Overview

When to Use

The Dean’s Drop/Withdrawal Request page in SIS allows Dean's offices to:

• Adjust the "Drop" or "Withdrawal" date on the transcript.
• Adjust a "Drop" or "Withdrawal" refund percent.
• Drop individual classes for a student after the drop deadline has passed.
• Withdraw a student from all enrolled/waitlisted courses.

The Dean’s Drop/Withdrawal Request Page means you will:

• Not fill out an Academic Action form to adjust a Drop Date.
• Not see drop notations on the Dean’s Actions page.
• Not fill out a course change request to drop a course after the Drop Deadline.
• Not fill out a paper withdrawal request form to withdraw a student.

There are two sections to the Dean’s Drop/Withdrawal Request page:

1. The “Withdraw Student from Term” section allows you to electronically submit or approve a Withdrawal request to the Office of the Registrar. You also have the ability to adjust the impact a withdrawal has on a student’s tuition adjustment.
2. The “Drop Individual Classes” section allows you to:
   • Adjust the impact a course drop has on a student’s transcript notation and/or tuition adjustment.
   • Drop specific classes.
   • Drop all courses before the session starts.

When Not to Use

The Dean’s Drop/Withdrawal Request page should not be used for Course Section Changes. Use the Course Change Request process instead.

Quick Reference Guide

• Use Withdrawal if:
  • Dropping all courses in the term, and
  • The term and session (respectively) are:
    • Current/Current;
    • Current/Past; or
    • Past/Past.
• Use Dean's Drop if:
  • Dropping all courses in the term, and
  • The term and session (respectively) are:
    • Current/Future; or
    • Future/Future.
• Use Dean's Drop Individual Classes if:
  • Dropping some, but not all, course(s), and
  • The term and session (respectively) are:
    • Current/Current;
    • Current/Past; or
    • Past/Past.

Dean’s Drop/Withdrawal Request

Drop Dates

The Dean’s Drop/Withdrawal Request page displays all section/course drops starting from the first day of the session at the top of the page followed by all enrolled sections/courses.

You must use the Dean’s Drop/Withdrawal Request page to drop a course for a student. The section/course will not be in "Dropped" Status until the request is processed by Enrollment Services.

The student should always use the enrollment system to drop their section/course(s) up until the Drop Deadline. As soon as a student drops a section/course using the enrollment system, the Dean’s Drop/Withdrawal Request page will reflect the dropped section/course and date.

The Drop/Withdrawal (DR/W) date for the regular A1 session is usually the Wednesday of the second week of the session. The Drop Deadline is later in the session. To see session dates, drop deadline dates, and tuition refund percentages, review the Dates & Deadlines page on the Registrar's Office's website.

If the student is attempting to drop their last course, they will be directed to submit a withdrawal request. The student will not be able to drop their last course except in the following situations:

• The student will still be able to drop their last class if they are attempting to withdraw from a future term.
• The student will still be able to drop their last class via Student Center if they are attempting to withdraw from the current term and at least one of their other classes has been graded.
• The student will still be able to drop their last class via Student Center for the Summer term only.
• The student will still be able to drop their last class if they are attempting to withdraw from the current term and it is before their earliest session begin date.

Withdrawing

The student will not be able to submit a withdrawal request via the enrollment system in the following situations. The student will be directed to contact their Academic Dean to submit a withdrawal request:

• If they are attempting to withdraw from a previous term.
• If they are attempting to withdraw from the current term and it is after the withdrawal deadline for the A1 session (for Fall and Spring Terms).
• If they are attempting to withdraw from the current term and at least one of their classes has been graded but it is after the drop deadline for one of their remaining classes.
• If they are attempting to withdraw from the current term and they have a hold on their record preventing enrollment activity.
• If the only remaining class is in waitlist status.

Step-by-Step Instructions

To withdraw a student from a term, drop a course(s), or adjust the impact a course drop has on a student’s tuition adjustment and/or transcript notations, follow the procedure below:

1. Log in to SIS.
2. Select the Student Records WorkCenter tile > |Dean/Dept Processing| tab > Dean’s Drop/Withdrawal Request OR NavBar > Navigator: > Records and Enrollment > Dean/Dept Processing > Dean’s Drop/Withdrawal Request.
   
   
   
   
3. Search for the student and select the term you want to adjust.
   • Tips: To view all of the student’s enrollment activity in a new browser tab, select the "Student Enrollment History" link. Enter the student SIS ID (lookup & adv’d lookup), Term, and select "Search."
     
     
     
     

Dean’s Drop Individual Classes

If you are dropping an individual course or multiple courses (but NOT ALL!), for the current or a past term, make sure the “Withdraw Student from Term?” box is unchecked, then:

1. Find the course you want to adjust. (Note: Only the course’s graded component will display adjustment fields.)
2. Fill in the "Transcript Date" with the drop date determined appropriate. (Note: Dates should be within the Session begin and end date.)
3. Press "Tab." The "Refund %" fills with the refund percent based on the "Transcript Date."
4. If you want to change the "Refund %:"
   1. Check the "Override %" box.
   2. Select the desired "Refund %."
      1. Note: Based on the session, only valid refund percentages display. If you need to make a tuition adjustment for terms prior to Summer 1999, contact Student Records.
5. Select "Save."

If the course Status is "Dropped," the Process Status changes to "Completed" and displays the date/time/name.

If the course Status is "Enrolled," the Process Status changes to "Submitted" with the date/time/name. After the request is processed by Enrollment Services, the Status changes to "Dropped" and the Process Status will change to "Completed" and display a new date/time/name.

