Policy Rationale
Vermont State University (VTSU) is committed to promoting student success by establishing clear and consistent guidelines for adding , dropping , and withdrawing from courses. These structured dates allow students to make informed schedule changes.
Policy
Students may add courses within the first 6% of the course duration without needing instructor permission, providing space is available. After this period, and until 13% of the course duration, students must obtain instructor approval to enroll in a course. Beyond 13% of the course duration, adding a course requires permission from both the instructor and the appropriate Dean of School. Add dates are listed on the VTSU Academic Calendar.
Students may drop a course within the first 13% of the course duration without it appearing on their transcript. After this point, any course removal is considered a withdrawal, and a “W” notation will be recorded on the student’s transcript. Withdrawals are permitted up to 60% of the course duration. Drop and withdrawal dates are listed on the VTSU Academic Calendar. If extenuating circumstances prevent a student from completing a course after this deadline, they may request a late withdrawal through an appeal process, which requires supporting documentation.
Students who wish to drop or withdraw from all enrolled courses in a given term must follow the Exit/Leave of Absence policy.
Procedures
Adding a Course
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Within the first 6% of the course duration: Students may add a course without instructor permission, provided there is an available seat, either through Self-Service (requires advisor permission) or by submitting a Course Add/Drop/Withdrawal/Audit/Override Form.
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Between 6% to 13% of the course duration: Students must obtain written approval from the instructor before adding a course. They register for the course by submitting a Course Add/Drop/Withdraw Form, with the instructor’s approval attached.
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After 13% of the course duration: Students must obtain written approval from the instructor and appropriate Dean of School before adding a course. They register for the course by submitting a Course Add/Drop/Withdraw Form, with the instructor’s and Dean’s approval attached.
Dropping a Course
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Within the first 13% of the course duration: Students may drop a course without instructor permission, however, they are encouraged to consult with their faculty academic advisor first. Students may initiate a drop either through Self-Service (requires advisor permission) or by submitting a Course Add/Drop/Withdrawal/Audit/Override Form.
Withdrawing from a Course
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Between 13% to 60% of the course duration: Students may withdraw from a course without instructor permission, however, they are encouraged to consult with their faculty academic advisor first. Students may initiate a withdrawal either through Self-Service (requires advisor permission) or by submitting a Course Add/Drop/Withdrawal/Audit/Override Form. The course will remain on the student’s transcript with a grade of “W.”
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After 60% of the course duration (Late Withdrawal): Students may request a late withdrawal only in cases of documented extenuating circumstances (e.g., medical emergencies, significant personal hardships). Students must complete the Late Course Drop/Withdrawal/Appeal Form and include supporting documentation. The appeal will be reviewed by the appropriate Dean of School, and the student will be notified of the decision.
Withdrawing from All Courses (Exiting the University)
Responsibilities
University:
- Publish and maintain clear deadlines for adding, dropping, and withdrawing from courses in the Academic Calendar.
- Review and process course withdrawal requests, including late withdrawal appeals, in a timely and consistent manner.
- Notify students of appeal decisions regarding late withdrawals and provide guidance on next steps if needed.
Students:
- Consult with their advisor and/or the financial services office to understand the potential academic, financial, athletic, and other implications of adding, dropping, or withdrawing from a course.
- Review and adhere to the Course Add, Drop, and Withdrawal deadlines published in the Academic Calendar.
- Obtain required approvals from instructors and/or the Dean when adding or withdrawing from courses beyond standard deadlines.
- Submit all required forms, including the Exit/Leave of Absence Form if withdrawing from all courses in the same semester.
- Maintain communication with instructors and university staff if experiencing academic or personal challenges affecting course completion.
Related Documents and Forms
Academic Calendar
Course Add/Drop/Withdrawal/Audit/Override Form
Late Course Drop/Withdrawal Appeal Form
Related Policies
Exit/Leave of Absence Policy
Military Active-Duty Deployment
Vermont State University Housing Policy - Credits Per Semester
Satisfactory Academic Progress
Date of Last Approved Revision: March 2025
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