College Withdrawal Policy

College Withdrawal Policy

PURPOSE

The purpose of this policy is to define the different types of withdrawal mechanisms available at ACK and to establish clear, consistent principles and guidelines surrounding them.

SCOPE

This policy applies to all registered students in programs offered by School of Engineering and School of Business, including the Foundation Skills Program.

POLICY STATEMENT

Student Initiated Withdrawals

  • Students are permitted to drop individual units or withdraw from ACK per the conditions set out in this document. It is the students’ responsibility to follow the appropriate procedures and submit all documentation within required timelines announced by the College as failure to do so may have adverse impact on academic grades. Students should contact their Academic Advisors with questions about the impact of their decision before initiating a unit drop or withdrawal from the College.
  • Unit Drop:
    • Any currently registered ACK student may drop a unit. Students must ensure they maintain a load determined per the terms of the Student Academic Load Policy (ACK.PL.VPAC.27).
    • It is a student’s responsibility to submit the Unit Drop Form (ACK.FO.AR.212.01) to the Admissions & Registration Department by the advertised deadline. Unit Drop Form (ACK.FO.AR.212.01) is available at the Admissions & Registration counters.
    • Ceasing to attend, notifying a lecturer/instructor, or non-payment of tuition, does not constitute officially dropping a unit and will result in a Fail grade.
    • A Unit Drop is reflected on a student’s transcript as detailed in the Withdrawal Codes and Grades.
  • College Withdrawal:
    • Any currently registered ACK student may completely withdraw from the College.
    • It is a student’s responsibility to submit the College Withdrawal Form (ACK.FO.AR.212.02) to the Admissions & Registration Department by the advertised deadline. College Withdrawal Form (ACK.FO.AR.212.02) is available at the Admissions & Registration counters.
    • Students who elect to completely withdraw from the College can apply for readmission provided they have a Cumulative GPA of 2.00 or higher and meet all the terms of the Readmission Policy (ACK.PL.AR.102) Re-admittance is not guaranteed and is subject to the availability of a place at the College.
    • The maximum time period for completion of a Diploma or Degree program is eight academic semesters as per Academic Progression, Warning and Probation Policy (ACK.PL.VPAC.06). Withdrawn semesters are counted against the maximum period of eight semesters.
    • A English Language Program student who submits a language proficiency exam with an appropriate score per ACK’s Entrance Placement Equivalencies and drops after classes commence will receive a P-ES grade on his/her transcript. If the student submits her/his score within the first week after the commencement of classes, she or he can progress onto the next Foundation Level or Diploma studies within the same semester subject to availability of space. If not, the student will have to wait until the following semester to resume studies in the College. A English Language Program student who withdraws without submitting a language proficiency exam will receive a RW grade on his/her transcript and will be required to complete a new admission application to return to ACK. Re-admittance of the student cannot be guaranteed and will be subject to the availability of a place at the College.
    • College Withdrawal is reflected on a student’s transcript as detailed in the Withdrawal Codes and Grades.

ACK Initiated Withdrawals

  • Withdrawal from Clustered Units:
    • If a student registered in clustered units fails a unit which is a pre-requisite for the other (s) in the semester, she or he will be dropped from all rest of the units in the same cluster. The dropped units will be removed from the transcript.
  • Withdrawal due to Suspension:
    • A student put on suspension during a semester for violating the Student Code of Conduct (ACK.PLR.SA.01) or Academic Code of Integrity Policy and Procedure (ACK.PLR.VPAC.09) is immediately withdrawn from that semester.
    • The student will lose all academic work done for that semester and will need to repeat the entire course work for that semester if/when she or he is readmitted. Re-admission is not automatic and conditions for re-admission to be satisfied.
    • Withdrawal due to suspension is reflected on a student’s transcript as detailed in the Withdrawal Codes and Grades.
    • Record of suspension is noted on a student’s transcript and is kept on a student’s file with the Admissions & Registration Department. If a student is suspended before Census date, all units will be removed and record of suspension will be noted on the transcript.
  • Withdrawal due to Expulsion:
    • A student who is expelled from ACK during a semester for violating the Student Code of Conduct (ACK.PLR.SA.01) or the Academic Code of Integrity Policy and Procedure (ACK.PLR.VPAC.09) is immediately withdrawn from the College.
    • The student will lose all academic work done for that semester and is not allowed to continue studies in ACK indefinitely.
    • Withdrawal due to expulsion is reflected on a student’s transcript as detailed in the Withdrawal Codes and Grades.
    • Record of expulsion will be noted on a student’s transcript and kept in the student’s file with the Admissions & Registration Department. If a student is expelled before Census date, all units will be removed and record of expulsion will be noted on the transcript.
  • Withdrawal of Dormant Students:
    • Any continuing student who fails to register or to submit a College Withdrawal or Deferral Form as per the terms of this document or the Student Deferral Policy (ACK.PL.AR.205) will be withdrawn from the College after the Census Date.
    • A dormant student who is withdrawn is required to complete a new admission application to continue their studies at ACK. Re-admittance is not guaranteed and is subject to the terms of the Readmission Policy (ACK.PL.AR.102).
    • Withdrawal of a dormant student is reflected on a student’s transcript as detailed in the Withdrawal Codes and Grades.