If a refund was triggered, the account change will appear in MyUW within 48 hours.

Tip: If you submitted an incorrect section drop that is still in the Status of "Enrolled" and Process Status of "Submitted," you can rescind your request by selecting the trashcan icon and then "Save." The Process Status will change to "Rescinded." The Transcript Date and Refund % will remain displayed, but the submission will not be processed. 

Tip: If you need to change a request that is in the Process Status of "Rescinded," change the Transcript Date to a different date to activate the save button, then change the Transcript Date and/or Refund % as needed and select "Save" to submit again.

Dean’s Drop Withdraw Student From Term

If you are dropping all courses for the current or future term and the session has NOT started yet, make sure the “Withdraw Student from Term?” box is unchecked; then:

1. Find the course(s) you want to adjust. (Note: Only the course’s Graded component will display adjustment fields.)
2. Enter today’s date as the Transcript Date.
3. Repeat the steps above until you have done this for every class.
4. Select "Save." The Process Status will change to "Submitted." Once processed by the Office of the Registrar, the class(es) will no longer display. If a refund was triggered, the account change will appear in MyUW within 48 hours.
   • Tip: If you submitted incorrect drops that are still in the Status of "Enrolled" and Process Status of "Submitted," you can rescind all your requests by selecting each of the trash icons and selecting "Save." The Process Status will change to "Rescinded." The Transcript Date will remain displayed; however, the submission will not be processed.
   • Tip: If you need to change a request that is in the Process Status of "Rescinded," change the Transcript Date to a different date to activate the save button, then change the Transcript Date as needed and select "Save" to submit again.
5. If you are with the Office of Student Assistance and Support (OSAS) (formerly the Dean of Students Office), remember to place any necessary academic actions and/or service indicators.
6. If you are an academic dean, the Office of the Registrar will enter the academic action for you.

Withdrawal

If you are withdrawing the student from a past term or the current term (Dropping all Courses), check the “Withdraw Student From Term?” checkbox; then:

1. Select the appropriate Withdrawal Reason.
2. Fill in the Last Date of Attendance with the date determined appropriate.
   • Note: Dates should be within the term begin and end date.
3. Press "Tab." The Refund Percentage fills with the refund percent for each session based on the Last Date of Attendance.
4. If you want to change the Refund Percentage for any Session:
   1. Check the Override box next to the Session.
   2. Select the desired Refund Percentage.
      1. Note: Based on the session, only valid refund percentages are displayed. If you need to make a tuition adjustment for terms prior to Summer 1999, contact Student Records.
5. Select "Save."

If the student is an international student with an F-1 or J-1 Visa, a request will be sent to International Student Services (ISS) to either approve or deny the request. If the request is approved by ISS, a request will be sent to the Office of the Registrar to be processed.

If the student is not an international student, a request will be sent to the Office of the Registrar to be processed.

Tip: If a withdrawal request has already been submitted for the selected term, select the "Open Withdrawal Request" link to view the request’s progress.

Impact on Official Transcript

The following displays on a student’s official transcript when the Dean’s Drop Individual Classes Process Status is "Completed:"

Drop Individual Classes

If the Transcript Date was modified to be on or before the Drop/Withdrawal (DR/W) date, then the transcript displays nothing; the course is not listed on the transcript.

If the Transcript Date was modified to be after the Drop/Withdrawal (DR/W) date, then the transcript displays the course with the dropped date as the Transcript Date.

When using the Dean’s Drop to drop all courses before the earliest session in the term begins, nothing displays on the student’s transcript.

Withdraw from Term (Drop all courses once session starts)

If the Last Date of Attendance was modified to be on or before the Drop/Withdrawal (DR/W) date, then the Withdrawal Notation appears with the Withdrawal Date as the Last Date of Attendance. Courses are not listed on the transcript.

If the Last Date of Attendance was modified to be after the Drop/Withdrawal (DR/W) date, then the Withdrawal Notation appears with the Withdrawal Date as the Last Date of Attendance. Courses are listed with either a DR or W grade.

Impact on Unofficial Transcript

The Unofficial Transcript can be found here: Student Records WorkCenter> Request Unofficial Transcript or > Records and Enrollment > Transcripts > Request Transcript Report

The following displays on an unofficial transcript when the Dean’s Drop Individual Classes Process Status is "Completed:"

Drop Individual Classes

If the Transcript Date was modified to be on or before the Drop/Withdrawal (DR/W) date, then the transcript displays nothing; the course is not listed on the transcript.

If the Transcript Date was modified to be after the Drop/Withdrawal (DR/W) date, then the transcript displays the course with the dropped date as the Transcript Date.

When using the Dean’s Drop to drop all courses before the earliest session in the term begins, nothing displays on the student’s transcript.

Withdraw from Term (Drop all courses once session starts)

The following displays on an unofficial transcript when the withdrawal request is processed by the Office of the Registrar:

If the Last Date of Attendance was modified to be on or before the Drop/Withdrawal (DR/W) date, then the Withdrawal Notation appears with the Withdrawal Date as the Last Date of Attendance. Courses are not listed on the transcript.

If the Last Date of Attendance was modified to be after the Drop/Withdrawal (DR/W) date, then the Withdrawal Notation appears with the Withdrawal Date as the Last Date of Attendance. Courses are listed with either a DR or W grade.

Enrollment Detail Summary Report

The Enrollment Detail Summary report displays a student’s Waitlisted, Enrolled, and Dropped (if dropped after the first day of the class session) courses. The Add Date, Drop Date, and Transcript Date are also displayed.