Cal Poly Global Site Tag

Google Tag Manager


Drops, Withdraws, and Leaves

During your college career you may have to make a change to classes or even take time away. Use the information below to review your options. Click on the box that best describes your situation to see the process and timeline. For help or more information contact your advisor or the Office of the Registrar.

Withdraw from classes

Drop a class by add/drop deadline

Courses can be dropped through the eight day of instruction. From the portal, use Student Center to drop one or all of your classes by the add/drop deadline. Please update PolyPlanner with changes.

How to Drop classes

Withdraw from classes after add/drop deadline

Things to consider Before withdrawing from your course(s)

  • Withdrawing before the end of the 7th week of the term is only permitted for serious and compelling reasons. Students may obtain the appropriate course withdrawal form from the Office of the Registrar.
  • Serious and compelling circumstances are definable by the department approving the course withdrawal request. It should be emphasized that poor grades, irregular attendance, or dissatisfaction with the course are not in themselves sufficient reasons for withdrawal approval.
  • Talking to your instructor and/or advisor about your current circumstances in the course.
  • Seeking out academic support such as faculty office hours, tutoring and workshops.
  • Talking to Campus Health and Wellbeing or Dean of Students for personal support.
  • There could be implications on Financial Aid or refund policy, Campus Housing, graduation, Health Insurance, or Change of Major contracts.
  • Grades: If you are permitted to withdraw, you will receive a ‘W’ grade symbol. It carries no adverse connotation of quality of student performance and is not used in calculating grade point averages.
  • Failure to provide notification or to obtain formal approval to withdraw will be subject to failing grades (WU or F).
  • Students may withdraw from no more than 28 quarter units during their time at Cal Poly for non-medical reasons. Withdrawals for medical reasons require documentation attached to the form.

Process

  1. Pick up course withdrawal form at the Office of the Registrar (Building 01, Room 222). If you are not currently in the area, please contact the Office of the Registrar.
  2. The form will provide directions to write a statement, obtain signatures from instructor, advisor, and department chair of course.
  3. Return form before the end of the 7th week of instruction. See Student Planning Calendars for dates.
  4. Update PolyPlanner to reflect when you plan to take this class in the future.

Timeline

  • Students can fill out and submit paperwork to withdraw from a course or term for Serious and Compelling reasons between the add/drop period and before the end of 7th week of instruction.

Withdraw from a class after the 7th week of instruction

Things to consider Before withdrawing from the quarter

  • Withdrawing after the 7th week of the instruction until the last day of instruction is only permitted if an emergency situation exists beyond the control of the student. Students may obtain the appropriate course or term withdrawal form from the Office of the Registrar.
  • Emergency circumstances are definable by the department approving the course withdrawal request. It should be emphasized that poor grades, irregular attendance, or dissatisfaction with the course are not in themselves sufficient reasons for withdrawal approval.
  • Talking to your instructor and/or advisor about your current circumstances.
  • Seeking out academic support such as faculty office hours, tutoring and workshops.
  • Talking to Personal support such as Campus Health and Wellbeing or Dean of Students.
  • There could be implications on Financial Aid or refund policy, Campus Housing, graduation, Health Insurance, or Change of Major contracts.
  • Grades: If permitted to withdraw from the term, you will receive a ‘W’ grade symbol for all your courses. It carries no adverse connotation of quality of student performance and will not be used in calculating grade point averages.
  • Failure to provide notification or to obtain formal approval to withdraw will be subject to failing grades (WU or F).
  • Students may withdraw from no more than 28 quarter units during their time at Cal Poly for non-medical reasons. Withdrawals for medical reasons require documentation attached to the form.

Process

  1. Pick up course withdrawal form at the Office of the Registrar (Building 01, Room 222). If you are not in the area please contact the Office of the Registrar for additional request submission options.
  2. Withdrawals for medical reasons require a note from a physician.
  3. Refer to the Student Accounts Office Refund page for information regarding refund eligibility.
  4. Update PolyPlanner to reflect when you plan to take these classes in the future.

Timeline

  • Term Withdrawals submitted after the 7th week of instruction until the last day of instruction for the term are for emergency reasons and require approval from student's college Associate Dean. Form must be submitted to the Office of the Registrar by the last day of instruction for the term. See Student Planning Calendars for dates.
  • If the request is denied, the Dean’s Office, from the college offering the course, will notify student.

