How Do I ?
- Apply for Academic Leave of Absence
- Apply for Military Leave
- Declare a Minor
- File a Final Grade Appeal
- Order a Transcript
- Withdrawal from the University for the semester
WVU offers undergraduate students in good standing, as defined by WVU’s uniform suspension policy, and not subject to disciplinary action the opportunity to request an academic leave of absence. The academic leave of absence is designed for the student who wishes to be away from his or her academic endeavors at WVU for one or more semesters but intends to return at a later date. Leave of absence status must be requested before the beginning of the semester for which the leave is desired. The academic records of students on an academic leave of absence remain in an active status. While on an academic leave of absence, the student retains the right to use certain campus facilities and will continue to receive communications from WVU. To request a leave of absence, a student must complete the Leave of Absence form found on the Office of the University Registrar's website.
When a student decides to return to WVU after his or her academic leave of absence, application fees are waived. An overall grade point average of 2.0 on all work attempted while on leave combined with the WVU grade point average is acceptable. Students who have non-academic holds (delinquent loans, outstanding fees, etc.) will not be permitted to return from a leave of absence until all outstanding debts have been resolved. If a student fails to return to WVU by the stated leave of absence return date, the student is removed from active status and the student's record is deactivated.
Students Called to Serve in the Military
- Students who withdraw from the University for military service up to and including the 12th week of the semester will receive a full refund of their fees and be administratively withdrawn from their classes. No course grades or credit will be awarded.
- Students who leave the University for military service after the 12th week of the semester should work with the designated contact person in their home college (usually the academic associate/assistant dean). The student may also contact the Office of the University Registrar (304-293-5355). The contact person will assist the student in reviewing the student's eligibility for credit for their courses on a course-by course basis with the instructors.
- The contact person will work with the student's instructors to gather grade information for the student. If the course is not in the student's home college, the contact person can work with his/her counterpart in the appropriate college. Several outcomes are possible:
- If the course is substantially complete and the student has done passing work, the student should receive the grade earned at that time. It is anticipated that this would be the outcome in the majority of the courses. NOTE: Students who receive orders with sufficient advance notice are expected to notify their professors of their upcoming deployment date and meet with their professors to come to an agreement on what regular course assignments they can reasonably complete prior to the deployment date (the details of this arrangement should be included in a contract initialed by both the instructor and the student; contracts must be placed in the student's file). Students should not be penalized for not completing assignments, quizzes, tests, or exams due after their deployment date.
- If a critical competency has yet to be covered in a competency-based course, the instructor should award a grade of "I" and work with the student to develop a plan to complete that critical part of the course. To alleviate confusion at a later date, the plan should be in writing and signed by both the instructor and the student. Students called to active duty for a relatively short duration that includes exam week may arrange for an "I" with provision to make up the final exam after completing the period of duty.
- If the student chooses to withdraw from the course. the contact person will work with the appropriate University office to provide an administrative withdrawal.
Leave for Military Drill
In accordance with the “Veteran Friendly” designation, WVU faculty may allow students who are members of the US Armed Forces (including the National Guard and Active Reserve) to make up tests and assignments that are missed during a semester if the student is officially called up for military service requirements for a limited period and if the delayed coursework completion will not irreversibly impact the student’s ability to appropriately master the required subject matter. Absence due to required military obligation should not exceed a cumulative amount of three weeks. Students should notify faculty members of the circumstances of their absence as far in advance as possible and work with faculty members to agree upon a plan of action for completing course requirements.
Students declare minors once they enter their major fields of study. The following steps should be followed to assure that completion of a minor is appropriately recognized and posted to the student’s transcript:
- A student interested in completing a minor (or minors) works with his or her major advisor to incorporate minor requirements into schedule planning. Students are welcome to consult with advisors in the minor department. Students who wish to complete a minor in music, women’s studies, leadership studies, or ROTC must work directly with advisors for those programs.
- Complete an Academic Status Update Form with their advisor.
- When completing the Application for Graduation, the student indicates the minor(s) for which certification is requested.
- The student’s major advisor/major college advisement office certifies that all minor requirements have been completed and reports both major and minor certifications to the Office of the University Registrar on the Tentative Graduation form. Women’s studies and music minors are certified by those programs.
Note: Minors are only awarded at the time of the conferral of a baccalaureate degree.
Instructions for appeals of a grade penalty are found in the Academic Standards section of the catalog. For appeal procedures involving final grade appeal excluding appeal for academic dishonesty, see the Academic Rights, Penalties, and Appeal section. For appeal procedures for penalties involving academic dishonesty, see the Academic Dishonesty section.
There are two types of withdrawals: withdrawal from individual courses for which a student has registered and a complete withdrawal from the University. Deadlines for withdrawals for each semester are available at: http://registrar.wvu.edu/current_students/withdrawal_policies . If students follow all established University procedures and withdraw before the published deadline, they will receive a W on their transcript. The grade point average is not affected in any way by this mark. If formal withdrawal procedures are not executed by the student, a failing grade/s will be recorded. It is the student’s responsibility to see that all forms are properly executed and delivered to the appropriate authorities for recording.
Withdrawal/Drop From Individual Classes
Students may drop individual classes within a term based on established deadlines. These deadlines are posted on the Office of the University Registrar’s website. Students, with the help of their academic advisors, are responsible for determining:
- If their course load would be reduced below the minimum requirement set by their program
- If their course load would be reduced below the minimum hours required to qualify for a graduate assistantship, financial aid, or international full-time student status
- If the course to be dropped is a co-requisite for another course the student is taking or a prerequisite for a course required the following semester. The student may be required to drop the co-requisite course or asked to take a substitute course the following semester.
Withdrawal From All Classes for the Term
Students may withdraw from WVU for the term in which they are enrolled at anytime before the last day of classes of the term on which regular classes are scheduled to meet. Students will receive grades of W in all classes for that term.
- To withdraw from all classes through the last day to drop a class with a W, a student would log on to their MIX account and drop their classes through STAR.
- To withdraw from the term after the last day to drop a class with a W, a student must submit a request to the Office of the University Registrar. Instructions for submitting this request (in person or by email, mail, or fax) are found on the Office of the University Registrar's website .
Important Notice: Financial aid recipients who withdraw from all classes before sixty percent of the term is completed may be required to return a portion of any financial aid that was received for the term. Students who do not receive at least one passing grade for classes in a term must provide documentation which verifies continued participation in educational activities. If documentation cannot be provided, those students are considered to have informally withdrawn from WVU prior to sixty percent of the term and may be required to return a portion of any financial aid which was received. This review and return of financial aid is done in accordance with federal regulations.
Re-Enrollment After Withdrawal
After a student withdraws from WVU in two consecutive semesters (excluding summer sessions), a student may not register for further work without approval of the dean of the college or school in which the student wants to register. Enrollment is subject to conditions set by that dean. In the case of a general studies major, the student must seek approval from the director of the University College.