Calumet College of St. Joseph
Drop and Withdrawal Procedures
Effective 1/26/12
Obtaining your Class Roster:
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Log into CCSJ website www.ccsj.edu
Main page – click on Student Online Services (SOS)
Login using your User ID and Password. (See Registrar to obtain ID and password)
Set term, department, course, section and click Return
Click on Student Records and choose Class Roster
Drop: student registered for the course and is included in the course roster but NEVER attended! Their
lack of attendance should be reported at the end of the 2nd week of class.
Instructor submits electronically, a list of names of students who have never attended by the end of the
third week of class to:
Registrar dfrancis@ccsj.edu, rmachuca@ccsj.ed, and Advising advising@ccsj.edu
Withdrawal: student attended class within first two weeks, but ceased to attend after the class drop
period (see above).
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Student withdrawal: the student begins the withdrawal process by completing required
paperwork with the Registrar’s Office (the date of withdrawal will then be the date the student
submits their notification of withdrawal).
Student obtains and submits form to the Registrar’s office
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Administrative withdrawal: the student contacts the instructor to initiate the withdrawal
process due to extenuating circumstances such as: Illness, accident, grievous personal loss, or
other circumstances beyond the student’s control (the date of withdrawal will then be the date
the student ceased attendance because of the circumstance).
Instructor completes Administrative Withdrawal form and submits electronically to:
Vice President of Academic Affairs jpatterson@ccsj.edu
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Failure to Withdraw (FW): the student does not complete withdrawal paperwork with the
Registrar’s Office nor does the student notify the instructor of their intent to withdraw due to an
illness, accident, grievous personal loss, or other circumstances beyond the student’s control.
This grade is submitted by the instructor at the end of the term.
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Note: This student is considered a course dropout and a withdrawal date is not needed
because this type of withdrawal is defaulted to the midpoint of the semester (this is an
FW student).
Instructor submits an ‘FW’ grade via SOS at the end of the term according to regular grading procedures
What is the difference between an F and an FW?
At the end of the term, Financial Aid must consider if a recalculation of aid must be completed
for a student who does not receive at least one passing grade (because a student with no
passing grade must be considered an unofficial withdrawal). For example, if a student has all Ws,
Is, or Fs, the Office of Financial Aid would know that due to the F, the student completed those
specific courses but just failed to meet the course objectives. If a student has all Ws, Is or FWs,
the Office of Financial Aid would know that the student did not complete any courses and thus
their financial aid must be recalculated for the midpoint of the semester (unless the student has
a later date from their withdrawn course).
Language for Syllabus
Sample Attendance Policy:
Intellectual growth and success in college is reinforced through interaction in the classroom. Students
reach personal goals and course outcomes through regular and prompt attendance. The Education
Department’s accelerated classes are intense and rigorous and demand student presence and
participation. Therefore, if a student is absent three times (change amount of times to meet the
structure of your program), the student will be subjected to a grade of F or FW per policy.
Official Withdrawal from Classes Policy:
After the last day for class changes has passed (see College calendar), students may withdraw from a
course in which they are registered with permission from the faculty member conducting the course. A
written request detailing the reason(s) for the withdrawal must be filed with the Registrar. Written
request for withdrawal must be received by the Registrar by the last day of classes prior to the final
examination dates specified in the catalogue. Written requests may be mailed to the Registrar or faxed
to the College fax number 219-473-4259. Students are to make note of the refund schedule when
withdrawing from courses. The request is forwarded to the faculty member, who makes the final
determination to accept or deny the request. If the request is honored, the student will receive
notification of official withdrawal; if denied, the notification will indicate why the withdrawal is
disallowed. Note: Degree Completion Division (DCD) students should consult the DCD Student Handbook
for information on DCD withdrawals.
An official withdrawal is recorded as a "W" grade on the student's transcript. Discontinuing a course
without written permission automatically incurs an "FW" grade for the course (see
Refund Schedule).
Failure to Withdraw (FW) Policy:
Students who fail to complete the withdrawal paperwork with the Registrar’s Office nor does the
student notify the instructor of their intent to withdraw due to an illness, accident, grievous personal
loss, or other circumstances beyond the student’s control. This student is considered a course dropout
and a withdrawal date is not needed because this type of withdrawal is defaulted to the midpoint of the
semester (this is an FW student).
Implications of Withdrawing from courses:
Students please keep in mind that failure to maintain a 67% rate of completion may result in financial
aid probation or worst, suspension, making it even more difficult for you to finance your education.
Your education is the single most important accomplishment that you can achieve, therefore learning
how to balance your time and finances is essential to your success and completion rate.