Retroactive Withdrawal and Tuition Credit

A student may be eligible for a retroactive withdrawal when all the following conditions are met:

1. Nature of the Circumstance
   The student experienced an emergency medical or other extenuating circumstance that was beyond the student’s control, unanticipated, and serious in nature, and that is supported by appropriate documentation.
2. Impact on Ability to Withdraw
   The documented circumstances must clearly demonstrate that, due to the nature, severity, or timing of the emergency medical or extenuating circumstance, the student was unable to withdraw from the course(s) by the published deadline.
   
   When a student seeks a retroactive withdrawal from some, but not all, courses in a given semester, the College will consider such requests only when the timing of the emergency medical or other serious extenuating circumstance occurred after the completion of other course sessions within the semester.
   
   Because the College offers multiple instructional sessions within a semester, a student may be able to successfully complete courses in an earlier session (e.g., Accelerated I) prior to the onset of the emergency medical or extenuating circumstance. In these limited situations, a retroactive withdrawal may be considered for later-session courses if the documentation demonstrates that the timing of the circumstance directly prevented the student from withdrawing by the published deadline for those courses.
   
   However, if a student was enrolled in multiple courses within the same session and, during the documented period of extenuating circumstances, was able to successfully complete or withdraw from some courses but not others, the College will not approve a retroactive withdrawal appeal. In such cases, the circumstances do not demonstrate an inability to withdraw by the published deadline.
3. Grade Limitation
   If a final grade has already been posted, the student may only appeal for a retroactive withdrawal if the grade earned was a failing grade.
4. Degree Conferral Limitation
   Retroactive withdrawal appeals will not be considered once a degree has been conferred.
5. Separate Review Following Retroactive Withdrawal Approval
   If a student is approved for a retroactive withdrawal for a course(s), the student may subsequently submit a separate appeal for consideration of a tuition credit. Approval of a retroactive withdrawal does not automatically result in a tuition credit, and tuition credit eligibility is not evaluated at the time the retroactive withdrawal decision is made.

The published withdrawal deadline applicable to the course will be used by the Financial Aid Office to recalculate financial aid eligibility. Please note that if you are covering all or part of your charges with financial aid and you are approved for a retroactive withdrawal, you may be required to return a portion of your financial aid.

Given the financial aid implications of a retroactive withdrawal, students are strongly encouraged to speak with NCC’s Department of Financial Aid before submitting their appeal.

For approved retroactive withdrawals, the published withdrawal deadline applicable to the course will be recorded as the official withdrawal date by the Office of Records & Registration. A notation of “W” (Withdrawal) will appear on the student’s academic transcript for the course(s). A withdrawal does not impact a student’s grade point average (GPA).

Academic Standing will be recalculated as a result of the retroactive withdrawal.

A student may be eligible for tuition credit when all the following conditions are met:

1. Nature of the Circumstance
   The student experienced an emergency medical or other extenuating circumstance that was beyond the student’s control, unanticipated, and serious in nature, and that is supported by appropriate documentation.
2. Timely Withdrawal
   The student withdrew from the course(s) by the published withdrawal deadline due to a documented emergency medical or extenuating circumstance.
   
   When a student withdraws from some, but not all, courses in a given semester, eligibility for a tuition credit will be considered only when the documentation and evidence provided clearly demonstrate why the emergency medical or other serious extenuating circumstance required withdrawal from specific course(s) but did not prevent the student from completing others.
   
   Such determinations may be appropriate when the nature, severity, and timing of the circumstance had a direct and differentiated impact on the student’s ability to participate in particular courses. Examples may include, but are not limited to:
   
   - A medical condition that prevented in-person attendance but did not impede participation in fully online coursework; or
   
   - An emergency medical or other serious extenuating circumstance that occurred after the completion of earlier instructional sessions within the semester, allowing the student to complete those courses but requiring withdrawal from later-session courses.
   
   If the documentation does not clearly support why the student was able to continue or complete certain courses while needing to withdraw from others, a tuition credit will not be approved.

• If approved, the credit may be applied toward future tuition charges for credit-bearing courses upon the student’s return to the College.
• If a student has an outstanding balance, the credit will be applied toward that balance.
• The tuition credit is non-refundable, non-transferable, and must be used within one year.
• If a student has an existing balance that has already been reported to Collections, the College cannot alter or remove the impact on the student’s credit report, even if application of the tuition credit resolves the balance.
• If a student received financial aid during the semester for which credit is approved, the credit must be applied to a subsequent semester before the student can re-establish financial aid eligibility.

