Policies and Appeals

The University withdrawal form is located on the SIS Student Self Service page in a box on the lower right titled eForms. The form is titled “Leaving the University (Leaves, Withdrawals, and Transfers)." 

Application for readmission from leave of absence or withdrawal must be submitted electronically by completing the Returning to the University form under the eForms section of the Student Center page in SIS (located in the bottom left). Students must be readmitted to the School of their previous enrollment. That is, even if a student plans to transfer from UVA Engineering to another undergraduate school at the University, the student must first be readmitted to UVA Engineering. Students should refer to the UVA Engineering Undergraduate Handbook for additional details and deadlines. 

Students may withdraw from the University at any point of the semester, for any reason. The University classifies full semester withdrawals as either “personal” or “medical”. Depending upon when in the semester the withdrawal takes place, students may be eligible for a pro-rated tuition rebate; see the Student Financial Services website for more details. Withdrawal is a very serious action and should only be taken after due consideration of the consequences. Students should speak to their advisor and/or instructors, their parents, their friends, and others whose opinion they value. Semester withdrawals potentially have consequences for graduation date (i.e., your graduation could be delayed), financial aid, health insurance, and on-Grounds housing. Students should explore all of these issues before making a final decision. Example circumstances that could lead to a semester withdrawal:

Students who elect to take a semester withdrawal will be classified as “inactive” students, and will not have access to University housing, dining services, recreation facilities or Student Health. They may also not participate in on-Grounds clubs and organizations, Greek life, or other University-affiliated activities. Inactive students participating in University life are subject to disciplinary actions (including UJC actions) that may prevent them from rejoining the University community until such sanctions are resolved.

• Leave of Absence is an action students can take after the completion of a semester, indicating that the student plans to be away from the university for at least one semester. 
• Withdrawal is an action students can take during the semester. All registered courses will show a grade of W, indicating withdrawal. If a student withdraws within 8 weeks prior to the starting day of the next semester, the student may not attend the University during that semester.
• Transfer in this context indicates that a student will transfer to another institution (this is NOT an internal transfer to another UVa school); this is an action taken following the successful completion of a semester. 
• Personal withdrawal: family-related issues including financial hardship, death in the family, serious and on-going family obligations; pursuing opportunities outside academics such as employment or other personal hobbies and interests; non-medically motivated academic troubles that would likely result in serious academic sanctions. 
• Medical withdrawal: physical or mental health challenges that comprise a student’s ability to succeed academically; especially mental health conditions that interfere with a student’s ability to thrive in this academic environment.

Readmission to the University following an academic suspension, leave of absence, or semester withdrawal is not automatic and students must apply for readmission. Students must submit the appropriate documentation (described below) by the appropriate deadline:

For readmission in the Fall semester, students must apply for readmission no later than July 1st. For readmission in the J-term or Spring semester, students must apply for readmission no later than December 1st. For readmission in the Summer term, students must apply for readmission no later than April 1st. No late applications will be accepted.

Readmission takes the following steps. These steps are designed to ensure that students rejoining the University community are fully ready to engage with their academics on a sustained basis and to succeed in their studies. 

The medical withdrawal and re-enrollment process through Student Health will address two key elements:

An example: a student leaves the University in November due to mental health struggles. The student seeks a return the following August. He submits the SIS Returning to the University form before July 1. He also provides a letter to Student Health from his care providers stating that he has engaged in a sustained counseling relationship, and the care providers express confidence that the student is fully fit and ready to resume his studies. Further, the student has arranged to meet with a care provider in the Charlottesville community once per week for the duration of the semester, so that his current health condition continues throughout the semester. The staff at CAPS review the documentation, agree that it accurately documents that student’s situation, and recommend readmission. The Engineering school and the Office of the Dean of Students will both approve the student’s return in SIS, and the student will contact his advisor to discuss course selection prior to the start of the semester. 

Enforced Withdrawal from a Course

With the approval of the Assistant Dean for Undergraduate Programs, faculty may impose enforced withdrawal with a notation of W on the transcript as a penalty for habitual delinquency in class, habitual idleness, or any other fault that prevents the student from fulfilling the purposes implied by registration in the University.

Important Notes:

• For all readmissions, the Office of the Dean of Students reviews each case to ensure that there are no UJC or other University sanctions in process or pending. Students with UJC or other sanctions in process or pending must resolve those issues before they will be readmitted. Therefore, all students should be prepared to meet with a representative from the Office of the Dean of Students as part of their return to the University.
• International students must work with the International Studies Office in Minor Hall to ensure legal status for their return to the University.
• Upon readmission, students should immediately contact other relevant University offices, including Student Financial Services, Housing, Dining, etc. to work out relevant non-academic details.
• Readmitted students cannot register for courses until all of their enrollment holds (for instance, a financial aid hold, student health hold, or an advisor hold) have been removed.
• Students wishing to return from an absence of twenty-four continuous months or longer will need additional approval from the Provost’s Committee on Student Readmission. 