Withdraw from previous term (Retroactive)

A student may petition to have all grades retroactively changed to the administrative grade of W. The student needs to demonstrate and document the serious and compelling reasons or circumstances that resulted in poor performance for the quarter and interfered with their ability to withdraw by the specified deadline. A student may not retroactively withdraw from selected courses during a particular quarter, but must petition to withdraw from the entire quarter. The petition must be submitted within one year following the end of the term. Refunds of registration fees are not available for withdrawals following the last day of instruction. For more information, contact the Office of the Registrar.

 

Things to consider Before withdrawing from the quarter

  • Students who wish to apply for retroactive withdrawal must petition within one calendar year of the last day of the quarter petitioned.
  • Students do not have to be enrolled at Cal Poly at the time the application for retroactive withdrawal are submitted.
  • Students may not retroactively withdraw from selected courses during a particular quarter, but must petition to withdraw from the entire quarter.
  • Grades: If permitted to retroactively withdraw from the term, you will receive a ‘W’ grade symbol for all your courses. It carries no adverse connotation of quality of student performance and will not be used in calculating grade point averages.

Process

  1. Students may visit the Office of the Registrar (Building 01, Room 222) to pick up a Retroactive Withdrawal Form. If you are not on in the area, please contact the Office of the Registrar for additional request submission options.
  2. Update PolyPlanner to reflect when you plan to take these classes in the future.

Timeline

  • The petition will be submitted to the Committee for Retroactive Withdrawal for discussion, evaluation and decision. The committee generally meets once a month. Once a decision has been reached the Office of the Registrar will notify the student of the decision via the email address provided on the petition.

 

Take time off for a quarter or more

A Leave of Absence is a temporary leave from the university, which may be necessary during your career. A Leave of Absence ensures that your program of study and access to services remain active.

Leave of Absence for a quarter or two

Things to consider Before taking time away

  • Talking to your department chair and/or advisor.
  • Seeking out academic support such as faculty office hours, tutoring and workshops.
  • Talking to Campus Health and Wellbeing or Dean of Students for personal support.
  • There could be implications on Financial Aid or refund policy, Campus Housing, graduation, Health Insurance, or Change of Major contracts.
  • Undergraduate students are responsible for keeping their PolyPlanner up to date and being aware of enrollment appointment and student planning calendar dates for the quarter they plan to return to campus.

Process

  1. Students can take 1 or 2 quarters off without jeopardizing their eligibility to enroll at Cal Poly and do not need to submit a leave of absence form.
  2. Undergraduate students must update their PolyPlanner to reflect the term(s) they are taking off. Undergraduate students should plan to access and keep their PolyPlanner updated while away to remain compliant.
  3. Students who have not enrolled in three consecutive quarters (excluding summer term) and are not on an approved leave of absence must file an application for readmission. See Former Student Eligibility.
  4. For information on continuous enrollment for graduate students, please see the Continuous Enrollment policy.

Timeline

Students need to return and register for classes by the add/drop deadline for the term they are expected to return.

If you have not attended any of these consecutive quarters: Then the next quarter you have to attend to avoid discontinuation is:
Winter, Spring, Summer Fall
Spring, Summer, Fall Winter
Fall, Winter Spring

 

Leave of Absence for more than two consecutive quarters

Educational Leaves

An Educational Leave is a temporary leave from the university, which may be necessary during your career. This leave ensures that your program of study and access to services remain active. NO leave is extended beyond the two-year limitation for any reason.

Things to consider Before filing for an Educational Leave

  • No more than two leaves totaling a maximum of 8 terms (including summer) will be available to each student.
  • A planned educational leave must contribute to a student’s educational objective and be approved by the advisor and department chair/head.
  • Application must be initiated and approved before the leave begins and will not be granted retroactively.
  • Students must be eligible to enroll for the term in which the leave begins and not on academic probation.
  • Educational leave will be considered to be in continuous attendance with the purpose of returning to the same curriculum that was in effect when leave began.
  • Students on educational leave are not required to apply for readmission provided they return to the same major and within the time period agreed upon when the application was approved.
  • Failing to return and enroll within the time limits specified by the leave agreement requires an application for readmission, payment of an application fee and possibly new curriculum requirements.

Process

  1. Approved educational leaves must be submitted to the Office of the Registrar (Building 01, Room 222) by first day of classes the leave is to begin.
  2. To change the length of a leave, an approved leave form with the revised return date must be submitted by first day of classes for the approved returning term.
  3. Complete the form
  4. Update PolyPlanner. Undergraduate students must have their PolyPlanner up to date by the add/drop date of the term prior to the term they are returning. Students are responsible for keeping their PolyPlanner up to date. Students must select leave of absence in the quarters they plan to be gone under the “add message” function within PolyPlanner.

