Jul 12, 2024  
2020-2021 Undergraduate Catalog 
2020-2021 Undergraduate Catalog [ARCHIVED CATALOG]

Withdrawal from the University and Attendance Policy


Withdrawal from the University

A withdrawal from the University is defined as leaving the University by dropping all classes after having paid registration fees. Students initiate the process by obtaining a University Withdrawal form from the Registrar. However, no withdrawal may be initiated after the last day of classes of any semester and must be completed before the beginning of the final examination period. The Registrar’s Office will determine the effective date of the withdrawal.


  1. Obtain withdrawal form for Registrar’s Office
  2. Obtain signature from the Counseling Center. (Counseling Center will advise student regarding process.)
  3. Obtain signature of Department Head or advisor of declared major. Undeclared major should obtain signature from the Academic Success Center.
  4. On campus students must obtain the signature of Residence Life.
  5. Obtain the signature of Financial Aid.
  6. Obtain the Bursar’s signature.
  7. Freshmen must obtain the First Year Coordinator’s signature.
  8. Submit withdrawal form to the Registrar’s Office for final processing.
  9. The Registrar’s Office will affix the official date of withdrawal and notify the faculty and administration of the student’s effective withdrawal date. If adjustments are made to the student’s charges and/or financial award, the student will be mailed an updated award letter and/or a copy of his or her current charges by the appropriate office.

Until the student completes these procedures, he or she is not officially withdrawn from the University and will be held responsible for all applicable fees and all academic requirements incurred during the semester. Students who withdraw from the University will receive a “W” in all classes enrolled.

The completed form must be left with the Office of Records and Registration for proper distribution and filing. A student who discontinues attendance in a single course or leaves the University without withdrawing will receive a failing grade of “F” or “Z” for each course the student failed to attend.

If withdrawal occurs prior to the first day of classes, a student may receive a 100% refund for the fall and spring semesters for tuition, room and board, and miscellaneous fees.

Students who withdraw completely from the University prior to completing 60% of the day in a given semester are refunded a percentage of tuition and mandatory fees paid. It is the student’s responsibility to complete the withdrawal form within the refund period.

Students who withdraw after completing 60% of the semester period are not entitled to a refund of any portion of tuition and fees paid. The refund will equal to that portion of the period of enrollment (up to the 60% point (in time) during the semester) for which the student has been charged. Refund calculations are based on the sixty percent (60%) point (in time) in a given semester.

The refund for the Summer Semester is 75% during the first week, with no refund after that. A student may withdraw from the University until the last day of classes. Once registered for the semester, any student who chooses not to attend classes, for any reason, must officially inform the University. Withdrawal requires that the student give verbal or written notification and complete the forms and conferences required.

*Note: The University Will Continue to Apply the Refund Calculation Percentages (At 60%) for each semester up to and including Spring and Summer terms. Please visit the Office of Student Accounts for updated versions of the Withdrawal Refund Calculations Table.

Administrative Withdrawal from the University

Shaw University’s Administrative Withdrawal Policy addresses “unofficial withdrawals”. Unofficial withdrawals occur when a student, over a period of consecutive days or weeks, discontinues attending all classes during an academic term.  Students who cease attending all their courses for the term in which they are registered, will be administratively withdrawn from the university by the Office of Academic Affairs. Students who believe they have been erroneously withdrawn from the university will have 48 hours to appeal the withdrawal by contacting the Office of Academic Affairs.  Being administratively withdrawn may have unintended consequences on a student’s financial aid eligibility. All accrued financial obligations will be the responsibility of the student.

Class Attendance Policy

Class attendance is required for all Shaw University students. Each student is allowed as many unexcused absences per semester as the class meets per week. For example, in a three-credit hour course, which meets three times per week, the student is allowed three unexcused absences per semester. Students are allowed two unexcused absences per semester for classes that meet twice per week. For classes that meet once per week, students are allowed only one unexcused absence.

Time Class Meets Per Week

Unexcused Absences Allowed








Student Responsibility

Students are responsible for attending class on time and adhering to the University’s Class Attendance Policy. Students are expected to attend all classes and not be absent without adequate cause. It is the responsibility of students to make-up, in a timely fashion, scheduled class work missed because of a class absence(s). Absences from unannounced quizzes, tests and other assignments may be made up at the discretion of the faculty member. Students who exceed the maximum number of absences may receive a failing grade for the course. Students reported for excessive absences will be reported to the Academic Success Center and must adhere to intervention plans to improve their academic success.

At the beginning of the semester attendance begins. Once registered for a course, students who fail to report to class run the risk of being NR (Never Reported) for the course, which may affect their registration status and financial aid.  Students that foresee their attendance in this course to be a problem, are strongly recommended to meet with the faculty member immediately.

Faculty Responsibility

Faculty are required to notify all students of the University’s class attendance policy and to enforce the policy. Each faculty member will explain the attendance requirements at the beginning of the semester and include these requirements in the course syllabus that is issued to students.

Faculty will also report excessive absences of the students to the Dean and/or Department Head by completing the Attendance Alert for any students who has consecutively missed a full week of class (1 absence for a class that meets once per week; 2 absences for a class that meets twice per week; 3 absences for a class that meets three times per week and 5 absences for a class that meets daily). Academic Success Center staff contacts students who have missed a full week of class and completes plans to address barriers that have hindered the student’s academic success. Faculty also report unofficial withdrawals from the course with a grade of Z.  The grade of “Z” is calculated in the grade point average in the same manner as the grade of “F” and may affect the student’s financial aid.  At the beginning of the semester attendance begins. Once registered for a course, those who fail to report to class run the risk of being NR (Never Reported) for the course, which may affect their registration status and financial aid.  If you foresee your attendance in this course to be a problem, it is strongly suggested that you meet with the faculty member immediately.

Attendance Implementation Process:

  • Faculty will take class attendance each time that the class meets, maintain accurate attendance records on each student and remind students of the class attendance policy periodically.
  • Once students have received one less than the maximum number of unexcused absences, the faculty will inform the students of such and advise them of consequences of further absences.
  • If students continue to be absent from class, that is, accumulate a total of unexcused absences exceeding the number of class meetings per week, they may receive a grade of “F”.
  • Excused absences will be provided in the case of sickness, death in the immediate family, participation in required school activities, and emergency situations as determined by the Department Head, the Vice President for Student Affairs, or the University Nurse. In all of the above cases, proper documentation must be presented. Proper documentation includes a written statement from the appropriate health-care official(s), funeral director, agency representative, etc.
  • All requests for excused absences must be in the offices of the Vice President for Student Affairs, the University Nurse and/or the Department Head within 48 hours of the occasion necessitating the excuse.

University Official Business

A listing of students representing the University on official business will generally be distributed to faculty by the Vice President for Student Affairs. This roster is an official excused absence for each student on the list. Students who obtain legitimate excuses for representing the University on official business will be afforded an opportunity to make up missed work without penalty.

Excuses required because of official University representation will be submitted for approval to the Vice President for Student Affairs by the staff person associated with the University activity.

Each Shaw University student is expected to strive for perfect (100%) class attendance. While perfect attendance alone does not guarantee academic success, non-class attendance ensures academic failure.