Withdrawal from W&M

Withdrawal before the ninth-week deadline

An undergraduate student who desires to withdraw from the university between semesters or up to the withdrawal deadline must submit an online withdrawal form to the Office of Academic Wellbeing before the end of the ninth week of the semester. A withdrawal between the add/drop deadline and the withdrawal deadline counts as an attempted semester within the 10-semester rule.  

Withdrawal after the ninth-week deadline

After the ninth week, withdrawal is allowed only for extraordinary circumstances. The student must petition for a late withdrawal from the Committee on Academic Status. Students should consult with a staff member in the Office of Undergraduate Academic Affairs to discuss the process. The withdrawal counts as an attempted semester within the 10-semester rule if approved. Failure to be officially withdrawn will result in grades of failure recorded for all courses carried in that semester if the student stops attending classes.

Administrative Academic Withdrawal (Academic Suspension)

This withdrawal results from the student not meeting the university's minimum probation/continuance standards. The Dean of Arts & Sciences notified the student when the student has been academically suspended by the Committee on Academic Status following the completion of the semester.

Transcript Notation and Future Registration

Students who complete the process to withdraw before the end of the ninth week of the semester or with the permission of the Committee on Academic Status (late withdrawal) will have their current registration noted on their transcript with a “W” beside each registered course. When a student has completed the process for a withdrawal for the upcoming semester, the student will receive grades for the current semester with no notation on the transcript. In all forms of withdrawal, future registration and housing are canceled. If the student has been academically suspended, the student is no longer in “good standing” with the university and must complete specific requirements to be reinstated.

Taking Courses Away

Any student intending to take coursework while withdrawing from William & Mary must have written permission from the University Registrar to ensure that credit will be transferred. Students are advised to register as non-degree-seeking students if they elect to take classes elsewhere; otherwise, they must re-apply to William & Mary as a transfer student. No retroactive transfer of such credit is permitted. Forms are available on the Registrar’s website. Students who have been academically suspended from the university are no longer in good standing and cannot transfer credits to William & Mary from their time away.

Re-enrollment

Reenrollment after any withdrawal requires submitting the Reenrollment Application form no later than the deadlines posted on this website. Virginia students re-enrolling after a withdrawal must re-apply for domiciliary status and are subject to the same criteria as entering students.

Reenrollment after an academic suspension requires that the student first be reinstated by the Committee on Academic Status.

Upon re-enrollment, the student’s Social Class will be adjusted to reflect the period of absence from the university. Social class generally indicates the expected graduation year, assuming four years of full-time enrollment after high school graduation.

Other Factors

Financial Aid: If the student is receiving any type of financial aid and has questions about eligibility for future aid or repayment obligations, the student should talk with a staff member of the Financial Aid Office in Blow Memorial Hall (757-221-2420).

Mailbox Keys: Students must return campus mailbox keys and complete a mail forwarding card to the Postal Services Office before they leave campus. Failure to return the key will result in a replacement fee, which will hold transcripts until the fee is paid.

Residence Hall Housing: Email Residence Life at [[living]] two or three days after you submit your withdrawal request to the Office of Academic Wellbeing. Residence Life will then confirm that your withdrawal has been processed and that you have moved out of your residence hall. Residence Life will cancel your housing assignment(s), void your current contract(s), and remove the related housing fees from your student account.

Any billing adjustments that need to be updated can take up to 10 business days after you have moved out, returned your housing key(s), and had your withdrawal confirmed by the Office of Academic Wellbeing. 

