Attendance and Withdrawals

A student’s full participation in class and community activities is vital to their academic success at Midland. As a general university practice, students are expected to attend all classes and, when absent, are responsible for work missed. Please see course syllabi for guidelines. Violation of attendance guidelines may be reported to Academic Affairs and excessive absences may be accompanied by a recommendation for administrative withdrawal from a course. The responsibility of arranging for and completing work missed rests with the student involved and should be arranged prior to a class absence.

Students will be considered active and in attendance when they are completing an academically related activity. This includes, presence in class, completing assigned work outside of class for hybrid or online courses, taking an exam, submitting an academic assignment, or the like. Students may be excused from courses for Midland-sanctioned events. It is the responsibility of the student to communicate with the faculty member regarding these events. Designated university staff will be responsible for reporting sanctioned events.

Withdrawals

It is the responsibility of the student to register for and drop or withdraw from classes in accordance with the policies and procedures outlined in the University Catalog and/or Student Handbook. Adjustments to their schedules must be made before the official Census day of that term, as indicated in the Academic Calendar.

A student who finds it necessary to fully withdraw from Midland before the end of a term should obtain and complete the necessary paperwork from the student’s academic advisor. This must be done within one week following the last attendance at class. This procedure must be followed in order to ensure an official withdrawal. If withdrawal occurs prior to four weeks before the last day of classes in that term but after the last day to drop, a grade of W is then assigned to all courses unless an AW or IW has already been assigned. Failure to attend class for any period of time does not constitute a withdrawal. Failure to complete the withdrawal procedure through academic advising or the University Registrar’s Office will not constitute withdrawal and may result in failing grades being placed on a student’s permanent academic record.

Administrative Withdrawal

Students are expected to prepare for and attend all classes for which they are registered and to act in a manner consistent with an academic environment while attending class. An Administrative Withdrawal (AW), subject to approval of the Chief Academic Officer, may be assigned when the student consistently fails to abide by the policies established for the class and/or exhibits disruptive or unruly behavior in class. For GPA computation, an AW is computed as an F.

Students who are administratively withdrawn will be notified through an email message from Academic Affairs. Students will have 24 hours to appeal their removal. If disruptive or unprofessional behaviors are the rule rather than the exception, the student is subject to dismissal from the University. An AW grade, once assigned, is final and cannot be erased by withdrawal from the course or from the University.

Institutional Withdrawal

On rare occasions, the University will not permit a student to be on campus due to disciplinary or non-academic reasons. In these instances, it is not appropriate to assign a grade on the basis of missed assignments since the student cannot participate in class. A grade of Institutional Withdrawal (IW) will be assigned by the Chief Academic Officer when the University has taken action to remove a student for non-academic reasons. In this circumstance, the student has not chosen to withdraw from the University (W), nor has the institution administratively withdrawn the student for academic reasons (AW). The IW grade will result in zero credits earned and will require a last date of attendance from the instructor(s) involved. This grade will not calculate into the student’s GPA.

Unofficial Withdrawal

Per federal regulations, schools are required to review students who received federal financial aid and did not pass any classes. An assessment must be made to determine whether the student earned the non-passing grades while attending classes or stopped attending classes but did not officially withdraw. Students who stopped attending classes may be required to repay a portion of the federal financial aid for that semester. If it is determined that a student never began attendance in some or all classes, aid may be canceled completely. The review process must be completed within 30 days after the end of each semester.

The midpoint of the semester is used to calculate the amount of federal financial aid refund the student owes unless a later date of academic activity can be verified by the instructor. If academic activity beyond the midpoint of the semester can be verified in even a single class by the student or an instructor and the student began attendance in all classes, the amount of financial aid the student is required to repay may be reduced. If academic activity beyond the 60% point of the semester can be verified in even a single class by the instructor and the student began attendance in all classes, the student may not need to repay any financial aid.

Medical Withdrawal Policy

Policy

When a student’s medical status does not allow them to meet the obligations of enrollment as a student, the student may be eligible for a Medical Withdrawal. A Medical Withdrawal provides the student the opportunity to seek treatment or care that eliminates the interfering health condition or assists in managing or controlling the interfering health condition.

Medical Withdrawals are reviewed and processed on the Fremont campus by the Vice President for Student Affairs. Requests for withdrawal must be supported by credible and thorough documentation from a requesting individual and an impartial, licensed medical professional.

Procedures
Guidelines for Medical Withdrawals

• The term “medical” is broad and includes illnesses, injuries, or conditions that are mental or physical.

• Medical Withdrawals can occur at any time during the semester. Students withdrawing from courses after the withdrawal deadline must provide a detailed explanation to support their request for withdrawal.

• Medical withdrawals are considered complete withdrawals, meaning that students are withdrawn from all classes. In certain circumstances, a student may be granted a partial withdrawal for medical reasons. If a partial medical withdrawal is sought, the supporting documentation must justify it.

• Requests for medical withdrawal must be completed in writing and be accompanied by documentation supporting the request. Students should complete the request form when capable. If the student is not capable, a designee may do so on behalf of the student. The university will consider the student’s designated emergency contact as a designee unless another individual is warranted by the circumstances surrounding the request for medical withdrawal. 

• Additional requests for medical withdrawal are not normally granted for the same medical condition or circumstances unless the student presents new documentation from a medical provider. The university may consider a student's enrollment history and past withdrawals before granting a medical withdrawal.

