Title

Failure to Withdraw (FW) Policy

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Steward

Steward:

Vice President of Student Affairs

Category:

Educational

Effective date:

May 17, 2017

Last content update:

May 17, 2017

Purpose

The purpose of this policy is to comply with federal regulations regarding Title IV Financial Aid disbursement ensuring student attendance. The Failure to Withdraw (FW) grade serves to ensure appropriate adjustments to student financial aid award by verifying enrollment status and allowing recalculation should a student stop attending. The FW grade also serves as notification to Student Services that the student’s academic success is at risk; intervention is warranted.

The College is required to return funds disbursed to students who fail to attend as soon as possible but no later than 45 days after the date that the school becomes aware that a student has ceased attending. Once payment is made to a student, who is found not to be in attendance it must be recalculated and funds may be pulled back. The college is liable for that payment and returning those funds.

Definitions

FW/Failure to Withdraw

When the student has ceased active participation for 14 consecutive calendar days (including holidays) prior to the end of the term.

14 Consecutive Calendar Days

14 consecutive calendar days includes scheduled holidays and breaks less than five consecutive days in length as per FSA guidelines.

Active Participation

In reference to online courses, active participation is completing academically related activities or assignments from your instructor. Examples include but are not limited to posting a discussion, uploading an assignment, taking a quiz, or completing a survey. The assignment may vary by course and instructor. Logging into the online classroom or Learning Management System is not evidence of active participation.

Academic Attendance and Academically Related Activities

The Federal Financial Aid Handbook identifies the following perimeters regarding academic attendance and academically related activities at it relates to Title IV funding (V.5 Ch.1).

Academically related activities include but are not limited to:

Physically attending class where there is an opportunity for direct interaction between the instructor and students
Submitting an academic assignment
Taking an exam, completing and interactive tutorial, or participating in a computer-assisted instruction
Attending a study group that is assigned by the college
Participating in an online discussion about academic matters
Initiating contact with a faculty member to ask a question about that academic subject studied in the course

Examples that are not considered evidence or proof of academic activities or academic engagement with the college:

Living in institutional housing
Participating in the school’s meal plan
Logging in to an online class without active participation
Participating in counseling or advising

The Federal Student Aid Handbook specifically identifies that documenting that a student logged into an online class is not sufficient to demonstrate academic attendance. The college must demonstrate student participation in class or via other academic activities. Examples of online academically related activities may include:

Participation in an academically relevant online discussion
Contact (to include email) with the faculty member to ask a course-related question
Student submission of an academic assignment
Student submission of an exam
Documented student interaction in an interactive tutorial or computer-assisted instruction (third-party software)
Posting in an online study group assigned by the instructor/institution

Policy

A grade of FW is posted for any student who has ceased to attend or actively participation in a course for 14 consecutive calendar days (including holidays) prior to the end of the term.

Students are responsible to attend and actively participate in each course for which the student is enrolled. Attendance or participation in one course does not qualify as proof of attendance or participation in any other course.

A grade of FW removes the student from the course. The student may no longer attend the course or access any course content. Electronic access via any means to include the Learning Management System (LMS), will be revoked.

The FW grade is a final grade. The FW designation does not affect grade point average and may force a recalculation of financial aid if the FW is applied prior to the 60th percentile of the term or represents a total withdrawal from all coursework.

The removal of a FW grade, and subsequent re-entry into the course, is at the discretion of the instructor. Faculty have the authority and right to uphold a grade of FW and are under no obligation to reinstate a student if the student has met the conditions for a grade of FW. If a student does not agree with the issued grade, the student may appeal the FW grade using the criteria outlined in the College's Grade Appeal Policy.