Be advised that if the student's removal from the residence hall occurs due to university disciplinary action or administrative withdrawal, the student will not receive a refund of room rent and may be billed for the remainder of the contract. Withdrawing students currently living in W&M campus housing are required to:

• Move out within 48 hours from the date of the withdrawal unless otherwise approved by Residence Life
• Remove all personal belongings from the university premises 
• Return your room key(s) to the Residence Life office during business hours or place the key(s) in an express check-out envelope and place it in the key drop box outside your residence hall duty office

• When students leave W&M, they are considered commuting students upon re-enrollment
• If a student desires on-campus housing upon return, the student must submit a housing application via Residence Life's Housing Portal as soon as possible after re-enrollment
• It may take up to 3 business days after re-enrollment to access the Housing Portal
• On-campus housing is required for students with a social classification of Freshman or Sophomore and is not guaranteed for other social classes
• Withdrawn students are not eligible for the housing lottery unless they are approved for re-enrollment by the room selection housing contract deadline

Tuition and Fees: When students withdraw from the university, they may be eligible for tuition and fee refunds based upon published deadlines. Housing and meal plan refunds are pro-rated. Students who wish to receive a refund of money on their Express account must fill out the appropriate form at the Tribe Card Services Office. Please contact the Bursar’s Office/Student Accounts for any questions related to billing (757-221- 1217). Failure to address financial holds could result in an inability to acquire transcripts.

Parking Permits: Students should return on-campus parking permits to the Parking Services office and may apply for a pro-rated refund.

Withdrawal Information for Honor or Conduct Reasons

Student Accountability & Restorative Practices (SARP) provides the following information to students who have been issued a sanction of Suspension or Permanent Dismissal to assist with the withdrawal process. This information is not intended to be exhaustive; instead, we provide it to help ensure the student successfully exits the university. Please direct any questions about a specific process to the appropriate offices or departments. Students are responsible and will be held accountable for withdrawing appropriately. For more information, please consult versions of the Student Handbook and the Undergraduate Course Catalog or contact our office.

Permanent Dismissal is an involuntary separation from the university without future readmission. The student must leave the campus and is not eligible to participate in classes or any university-sponsored or university-related activities.

Suspension is an involuntary separation from the university for an indefinite period. During this time, the student must leave the campus and is not eligible to participate in classes or any university-sponsored or university-related activities.

Students separated from the university as a result of conduct or honor actions are not permitted on campus without prior permission from Student Accountability & Restorative Practices.

After the conduct process is completed, the university automatically removes separated students from their current and future pre-registered classes; students are also blocked from future registration until reinstated to Good Standing. Students must first be reinstated to Good Standing by SARP and then complete the enrollment process in order to register for courses.

Due to the many types of financial aid and their varying policies and regulations, we strongly encourage students to speak with the financial aid staff to determine how removal from the university might affect their aid.

Students living in residence halls must complete the necessary paperwork to check out of housing properly. To check out properly, the student must:

• Schedule a check-out with an RA or Residence Life staff member
• Complete a Room Condition Report
• Turn the key into the RA
• Remove all personal items

If a student is suspended or dismissed for an incident that occurred in the same semester as the suspension or Dismissal, the student is not eligible for tuition or fee refunds. As the Housing Contract is a year-long contract, the student is also responsible for paying housing fees for the entire academic year.

Students must return their student ID cards to SARP upon withdrawal.

Students should return on-campus parking permits to Parking Services and may apply for a pro-rated refund.

Students must return mailbox keys to the Campus Post Office and should complete a mail forwarding card.

Students who wish to return to the university after a period of suspension should submit a petition for reinstatement to Student Accountability & Restorative Practices (SARP). SARP will direct the petition to the appropriate committee or administrator who issued the initial suspension for their review. The letter conveying the original sanctuary usually provides a date for the student to petition. Visit the SARP Reinstatement Page for more information about the reinstatement process and timeline.

Once a student has been reinstated, the student must complete a Reenrollment Form, which can be found on the Academic Wellbeing website. The form must be submitted to the Office of Academic Wellbeing no later than July 15 for readmission for the Fall semester and November 15 for readmission for the Spring semester. If a student has been reinstated and there are no other encumbrances on the student’s return, then the student is generally granted re-enrollment by the Office of Academic Wellbeing.