• The following are not considered extenuating circumstances covered by the medical withdrawal policy:

  • Medical condition or chronic illness known to the student at the time of enrollment (unless unforeseen symptoms or relapse occurs; this will be determined on a case-by-case basis).

  • Changing of major or transferring to another institution.

  • Inability (for any reason) to pay your tuition bill or delays in financial aid notification.  

• Students who are granted a medical withdrawal will have Ws recorded on their transcript unless the circumstances justify a cancellation of enrollment. The W from a medical withdrawal is not different than a W if the student self-withdraws.

• If a student is approved for a medical withdrawal and has registered for future courses in future terms, those courses may be administratively dropped. This decision is evaluated on a case-by-case basis, and is based on factors such as:

  a) the time at which the medical concern arises in the present term,

  b) the severity or intensity of the medical concern,
  c) the extensiveness of treatment, and
  d) the opinion of the treating healthcare provider. Students should be cautious in attempting to return to school before they are
  physically or mentally ready.

• Financial aid implications of the Medical Withdrawal are dependent upon the student’s financial aid package, as determined by the Office of Financial Aid.

• Students granted a Medical Withdrawal need to submit a Request to Return from Medical Withdrawal as well as reapply to return to campus. A Student Affairs Hold will be placed on the student’s record to ensure that all necessary steps are completed before readmission.

• Withdrawing can have implications for degree completion, future registration, financial aid eligibility, return of financial aid funds, visa status, and university housing and meal plan obligations. It is important for a student to consider the full implications of a complete withdrawal.

Steps to Request a Medical Withdrawal

When, after consultation with university representatives and medical professionals, a student decides to pursue a Medical Withdrawal, the student must complete the following steps:

1. Review the Medical Withdrawal Information Packet (Available online);

2. Consult with campus partners to understand the implications of complete withdrawal:

   a. Financial Aid and Student Billing about financial aid implications

   b. Student Success Center about degree progression implications

   c. (if applicable) Residence Life about Housing Contract implications

3. Complete the Medical Withdrawal Request Form, including submitting all documentation, and sign the Release of Information.

   a. Supporting documentation must come from an impartial, licensed medical professional who has been treating the student. See the “Medical Professional Documentation Requirements” for an outline of what is required from the provider for documentation.

   b. The completed form and all documentation must be submitted before the end of the term for which the Medical Withdrawal is
   requested.

Steps to Return from Medical Withdrawal

When a Medical Withdrawal is approved, a registration hold is placed on the student’s account preventing registration. Students wishing to return to Midland after a Medical Withdrawal must complete the following steps:

1. Reapply for admission to Midland;

2. Complete the Medical Withdrawal Re-enrollment Form, including providing supporting documentation from a medical professional that the student is physically and emotionally ready to return;

   a. Supporting documentation must come from an impartial, licensed medical professional who has been providing treatment or care to the student. See the “Medical Professional Documentation Requirements” for an outline of what is required from the provider for documentation.

3. Meet with campus partners to support a successful transition back onto campus:

   a. Financial Aid and Student Billing about financial aid implications.

   b. Student Success Center about degree progression implications.

4. The University may require students to meet with the Vice President for Student Affairs, or their designee, to discuss the students return or be evaluated by a healthcare provider chosen by the University.

The approval process can take several days. Students should plan to have all documentation submitted at least a week prior to the start of the term for which the student wishes to return. The student may not register for classes until the Return from Medical Withdrawal is approved. Class availability is limited near the start of each semester; submitting the application to return as early as possible will allow the student greater flexibility in selecting and registering for classes.

Other Considerations

Federal Financial Aid and Scholarship Implications

Students that receive loans or grants through the Federal Government may be required to return a portion of those funds depending on the last date they attended classes.

If the last date of class attendance (defined as academic related activity) occurs before sixty percent (60%) of the term has been completed, a student may be required to return a portion of loan and grant funds. How much the student must return is dependent on a federal formula and calculation that the Office of Financial Aid must complete after ascertaining the last date a student attended class and confirming attendance. Until this process is complete, there is no ability for the university to determine the exact amount that will need to be returned. If students receive a tuition and fee refund, those funds may need to be returned to cover the loan and grant money that must be returned.

Students receiving scholarship funds will have their scholarship funds cancelled and will be required to have the scholarship reinstated prior to their return. Reapplying to Midland will initiate a review and reissuing of a new financial aid package.

For purposes of financial aid, students will be treated as though they have withdrawn from the university. Return to Title IV calculations will be conducted if applicable and lenders will be notified of the student’s last day of class attendance at Midland University.

Tuition and Fee* Refunds

Midland’s refund calendar is based on the principle that the longer a student is enrolled at the University, the more services and resources are devoted to their education. As a result, the longer a student is enrolled, the amount they may receive in a refund declines with time. The University has identified a more forgiving calendar for students that encounter medical difficulties than would otherwise be available to students who withdraw for non-medical reasons.

This refund schedule only applies to approved Medical Withdrawals.

Refund Determination for Semester-Long Classes:

*Technology and activity fees only.

University Housing Refunds

University Housing Policy requires that individuals must be enrolled in classes to be eligible to live on campus. There is no additional housing cancellation fees for students who withdraw from the institution. There are no refunds for room and board after 30 days from the beginning of the semester or first module of attendance. This follows the housing refund schedule outlined in the housing contract.