Course Drop, Add and Withdrawal

3.5.4 Course Drop, Add and Withdrawal

It is the policy of Alexandria Technical College that students must drop and/or add courses according to the following procedures.

Definitions

Add – register for course(s)
Drop – remove course(s) and the associated charge(s)
Withdraw – course(s) remains on transcript with a grade of "W"
Business Day – refers to days college is in session
Calendar Day – refers to all days (including weekends and holidays)

Drop/Add Period

The drop/add period is any time prior to midnight on the fifth (5) business day of each semester for courses that run the entire length of the semester. For courses that meet less than the entire semester, the drop/add period is the first two (2) business days from the beginning date of the course. Schedule changes may be made on the web during these time frames on a space-available basis. When using the web to make these changes, students will be aware immediately if there is space in the class.

If a student adds a course that has already met, it will be the student's responsibility to meet with the instructor to receive all assigned work. In some courses, it may not be possible for students to make up any assignments that were already due.

Students taking classes from other colleges need to know and follow the timelines and procedures of the college offering the course(s).

Drop or add schedule changes made within the first five (5) business days for courses that span the entire semester or the first two (2) business days for courses that meet less than the entire semester will result in automatic tuition adjustments.

Schedule Changes after Drop/Add Period

Adds: If a course begins after the fifth (5th) business day of the semester, the student may add the course during the first two (2) business days from the beginning date of the course if space is available. There will be no adjustment to financial aid for adds after the fifth (5th) business day of the semester. Students will be responsible for the cost of the added course(s).

Administration-approved courses that are added to the master schedule after the first five (5) business days must be completed within that semester. This would include, but not be limited to, requests for independent study.

Drops: If a course begins after the fifth (5th) business day of the semester for courses that run the entire semester or after the second (2nd) business day for courses that meet less than the entire semester, students are financially obligated for the costs associated with the course (see Withdrawal from College information below).

Flextime Classes: Students must check into class AND submit their first assignment during the first five (5) business days of the semester. This will be considered as "starting" the course. Students may make adjustments during the first five (5) business days of the term—the drop/add period.

Note: For Students in a diploma program, flex classes do not count in your financial aid calculation.

Internship: Internships will be on the schedule with a start date of the beginning of the term and at the 60% point in the term for fall and spring. Summer internships will be on the schedule at the beginning of each session. Internships may be added at other times during the term with approval from Academic Affairs. Students will need to sign up for the internship that best meets their needs. If students obtain an internship and then determine that it does not fit their schedule, they must drop it within the drop/add timeframe or they will owe and receive a "W" on their transcript. Internships will not be added to a student's schedule except at the approved time frames each term.

For additional information on student internships, please see 3.17.19 Student Internships and Faculty Coordination.

Withdrawal from College

After the drop/add periods, students cannot drop a course for a tuition adjustment. Students may still "withdraw" from individual courses and receive a "W". The last day to drop a course and receive a 'W' for a course that runs the entire semester is 100 calendar days from the beginning of the term for fall semester and 110 days from the beginning of the term for the spring semester. If this day falls on a weekend or holiday, the previous Friday will be the last day to withdraw. The actual date will be posted in the college's yearly calendar. The last day to drop and receive a "W" for a non-standard term course varies by the length of the course. Students process the withdrawal from class online at eServices.

After the last date to withdraw and receive a "W" has passed, students will receive the grade assigned by the instructor.

If a student attempts to drop a class online after the drop/add timeline has passed, they will receive one of two messages:

"Warning: Drop request resulted in a course withdraw "W" grade."

This means that the student is responsible for the tuition costs for the course and will receive a grade of "W" on their transcript.

"This is not a valid course drop date."

This means the time frame to receive a "W" has passed and the student will receive their earned grade.

Unofficial Withdrawals for Financial Aid Recalculation

At the end of each semester, students who have earned zero (0) credits in all courses during that semester, may be unofficially withdrawn as of the 50% date of the semester. The unofficial withdrawal is to determine financial aid recalculation and repayment of unearned financial aid.