The College recognizes that each student’s situation is unique; however, only unanticipated and emergency medical or other serious extenuating circumstances beyond the student’s control will be considered. For retroactive withdrawal appeals, documentation must clearly demonstrate that the nature, severity, and timing of the circumstance directly prevented the student from withdrawing from the course(s) by the published deadline. For retroactive withdrawal and tuition credit appeals, the occurrence of a potentially qualifying circumstance does not guarantee approval. Each request is subject to a thorough review of the documentation and circumstances presented before a final determination is made by the College.

The list below, while comprehensive, is not exhaustive.

• Severe accident with prolonged recovery.
• Severe illness with prolonged recovery and/or requires ongoing close medical monitoring.
• Severe complications resulting from a medical condition.
• Surgery with prolonged recovery.
• Premature labor or other complications of pregnancy requiring extended hospitalization and/or bed rest.
• Severe mental health disorder that requires professional care.
• Physical injury that limits ability to meet course requirements.
• Hardships due to death of immediate family member.
  • Immediate family members include spouse/partner, father, mother, child, foster child, stepchild, sibling, step-sibling, stepfather, stepmother, mother-in-law, father-in-law, or other person living in the same household as the student.
• Involuntary changes in employment conditions that impact a student’s ability to continue in a course (e.g., change in work hours, change in work location, etc.). *
• Sudden loss of childcare that was beyond the student’s control. *
• Sudden loss of transportation that was beyond the student’s control. *
• College error
• Sudden loss of residence that was beyond the student’s control. *
• Jury Duty
• Military-affiliated students – Military orders received after the start of the term that prevent continued enrollment. This can include:
  • Title 10 Active-Duty Orders (mobilization, deployment, or extended service)
  • Title 32 National Guard/Reserve Training Orders
  • Permanent Change of Station (PCS) or Extended Temporary Duty (TDY) relocation.
  • Activation for state or national emergency response (e.g., natural disasters, civil support)
  • Other official military obligations validated by the Director of One-Stop and Military-Affiliated Student Services.

Students who were aware of Military orders prior to enrollment are encouraged to plan their course registration accordingly. Retroactive withdrawal and/or tuition credit appeals may not be approved if the student knew of their obligation before the start of the semester.

*Retroactive withdrawal and/or tuition credit will be granted one time for these extenuating circumstances during a student’s attendance at the College. Students are encouraged to utilize the resources NCC provides through Spartan Cares to address these extenuating circumstances and avoid the need to withdrawal from a course(s).

• Medical or mental health conditions that were known before the start of the semester and did not substantially worsen. *
• Medical situations that could have been reasonably anticipated or addressed through timely action.
• Common, short-term, non-medical emergency illnesses such colds, sinus infections, headaches, etc.
• Mental health conditions that are not verified by a licensed mental health professional.
• Failure to meet normal student responsibilities, including:
  • Awareness of academic calendar dates, such as deadlines for course registration, drop/withdrawal of courses, and tuition payment deadlines.
  • Awareness of course expectations.
  • Active use of NCC communication platforms, such as NCC email, LMS, etc.
  • Seeking academic and/or financial advising.
  • Awareness of college policies and procedures.
  • Acquiring all the needed textbooks and tools required for successful participation in courses.
• Choosing not to attend or complete a class or being dissatisfied with a course.
• Failure of a course transferring to another college or university.
• Situations in which the student had a reasonable time to make other arrangements (e.g., drop, withdrawal, etc.) but no action was taken.
• Hardships due to death of non-immediate family member
  • Immediate family members include spouse/partner, father, mother, child, foster child, stepchild, sibling, step-sibling, stepfather, stepmother, mother-in-law, father-in-law, or other person living in the same household as the student.

* In the case of pre-existing, recurring, or chronic medical/mental health conditions, documentation must show that the recurrence or worsening of the condition(s) began after initiation of the session/semester for which the withdrawal and/or tuition credit is requested.

Before submitting your appeal in Workday, ensure you have all required documentation ready, as you will be asked to upload these materials at the time of submission.

The required documentation includes the following:

Medical: Students seeking a retroactive withdrawal and/or tuition credit due to an emergency medical reason must submit a completed form by a licensed healthcare provider.

View Healthcare Provider Form (PDF)

If they do not have access to a printer, they can either:

• Stop by the Enrollment Center at the Bethlehem or Pocono Campus and get a copy of the form
• Send an email to record@northampton.edu and request for the form to be mailed

Military: Students seeking a retroactive withdrawal and/or tuition credit due to military service obligation must provide documentation of their official military orders (Title 10, Title 32, PCS/TDY, or activation orders) or verification letter from the Director of One-Stop and Military-Affiliated Student Services.

