Students sometimes face unusual or extenuating circumstances that prevent them from finishing a course or semester
or otherwise complying with institutional deadlines. A Review Committee meets monthly to examine petitions made by
students regarding retroactive record changes (e.g. medical withdrawal) and/or full or partial charges of tuition and fees.
A student’s petition, which includes a detailed letter, completed form and documentation of the unusual or extenuating
circumstances, can be submitted to the Registrar’s Office. All petitions must be submitted within six weeks after the end
of the semester in question. Absent serious extenuating circumstances, requests submitted beyond six weeks after the
end of the semester will not be considered. Because tuition insurance is recommended, petitions for removal of tuition
charges are rarely approved even if the committee decides to approve a change to the academic record. If a petition for
refund is granted, changes will be made retroactive only to the last date of attendance, and tuition charges will be
adjusted according to Westminster College’s posted refund schedule found on the Student Account Services webpage.
Reevaluation by the student’s physician or counselor may be required prior to re-enrollment.
Following these guidelines, the Review Committee will either approve or deny all petitions. A student who thinks there
has been unfair bias or encountered a procedural error made by this committee may appeal it in writing within ten
calendar days to an Appeals Committee chaired by the Vice President for Finance and Administration. The decision
reached by this committee is final.
NOTE: The Review Committee cannot change rules regarding the amount of federal financial aid that must be returned
when a student does not fulfill program requirements. Students are encouraged to read “Withdrawing and Its Effect on
Financial Aid” section in the academic catalog and call or visit the Financial Aid
Office to determine specific implications for anticipated registration changes. In many cases, if a student withdraws
from classes both the federal and institutional financial aid award may be adjusted and all unpaid tuition resulting from
the cancellation will become due immediately.
Instructions for submitting a petition to the Review Committee
- Submit in writing a detailed letter (usually 1-3 pages in length) describing your reason for the petition and
what you are requesting of the college. It is essential that the student include as many details as possible. In
addition, the student should specifically state what they are requesting of the College regarding grades,
scholarships, account, etc.
- Submit documentation of extenuating circumstances. This can include documents such as a letter from a
medical professional, instructor, obituary, or any other documents supporting the petition. A letter from a
medical professional (M.D., LCSW, FNP, Counselor, etc.) should include the following: (1) Medical
professional’s name, title, phone number and address. (2) A clear summary of the diagnosis and how/why
this condition is affecting the student’s academic pursuits. (3) A detailed account of when the medical
professional saw the student.