Return from an academic suspension

The student must submit a request to return to the University, on or before the appropriate deadline, by completing the Returning to the University form under the eForms section of the Student Center page in SIS (located in the bottom left). The form should detail how the student has spent the suspension period, and include a specific academic plan for success. This plan must include a proposed course schedule for at least the first two semesters after the student’s return, and this plan should be developed in conjunction with the student’s advisor. The academic plan should also explain the steps the student will take to improve their academic performance, i.e., take advantage of office hours, join a study group, etc.

Return from a leave of absence

A student who takes time away from the University after a successful academic semester (i.e., a semester from which they did NOT withdraw), must submit a request to return to the University, on or before the appropriate deadline, by completing the Returning to the University form under the eForms section of the Student Center page in SIS (located in the bottom left). The form should detail what the student has been doing since leaving the University, and briefly explain why the student is now ready to re-engage with their academics.

Return from a “personal” withdrawal

The student must submit a request to return to the University, on or before the appropriate deadline, by completing the Returning to the University form under the eForms section of the Student Center page in SIS (located in the bottom left). The form should address the issue that caused the student to elect the personal withdrawal, and state how and when it has been resolved. Students who cannot demonstrate that their personal issue has been resolved will not be readmitted.

Return from a “medical” withdrawal

The student must submit a request to return to the University, on or before the appropriate deadline, by completing the Returning to the University form under the eForms section of the Student Center page in SIS (located in the bottom left). The form should detail what the student has been doing since leaving the University and briefly explain why the student is now ready to re-engage with their academics.

In addition to the SIS form, medical documentation through Student Health is required. You can access the required forms and guidance about this process on the Student Health Website (Note: There are separate medical re-enrollment forms for psychiatric/psychological and non-psychiatric/psychological health concerns). 

1. The student’s current medical situation and their fitness to engage with their academics on a sustained basis, and
2. A continuity of care plan that details the arrangements for any ongoing and sustained medical care that will be required for the student
3. This medical documentation will be reviewed by health care professionals at Student Health who provide a recommendation on the student’s readiness for return as well as recommendations regarding ongoing care and support. After Student Health staff have received and reviewed medical documentation, they will notify administrators in Engineering and in the Office of the Dean of Students that the Student Health medical re-enrollment process has been completed. Additionally, you may be asked to do either or both of the following:
   1. Meet with personnel at Student Health for an in-person readmission evaluation
   2. Consider signing a consent form that authorizes Student Health personnel to speak openly with your healthcare provider and with the Assistant Dean of Students about your request for readmission

Academic Warning

UVA Engineering believes in the importance of learning from academic setbacks and failure.  We use grade point averages at the end of the fall and spring semesters or two failing* grades in a required** course to identify students in need of support. Therefore, following any fall or spring semester where a student receives a semester grade point average below 2.000, we put the student on Academic Warning and expect the student to engage in reflection through an Academic Success Plan and empower the student to form an Academic Success Team.

Academic Suspension

Students who were on academic warning in Fall 2021 and after being suspended from the University following any semester in which both their current and cumulative GPA is below 2.000. We also use three failing* grades in a required** course to identify students for suspension.

The term of the first suspension is one semester. One full fall term and one full spring term must elapse before they are eligible to apply to return to the College.

Students academically suspended can avoid the one semester leave and stay enrolled one (1) time by completing the Academic Recovery Plan by filling out a reflection, setting goals and forming an Academic Success Team by deadlines communicated by email. Suspension in Abeyance will appear on the student’s transcript during the semester they choose to participate in the Academic Recovery Plan. During the semester of Academic Recovery, a student is required to document progress toward their set goals twice during the semester.  During the semester if a student does not meet those deadlines, a SIS hold will be put on their account, affecting their ability to register for the following semester courses.  

Whether a student chooses to participate in Academic Recovery or take the one semester leave, student is still considered to be on their first suspension. At the end of the semester participating in Academic Recovery, if the student has both both a semester and cumulative GPA below a 2.0, they will be 2nd suspended and not be able to return to UVA.  For students taking the one semester leave, any semester where their semester and cumulative GPA is below a 2.0, they will be 2nd suspended.

*An NC earned under the COVID-19 Grading Policy does not count as failed. 

**A “required” course is one that is specified by their program of study or by the general education requirements of the School of Engineering as being required of all students to earn a degree. 

A student can apply for reenrollment from suspension through the Return to University form in SIS (bottom left) and follow the deadlines under REENROLLMENT. The student should briefly describe their activities since suspension and future academic goals. Students returning from academic suspension will be required to meet with their advisor and a representative from the Engineering Undergraduate Programs Office to develop an academic success plan.  The Undergraduate Office will put a hold on the student's record if they do not create an academic success plan.  The academic success plan will require monthly documentation of progress toward goals and may include a mid-semester grade update.  Students can request permission in advance from the Associate Dean for Undergraduate Affairs to transfer 3-4 academic credits taken elsewhere while on academic suspension. Students must be readmitted to the School of their previous enrollment. That is, even if a student plans to transfer from UVA Engineering to another undergraduate school at the University, the student must first be readmitted to UVA Engineering.