Extenuating Circumstances: A student seeking a retroactive withdrawal and/or tuition credit due to an emergency extenuating circumstance must provide documentation to verify that the extenuating circumstance was uncontrollable, unavoidable and unforeseen. Examples include:

• In the case of providing care due to the illness or injury of an immediate family member, an official letter from the family member’s medical provider, with an explanation, must be provided. The letter must name you as the primary caregiver and should include the dates of care. The medical condition does not need to be disclosed to the committee.
• Copy of obituary or other formal notice in the case of a death of an immediate family member.
• Letter, on official letterhead, from an agency detailing the extenuating circumstance.
• Supporting documentation from an instructor, advisor, or other college officials for an error on the college’s part.
• Official documentation of jury duty, court dates, etc.

In cases where supporting documentation for emergency extenuating circumstances is unavailable, the student should explain the reason in their personal statement. Acceptance of the explanation, as well as any decision to require further documentation, rests solely with the College.

Students are required to submit a typed personal statement that addresses all criteria below. This statement should provide the College with a clear understanding of the nature, severity, timing, and impact of your emergency medical or other serious extenuating circumstance and how it relates to your appeal. The statement should align with supporting documentation submitted.

All criteria listed below must be addressed in the personal statement. Statements that do not sufficiently respond to each criterion may be deemed incomplete and may result in a denial of the appeal.

1. Description of Condition
   Describe the emergency medical or serious extenuating circumstances that led to your request for the course(s) in question.
2. Impact on Academic Functioning
   Explain how this circumstance affected your ability to attend class, complete coursework, participate academically, or otherwise engage in the course(s).
3. Inability to Withdraw by the Deadline (Retroactive Withdrawal Appeals Only)
   If you are requesting a retroactive withdrawal, explain why the timing, severity, or nature of the medical emergency or extenuating circumstance prevented you from withdrawing from your course(s) by the published deadline.
4. Communication with the College
   Describe any contact you had with instructors, advisors, or other College staff regarding your situation, including the approximate dates and nature of those communications.
5. Relevant Dates
   Provide dates that are pertinent to your appeal, including (as applicable):
   a. Date of onset, occurrence, diagnosis, or significant change in symptoms or circumstances
   
   b. Dates of treatment, medical appointments, hospitalizations, surgeries or other interventions or events
6. Course-Specific Impact (If Applicable)
   If you are requesting an appeal for some but not all courses taken in the same semester, explain why you were able to complete or withdraw from certain courses but not others.
7. Pre-Existing Conditions or Circumstances (If Applicable)
   If the medical condition or extenuating circumstance existed prior to the start of the semester, describe any worsening of symptoms, escalation of circumstances, or significant change in impact during the term that contributed to this request.
8. Additional Context
   Include any other information you believe is relevant and would assist the College in understanding your situation.

Once you’ve acquired all needed documentation, follow the steps below to submit your appeal in Workday:

• Hover over Student on the left-hand side of your Workday homepage
• Select Academics
• Under General Questions header on the right-hand side, select “Submit Retroactive Withdrawal or Tuition Credit Appeal”
• In the Request Type box, select either “Retroactive Withdrawal Appeal” or “Tuition Credit Appeal”
• Complete all questions on the appeal form and upload required documentation
• Submit Appeal

Students have up to one year from the course’s final grade deadline to submit an appeal for a tuition credit.

If you withdrew from your course(s) by the published deadline due to an emergency medical or extenuating circumstance, you do not need to submit a retroactive withdrawal appeal. In this case, you should submit only a tuition credit appeal.

If an emergency medical or extenuating circumstance prevented you from withdrawing by the published deadline, you must first submit a retroactive withdrawal appeal. If that appeal is approved, you may then submit a separate tuition credit appeal.

Appeals are reviewed by a committee composed of the Vice Provost of Academic Affairs, the Registrar, a Student Affairs administrator, and other college representatives, as needed. Reviews are typically completed within 45 business days of receipt of a completed application.

As part of the review process for retroactive withdrawal appeals, the course instructor will be contacted prior to the committee meeting to obtain feedback regarding the student’s participation, academic performance, and any relevant circumstances observed during the term. The instructor’s input will be considered as one component of the overall evaluation of the retroactive withdrawal appeal.

Students should check their NCC email account regularly, as the committee may email the student and request additional documentation, etc.

If the appeal is missing any required information or if the committee requires additional information, the student will be contacted via their NCC email address.

Submission of an incomplete application/missing documentation cannot be reviewed by the committee and will significantly delay the review process.

If the student fails to provide the requested information and/or documentation, the appeal may be denied at the College’s discretion. In these circumstances, the student would need to submit a new appeal to restart the review process.

Decisions will be communicated in writing to the student's NCC email address. All decisions are final and not subject to further review or appeal.