Timeline

Students are notified via email when their request of a leave of absence has been processed.

Medical Leaves

Medical Leaves provide time for a student to receive treatment or to recover from a disabling injury or other medical condition(s) and is approved by a medical doctor.

  • The Medical Leave begins the term following the student's last term in attendance and may be granted retroactively based on the student's personal situation.
  • A written letter together with medical documentation is required. Information concerning Leaves of Absence may be obtained from the Office of the Registrar.
  • NO leave is extended beyond the two-year limitation for any reason.

Things to consider Before filing for a Medical Leave

  • No more than two leaves totaling a maximum of 8 terms will be available to each student and cannot be extended beyond the limit.
  • Students must be eligible to enroll for the term the leave begins, but not be enrolled in the term the leave begins.
  • Students on medical leave are not required to apply for readmission provided they return to the same major and within the time period agreed upon when they application was approved.
  • Failing to return and enroll within the time limits specified by the leave agreement requires application for readmission, payment of an application fee and possibly new curriculum requirements.
  • Undergraduate students must have their PolyPlanner up to date by the add/drop date of the term prior to the term they are returning.

Process

  1. Approved medical leaves must be submitted to the Office of the Registrar (Building 01, Room 222).
  2. To change the length of a leave an approved leave form with the revised return date must be submitted by first day of classes of the approved returning term.
  3. Complete the Medical Leave of Absence form.
  4. Update PolyPlanner. Undergraduate students are responsible for keeping their PolyPlanner up to date and being aware of enrollment appointment and student planning calendar dates for the quarter they plan to return to campus. Please select leave of absence in the quarters you plan to be gone under the “add message” function within PolyPlanner.

Timeline

Students are notified via email when their request of a leave of absence has been processed.

Military Leaves

Students called to active U.S. Military duty should attach their orders to a Military Leave of Absence form before submitting the form to the Office of the Registrar. If you are using VA Educational benefits, the associate processing these forms notifies the certifying official.

Additional military leave questions should be directed to the Veterans Affairs School Certifying Official

Things to consider Before filing for a Military Leave

  • Students must be eligible to enroll for the term the leave begins.
  • You cannot be enrolled the term the leave begins.
  • Student will be placed on a two-year military leave of absence for military duty beginning with the term following the last term enrolled and attending.
  • If an extension is necessary, an additional two year extension may be authorized with a copy of the your U.S. Military Orders. An updated form complete with U.S. Military orders is required.
  • Undergraduate students must have their PolyPlanner up to date by the add/drop date of the term prior to the term they are returning.

Timeline

Students are notified via email when their request of a leave of absence has been processed.

 

Leave Cal Poly permanently

Leaving Cal Poly permanently or transferring to another school.

If you plan to permanently leave Cal Poly and /or transfer to another institution, submit a University Departure form.

A University Departure form means you will be permanently discontinued from your academic program, course of study, and the rights and privileges offered to Cal Poly students.

Things to consider Before you commit to leaving Cal Poly

  • Once discontinued, a student who wishes to return to the University must apply for readmission and contact the Admissions Office for information on the readmission process.
  • Talking to your department chair or advisor about your decision.
  • Seeking out academic support such as faculty office hours, tutoring, workshops.
  • Talking to Campus Health and Wellbeing or Dean of Students for personal support.
  • There could be implications on Financial Aid or refund policy, Campus Housing, graduation, Health Insurance.

Current students who are uncertain whether or not to submit a University Departure form are strongly urged to contact their college Advising Center to explore their options.

Process

  1. Discuss your permanent leave from Cal Poly with your Department Chair, advisor, Dean or Associate Dean of your college or Dean of Students.
  2. Understand that completing this form means you will be discontinued from your academic program, course of study, and the rights and privileges offered to Cal Poly students. You will have to apply for readmission if you wish to return. The departure form is appropriate to submit if you plan to transfer to another institution.
  3. If you don't want to finish the current quarter, drop or withdraw from all of your courses.
  4. Complete the Departure form.

Timeline

  • Complete this form when you decide to permanently leave the institution.
  • This form will be processed by the end of the quarter it is submitted. Students will have access to their my.calpoly portal for eight quarters.

Related Content