following types of courses are excluded from the six-drop course limit:

1.     Courses taken by students while enrolled in high school, e.g. dual credit, concurrent credit, or early admissions.

2.     Courses dropped at private or out-of-state colleges or universities.

3.     Remedial or developmental courses that are within the 27-hour limit and other courses such as continuing education units           that do not apply to a degree.

4.     Courses taken as a required co-requisite to another course such as a lecture course with a required laboratory. Only one drop will be counted.

5.     Courses which meet the college’s definition of a complete student withdrawal.

6.     Courses not submitted for funding such as courses taken that exceed the two-repeat course rule or the maximum number of hours to complete a degree; and excessive developmental study courses that exceed the 27 semester hour limit.

7.     CTC courses which were dropped for good cause as listed in the Course Drop Exceptions in this section.

 

Transfer Credits Attempted at other Texas Public Institutions of Higher Education

Transfer students who attended another Texas public institution of higher education are required to submit official transcripts to determine if any courses attempted at that institution apply to the six-limit course drop. If the transcript does not indicate any drops toward the limit, CTC will set its drop count to zero. Because CTC has an open-admissions policy, transcripts may not be received prior to admissions. When official transcripts are not received, CTC’s counter will be set at zero. However, if it is later discovered the zero drop counter is incorrect, CTC’s counter will be re-set to the appropriate number of drops. If a CTC course was dropped that exceeded the six-drop course limit, the drop will be removed and the faculty member of the associated course will be contacted to issue the appropriate grade.

 

Course Drop Exceptions

Courses dropped for one or more of the “good cause” reasons below are excluded from the six-limit course drop. Students must indicate the reason for the drop on a completed CTC Withdrawal form at the time the withdrawal request is made. If a student does not indicate a reason on the withdrawal form, the course drop will be included in the six-limit course drop unless the drop constitutes a complete withdrawal from CTC. College officials may require documentation.

 

1.     A severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete a course.

2.     The student is responsible for the care of a sick, injured, or needy person if the provision of that care affects the student’s ability to satisfactorily complete a course.

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.

4.     An active duty service member of the armed forces of the United States, the National Guard, or the Texas National Guard or family member of the active duty service member or another individual who is otherwise considered to have a significant close relationship to the active duty member such that the person’s active duty military service is considered to be a showing of good cause.

5.     A change in the student’s work schedule that is beyond the control of the student and subsequently affects the student’s ability to satisfactory complete the course.

6.     Other good causes as determined by CTC such as Peace Corps or church mission service, institutional academic advisement error, or natural disaster that affects the student’s ability to satisfactorily complete a course.

 

For purposes of this section, definitions are provided below:

•       Family members include spouse, child, grandchild, father, mother, brother, sister, grandmother, grandfather, aunt, uncle, nephew, niece, first cousin, stepparent, stepchild, or stepsibling.

•               A sufficiently close relationship refers to a relationship with any other relative within the third degree of consanguinity, plus close friends, including but not limited to roommates, housemates, classmates, or other persons identified by the student for approval by the institution on a case-by-case basis.