| Policy Sponsor: | Office of the Registrar |
| Policy Contact: | Coordinator, Enrolment Services and Academic Records |
| Policy Number: | 149 |
| Effective Date: | September 1, 2011 |
| Approval Group: | Athabasca University Academic Council |
| Approval Date: | June 15, 2011, Motion # 230-6 |
| Review Date: | September 1, 2012 |
Purpose
This policy provides the regulations for withdrawing and obtaining a refund in a grouped study course and the effect the withdrawal has on the official student record.
| Definitions |
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| Course Contract End Date (Grouped Study) | The last day that students have to complete their course. A course contract end date is either the date of the final exam, or if there is no final exam, the date of the last scheduled course meeting. |
| Course Contract Period (Grouped Study) | The time that students are actively registered in a grouped study course. The course begins on the course contract start date (the first scheduled course meeting) and runs until the contract end date (the last scheduled course meeting). |
| Course Contract Start Date (Grouped Study) |
The date students officially start a grouped study course, which is the first scheduled course meeting. |
| Course Work | All required activities (assignments, clinical or practicum placements, quizzes, papers, examinations, etc.) that are submitted for marking towards the final grade. Once a student has submitted course work through one of the acceptable method(s) outlined in their learning resources and/or by their Tutor or Instructor, and the course work is received, the course work will be deemed to have been submitted for marking. |
| Grouped Study Course | Athabasca University’s (AU) term for courses that are offered in a classroom setting (usually at a collaborating institution) or courses where students study in a group in a web-based online environment with common deadlines for completion of course activities. |
| Nursing Practicum Course | Nursing practicum courses include both theory and clinical components and are offered within a designated 4-month timeframe. Theory components are online, while clinical components are at varied locations and times. |
| Transcript | An official document issued by Athabasca University that conveys information related to the official student record. |
| Policy Statements |
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| 1. | Students have the ability to withdraw from a grouped study course and potentially receive a refund if they determine they cannot finish the course, provided they meet the following criteria: |
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| a. | Prior to, and up to 15 days after, the course contract start date: |
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| b. | After 15 days, and on or before the course contract end date: Students who withdraw from a course after 15 days, and on or before the course contract end date will be assigned a grade of “W” (Withdrawal) on the transcript and credit will not be awarded for the course. No refunds will be given. |
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| c. | After the course contract end date: Students cannot withdraw after the course contract end date. If no course work has been completed, a grade of "F" (Failure) will be assigned and recorded on the transcript. No refunds will be given. |
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| 2. | Withdrawals are not permitted by students in these circumstances: |
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| a. | after the course contract end date; |
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| b. | after the final exam is attempted and deemed to have been written; |
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| c. | after all course work is deemed to have been submitted for marking for courses that do not have a final exam requirement; |
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| d. | during disciplinary proceedings. If, at the conclusion of the proceedings it has been decided not to proceed with a charge of Academic Misconduct or Non-Academic Misconduct and the student wishes to withdraw from a course or program, the withdrawal may be backdated to the date the proceedings were initiated, at the request of the student. |
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| 3. | Students in a nursing practicum are allowed to withdraw during the theory component of their professional practice course provided they have not started their clinical placement. Normally no refunds will be given after students have registered in a nursing practicum course. Withdrawal requests during the clinical placement are not allowed unless approved by the Centre for Nursing and Health Studies Chair, Undergraduate Programs. |
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| a. | The student who requests a course withdrawal prior to the first scheduled clinical day, will be assigned a grade of “W” (Withdrawal) and no credit will be awarded for the course. The assigned grade will appear on the transcript. |
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| b. | The student who requests a course withdrawal on or after the first clinical day, must discuss their withdrawal request with the Centre for Nursing and Health Studies Chair, Undergraduate Programs. If the withdrawal request is accepted, typically a grade of “F” (Failure) will be assigned and no credit will be awarded for the course. The assigned grade will appear on the transcript. |
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| 4. | Withdrawals must be submitted as outlined in the Undergraduate Course Withdrawal and Refund Procedures – Grouped Study. |
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| 5. | All appeals related to this policy must be made in accordance to the procedures of the Undergraduate Course Withdrawal and Refund Procedures – Grouped Study. |
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| a. | All first level appeals to this policy will be addressed by the Office of the Registrar’s Student Appeals Officer, or designate. |
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| b. | All second level appeals will be addressed by the Office of the Registrar’s Coordinator, Enrolment Services and Academic Records, or designate. Second level appeals will not be accepted if a response has not yet been provided to a first level appeal. The Coordinator, Enrolment Services and Academic Records, or designate, has the final decision making authority on all appeals to this policy. | |
Applicable Legislation and Regulations
N/A
Related References, Policies, Procedures and Forms
History
Athabasca University Academic Council, June 15, 2011, Motion # 230-6
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Return to Previous Page
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Office of the University Secretariat, August 31, 2011
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