A second suspension is final, and the student is not allowed to return to the University.

Appeals from Students

Students who are subject to academic suspension according to the policies of the School of Engineering and Applied Science will be notified in writing, via email, by the Associate Dean for Undergraduate Affairs. The deadline for appeal will be clearly stated in the communication from the Associate Dean about the sanction. Students have the right to appeal the suspension to the School of Engineering and Applied Science designated official which is the Assistant Dean for Undergraduate Affairs by submitting an ACADEMIC STANDARDS PETITION COVER PAGE and emailing the form to ENGINEERING-UNDGRAD@VIRGINIA.EDU. The Assistant Dean will collect information from the student and the Associate Dean for Undergraduate Affairs.  Within thirty (30) calendar days after initially receiving the appeal in writing, the Assistant Dean for Undergraduate Affairs will put their decision in writing to the student and Associate Dean for Undergraduate Affairs. Appeals must contain a cover sheet, a narrative letter addressing any mitigating circumstances a current, unofficial transcript and may include any medical documentation and/or supporting documentation from advisors, instructors, or others with knowledge of the situation. 

Within five (5) calendar days after receiving the decision, the student may appeal that decision by revising their petition and ask that it be sent to the dean’s designee, the Committee on Academic Standard (CAS). The committee is comprised of faculty members representing the School of Engineering and Applied Science. The action by the committee on the appeal is final inasmuch as the committee acts for the full UVA Engineering faculty in these matters. The committee’s decision will be communicated to the student within thirty (30) calendar days of receiving the revised petition, including new academic standing. The committee’s decision is final; there is no further mechanism for appeal. Students should refer to PROV-019: Student Academic Suspension Grievance Policy for the most current policy on record.

Appeal for Retroactive Medical Withdraw

In extreme medical circumstances, documented by a medical professional, a student can submit an appeal for a Retroactive Medical Withdraw through the Committee on Academic Standards. If approved, all grades for the specified semester convert to W. In some cases, CAS may require a student to sit out the following semester based on the withdrawal policy.

Students who wish to appeal a grade in a course offered by the School of Engineering and Applied Science must first attempt to resolve the issue with the instructor of the course. Absent a satisfactory outcome, the student may submit a ACADEMIC STANDARDS PETITION COVER PAGE to the Undergraduate Committee on Academic Standards by emailing the form to ENGINEERING-UNDGRAD@VIRGINIA.EDU. The appeal should include a description of the steps the student has taken to resolve the issue with the instructor and with their chair. However, we strongly recommend students resolve the grade appeal with the course faculty member’s department chair. Contact the Engineering Undergraduate Program Office for contact information for the department chair –ENGINEERING-UNDGRAD@VIRGINIA.EDU.

The appeal of a grade from a course offered during the fall term must be initiated by the student by March 1 of the following spring term; the appeal of a grade from a course offered during the spring or summer terms must be initiated by the student by October 1 of the following fall term. The appeal of a grade from a course offered during a student’s final term before graduation must be appealed before graduation.

Grade appeals should only relate to the process of how a final grade was computed, a disagreement over the quality of the student’s work is not sufficient grounds for an appeal. The student should include all documentation that the student deems relevant to the appeal at the time of submission. The committee will provide a written response to the student’s appeal within thirty (30) calendar days. The decision of the committee is final.

Students who have questions about the grade appeal process or who wish to discuss any classroom issue may contact the Undergraduate Programs Office.

After the withdrawal date, a student can no longer withdraw from a course. If there are extenuating circumstances, and if it is feasible, a student may request a course extension. Students must have a compelling reason to justify a course extension. The details of a course extension are negotiated between the instructor and student, and approved by the Associate Dean for Undergraduate Programs. The student and instructor must mutually agree upon: (i) the work to be completed, and (ii) the date by which it will be completed. This agreement should be viewed as a contract between the instructor and the student, and the agreement should be documented on the course extension form. 

• GRADE DELAY PETITION

The instructor awards the student a grade of IN (incomplete) when reporting grades at the end of the semester, and then changes the grade to whatever the student has earned based upon work submitted by the negotiated deadline. Grade delay petitions must be submitted before the course ends. That is, a student cannot request a course extension if they have already completed all graded work for the course.

The default time period (the “lapse date”) for resolution of the IN is 30 days after the end of the semester in which the students took the course. After the lapse date, the IN is automatically turned into an F. Longer lapse periods are possible and should be clearly negotiated by the student and instructor, with input from the Associate Dean for Undergraduate Programs if necessary. Feasibility is determined after a review of the outstanding work, availability of the instructor, accessibility of laboratory facilities, and other practical considerations.

Simply needing more time to complete the course work (i.e., because you have fallen behind), without any extenuating circumstances, is NOT sufficient grounds to grant an extension. Moreover, if an extension is granted, the instructor is not under any obligation to renegotiate a new lapse date if a student is unable to complete the work by the originally agreed upon deadline.

Note: A student cannot request a course extension if they have already completed all graded work for the course.