Financial Penalties

  • For information on financial penalties involved in dropping a unit or financial penalties for withdrawals from College before or after Census Date, the students should refer to the ACK Refund Policy (ACK.PL.FI.07).

Withdrawal Codes and Grades

  • Student Initiated Withdrawals are reflected on student transcripts as following:

Withdrawal Type Timing Students Result Code to appear on the transcript for the unit dropped1 Affects Grade Point Average ? PowerCampus ‘Enrolled Status’ Code
Unit-Drop Before the last day to Drop/Add units as specified in the Academic Calendar All Unit is removed from the transcript No grade is recorded No EN
Unit-Drop After the last day to Drop/Add units as specified in the Academic Calendar, but prior to Census Date Students in Diploma & Degree Programs WW No EN
Unit-Drop After Census Date Students in Diploma Programs who commenced studies prior to Sept’ 14 CNW
This is a FAIL grade
Yes EN
Unit-Drop After Census Date Students in Diploma Programs who commenced studies in Sept’14 & onwards WN
This is a FAIL grade
Yes EN
Unit-Drop After Census Date Students in Degree Programs WN
This is a FAIL grade
Yes EN
  • ACK Initiated Withdrawals are reflected on student transcripts as following:

Withdrawal Type Timing Students Result Code to appear on the transcript for the unit dropped1 Affects Grade Point Average ? PowerCampus ‘Enrolled Status’ Code
Withdrawal due to Suspension After Census Date All WS No SUSP
Withdrawal due to Expulsion After Census Date All WE No DISM
Withdrawal of Dormant Students After Census Date All No grade is recorded No WDNR

TERMS AND DEFINITIONS

  • Census Date: means the last day to withdraw without a grade penalty as defined by ACK Academic Calendar. Should this day fall on a Friday, Saturday or a public holiday, the Census Date will be the next working day.
  • Academic Semester: An academic semester is a Fall or Spring semester. Summer semester is optional and is not considered an academic semester.
  • Unit: Also called a course in ACK, is a basic component of a program, which on successful completion gives credit towards completion of the program of study.
  • Unit Drop: is initiated by a student and means a student has elected not to study a particular unit/s.
  • College Withdrawal: is initiated by a student and means a student has elected to cease studies at the College.
  • Dormant Student: refers to a continuing student who failed to register and did not submit a Deferral or College Withdrawal Form.
  • PowerCampus: Online Student Enrollment System utilized by ACK.
  • Clustered Units: Units taken during the same semester where one unit forms a pre-requisite for the other.
  • Result Codes:

    • WW: is the grade recorded when a student is Withdrawn without Academic Penalty.
    • RW: is the grade recorded when a English Language student is Withdrawn and is eligible to repeat.
    • CNW: is the grade recorded when a Diploma student is Withdrawn after Census Date. This is a Fail grade. (Note: Applicable to students who commenced their Diploma studies prior to September 2014).
    • WN: is the grade recorded when a Diploma or Degree student is Withdrawn after Census Date. This is a Fail grade. (Note: Applicable to those who commenced their Diploma studies after September 2014).
    • WS: is the recorded grade resulting from suspension during a Semester due to violation of Student Code of Conduct Policy and Procedure (ACK.PLR.SA.01) or Code of Academic Integrity Policy and Procedure (ACK.PLR.VPAC.09). This grade is not included in the GPA calculation.
    • WE: is the recorded grade resulting from Disciplinary Expulsion during a Semester due to violation of Student Code of Conduct Policy and Procedure (ACK.PLR.SA.01) or Code of Academic Integrity Policy and Procedure (ACK.PLR.VPAC.09). This grade is not included in the GPA calculation.
    • P-ES: is the grade recorded when an English Language Program student submits a valid IELTS or TOEFL certificate with an appropriate score per ACK’s Entrance Placement Equivalencies after the commencement of classes.

    PowerCampus status codes:

    • EN: is the PowerCampus status code used when a student is enrolled.
    • OWTH: is the PowerCampus status code used when a student is Officially Withdrawn.
    • WDNR: is the PowerCampus status code used for Dormant Students.

ATTACHMENTS

  • Unit Drop Form (ACK.FO.AR.212.01) - System Generated
  • College Withdrawal Form (ACK.FO.AR.212.02) - System Generated

  1. In case of College Withdrawals, the result codes indicated in the table will appear in the transcript for all registered units and the PowerCampus “Enrolled Status” will be changed to “OWTH”. A Foundation Skills Program student who withdraws from the program without submitting a language proficiency exam will receive a RW grade on his/her transcript.

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