Request for Administrative Withdrawal

An administrative withdrawal allows students to withdraw from all courses in a specific term due to documented extenuating personal circumstances that prevent them from continuing their coursework. A request for administrative withdraw is available after the regular course withdrawal deadline has passed.

Important: An administrative withdrawal applies to all courses in the applicable term. Students cannot request an administrative withdrawal from individual courses.

Before submitting an application, check the ODU Academic Calendar to determine whether the regular course withdrawal deadline has passed.

• Before the withdrawal deadline: You do not need to request an administrative withdrawal. You can generally withdraw from courses through LEO Online (Banner Registration) or by submitting a completed Drop/Add/Withdraw Form to the Office of the University Registrar.
• After the withdrawal deadline: If documented extenuating circumstances prevented you from continuing your courses, you may be eligible to request an administrative withdrawal. Prior to the last day of classes, you also have the option to submit a Request for Exception – Permission to Withdraw After Deadline to your course instructor(s) with appropriate documentation. 

ODUGlobal students may request an Administrative Withdraw when they experienced documented extenuating circumstances in a term. Extenuating circumstances may include:

• Personal illness: Physical or mental illness that prevents you from participating in your courses.
• Family illness: Physical or mental illness of an immediate family member that requires your care or support.
• Death of an immediate family member: Bereavement circumstances that prevent you from participating in your courses.
• Employment or military obligations: Involuntary changes in your employment schedule or military orders that interfere with your ability to participate in your courses.

Definition of Immediate Family Member: Parents, spouses, children, siblings, grandparents, stepparents, stepchildren, step-siblings, and any relative residing in your household.

To request an administrative withdrawal, you must submit an application and supporting documentation to the ODUGlobal Advocacy and Care Team (ACT).

Follow these steps:

1. Complete the Request Form. Submit the Request for Administrative Withdraw Form and explain the extenuating circumstances that prevented you from continuing your courses.
2. Provide supporting documentation. Documentation must verify your circumstances and relevant dates. Requirements may vary depending on the reason for your request.
3. Submit your completed application. Requests should be submitted as soon as possible and must be initiated within one calendar year of the last day of classes for the term for which you are requesting an administrative withdrawal.

Important: Submitting an application does not guarantee approval. Requests are reviewed based on the circumstances and supporting documentation provided.

Required Supporting Documentation

Supporting documentation must verify the circumstances associated with your absence. Depending on the reason for your request, the following documentation may be required:

Personal Physical or Mental Illness

A letter or note from your healthcare provider, doctor's office, urgent care facility, or hospital that confirms the dates you were unable to participate in classes and, when applicable, your anticipated return date. The letter must be on official letterhead, dated, and signed by the healthcare provider.

Please do not submit medical records or detailed medical information.

Physical or Mental Illness of an Immediate Family Member

A letter from your family member’s healthcare provider verifying their medical circumstances, your role in providing care or support, and the relevant dates. The letter must be on official letterhead, dated, and signed by the healthcare provider.

Death of an Immediate Family Member

Documentation such as an obituary, funeral program, or death certificate verifying the death of your immediate family member and your relationship to the individual.

Involuntary Employment Changes or Military Obligations

An official letter from your employer or commanding officer that:

• Is typed, dated, signed, and on official letterhead.
• Describes the involuntary change in employment or military obligations, such as a schedule change, relocation, or increased workload.
• Identifies the dates and explains how the change affected your ability to participate in your courses.

Letters must be typed, dated, signed by the employer or commanding officer, and provided on official letterhead.

Before You Apply: Important Considerations

Before requesting an administrative withdrawal, it is important to understand how withdrawing from your courses may affect your financial aid, tuition charges, and academic progress. You should also consider whether other options may allow you to successfully complete your coursework.

1. Did You Receive Financial Aid?

Withdrawing from courses may affect your current financial aid award and future eligibility. Depending on your circumstances, you may be required to repay some of the financial aid you received.

If you received financial aid, we strongly encourage you to speak with your ODUGlobal Financial Aid Counselor (globalfinaid@odu.edu) before requesting an administrative withdrawal. Your counselor can help you understand the potential financial impact and review your options. Connect with a Financial Aid Counselor.

2. Are You Considering a Tuition Appeal?

Students who withdraw from courses due to documented extenuating circumstances may be eligible to request a tuition refund through the Tuition Appeal process administered by the Office of Finance. An administrative withdrawal and a tuition appeal are separate processes. Approval of an administrative withdrawal does not guarantee a tuition refund.

If you received financial aid, you must consult with Financial Aid (globalfinaid@odu.edu) before submitting a tuition appeal to determine how a potential refund could affect your financial aid. Learn More About Tuition Appeals. 

3. How Could Withdrawing Affect Your Future Financial Aid Eligibility?

Federal financial aid eligibility is based in part on Satisfactory Academic Progress (SAP) requirements, which include maintaining a minimum grade point average (GPA) and successfully completing a required percentage of attempted credits.

Withdrawing from courses can negatively affect your pace of completion, even though a withdrawal (W) does not affect your GPA.

If you lose financial aid eligibility because you do not meet SAP requirements, you may be eligible to submit a SAP Appeal based on documented extenuating circumstances.

Important: Students are permitted only one SAP Appeal during their academic career at ODU. Learn More About Satisfactory Academic Progress (SAP).

4. Have You Considered Requesting an Incomplete Grade?

If you have completed most of your coursework but are unable to finish due to extenuating circumstances, you may want to ask your instructor about receiving an Incomplete (I) grade instead of withdrawing.

An Incomplete is a temporary grade that allows eligible students additional time to finish outstanding coursework.

To be considered for an Incomplete, students generally must have completed at least 80% of the coursework and be in good standing in the course.

Instructors determine whether to approve an Incomplete and establish deadlines for completing outstanding work. However, all remaining coursework must be completed by the end of the following term. Any Incomplete grades that remain unresolved after that deadline will automatically convert to an F.

Important: Incomplete grades are granted at the discretion of the course instructor and are not guaranteed. Contact your instructor to discuss whether this option may be appropriate for your situation. Learn More About Incomplete Grades.

1. Application Review

Once ACT receives your completed application and supporting documentation, review and processing may take up to two weeks. Additional information may be requested if needed.

2. Decision Notification

You will be notified of the decision through your ODU student email account or your personal email account if you are no longer enrolled.

3. If Your Request Is Approved

ACT will submit your administrative withdrawal request to the Office of the University Registrar. Your instructors will be notified and given an opportunity to object if your academic performance in a course does not support assigning a withdrawal (W).

If an instructor objects, they will notify the University Registrar, and your original grade for that course will remain.

The Registrar's Office will update your academic record, as applicable. Please allow additional time after receiving your approval notification for changes to appear on your transcript.

4. If Your Request Is Denied

Administrative withdrawal denials cannot be appealed. However, if you have new or previously omitted supporting documentation, you may resubmit your application for review.

Administrative withdrawal requests must generally be initiated within one calendar year of the last day of classes for the applicable term.

If you miss this deadline, you may still submit a request for consideration through an appeal process.

In addition to the Administrative Withdrawal Application, you must provide:

• Supporting documentation: Documentation verifying the extenuating circumstances that prevented you from continuing your courses.
• Explanation for the late submission: A written statement and convincing supporting evidence explaining why you were unable to submit your request within the one-year deadline.

Late requests are reviewed by an appeals committee consisting of at least three faculty and/or administrative representatives. Approval is not guaranteed.

If you have questions about the administrative withdrawal process or documentation requirements, contact theODUGlobal Advocacy and Care Team (ACT) at GlobalAdvocacy@odu.edu.