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Requests for a refund of tuition charges due to extremely extenuating and unexpected circumstances that completely precludes the student from being able to function as a student are available. Students with reasons that are medical in nature or due to the death of an immediate family member should complete the Medical Withdrawal process. Requests that are not medical related should submit complete Non-medical Tuition Refund process.

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Medical Circumstances Policies and Processes
Non-Medical Circumstances Policies and Processes

Medical Circumstances Withdrawal Policy and Process

UW System Administrative Policy 807 (Effective September 1, 2021)

After the 100% refund period for a term, if a student is faced with a serious or unexpected physical or behavioral health condition that completely precludes the student from being able to function as a student a medical withdrawal may be granted. Students who need to provide care to an immediate family member who is experiencing a serious or unexpected physical or behavioral health condition or who have experienced the death of an immediate family member may also be eligible for a medical withdrawal. Immediate family members include a parent, guardian, sibling, spouse, child or other member of the student’s household.

Students seeking a medical withdrawal need to follow the regular procedure to withdraw from the term. In addition, students need to complete a medical withdrawal appeal form and submit it along with required supporting documentation to the Dean of Students Office. Medical withdrawal appeals will be considered on a case-by-case basis by the Medical Withdrawal Committee who meets on an ad-hoc basis throughout the year.

Documentation for a medical withdrawal appeal must include a supporting letter from a licensed healthcare provider or healthcare records that correlate with and substantiate the request for the term in which the medical withdrawal occurred. In the case of pre-existing, recurring, or chronic health conditions, documentation must show that the recurrence or worsening of the condition(s) began after initiation of the term for which the withdrawal is requested. In the case of death of an immediate family member, an obituary or other official record of death should be submitted as documentation.

Whenever possible, requests for medical withdrawal should occur during the term in which the medical condition arose. Students may apply for a retroactive medical withdrawal up to one year after the end of the term in question. For appeals submitted after the end of the term, transcript adjustments may be the only possible remedy; tuition adjustments may not be granted.

An approved medical withdrawal will result in grades that will not negatively impact GPA calculations for the student. If a tuition adjustment is also granted, refunds will be based on the medical withdrawal refund schedules below.

Medical Withdrawal Refund Schedule

Fall and Spring Full Semester Courses

Winterim, Summer and Other Non-Standard Length Courses

Next steps

Return completed appeal form and documentation to:

Tuition Refund Appeals Committee
Dean of Students Office
Office: 240 Schofield Hall
Fax: (715) 836-5911
Email as attachment: deanofstudents@uwec.edu

Non-Medical Circumstances Refund Process

Requests for a refund of all or a portion of tuition charges due to extremely extenuating and unexpected circumstances may be submitted in writing to the Tuition Refund Appeals Committee through the Dean of Students Office. This is a separate process from any appeal process affecting grades. These adjustments are rare and will be considered only when documented.

The Committee, which meets on an ad hoc basis, provides an advisory decision that is submitted by the Dean of Students Office to the Chancellor for a final decision. At their discretion, members of the Committee may ask appropriate persons to present information to the Committee regarding a particular appeal.

In all cases, the situation or circumstance must have interrupted the student's ability to:

• Adhere to the standard drop procedures/deadlines,
• Attend class(es) for a substantial length of time, and
• Complete the semester

Appeals must be received within 30 days from the end of the term in which the courses were offered.

Directions for Appeal:

1. Clearly state what is being requested and why tuition should be waived.
2. Provide sufficient justification for the request.
3. Attach documentation to support the request.
4. In addition to documentation related to the emergency, the committee will need information from the course instructor(s) indicating that the student had been attending class prior to the emergency and that the student has missed so much time that the student cannot complete the class.

The committee follows strict guidelines on what criteria can be considered for extenuating and unexpected circumstances.

Examples of reasons not accepted include but are not limited to:

• Appealing for non-refundable registration fees
• Voluntary employment change
• Class assignments not met
• Issues between the student and the instructor
• Disciplinary Action
• Unaware of drop schedule
• Non-attendance
• Did not like the course for which you registered
• Incorrect course advising recommendations provided by "other" college
• Instructor says they will take care of it – students are responsible for changes to his/her schedule

Next steps

Return completed appeal form and documentation to:

Tuition Refund Appeals Committee
Dean of Students Office
Office: 240 Schofield Hall
Fax: (715) 836-5911
Email as attachment: deanofstudents@uwec.edu