Late Course and University Withdrawal

*Undergraduates Students in the Faculty of Engineering ONLY*

Prior to the university late withdrawal (without refund) deadline, students must withdraw from their course(s) via Minerva themselves.

After the university late withdrawal (without refund) deadline, students may request a late withdrawal without refund via our webform. Please note, requests will be evaluated on a case-by-case basis and permission for a late withdrawal will be granted only under exceptional circumstances (with supporting documentation) and only in the term in which a student is registered for the course (i.e. not retroactively). Supporting documentation must be submitted in the term in which a student is registered for the course. Late course withdrawal requests are not guaranteed.

REMINDER: you are responsible for your academic record. If you are thinking about withdrawing and do not take action, you may experience potential issues. Be proactive, assess your situation, inform yourself of university deadlines and rules, seek advice and help in your decision making.

Non-attendance at classes does not constitute a withdrawal. It will result in a grade of "J" (failure due to absence). So, what happens when you don't withdraw from a class you stopped attending?

If you miss a final exam, or fail to submit required coursework, you will receive a "J" instead of a "W" for a final grade in the course. A "J" grade is equivalent to a zero in the course and will count as such for your CGPA. A "J" grade remains a permanent part of your record; you will not be able to erase it. You could fall into probationary or unsatisfactory standing as a result of a "J" grade.

Students should be advised that:

1. A meeting with an SAO advisor is recommended prior to submitting a request; see our Contact Page to schedule an appointment.
2. Late withdrawal(s) from individual courses (as opposed to a whole term) will be carefully considered to ensure that the reason is truly relevant/limited to the requested course(s)
3. Repeat late withdrawal requests and requests for previously approved circumstances may be refused in future terms, depending on the situation
4. Requests must be submitted via this webform, accompanied by a personal statement, responding to the following questions:

• Why are you requesting a late withdrawal(s) (i.e. What exceptional circumstances exist?)
• Why did you not withdraw during the approved time period on Minerva?
• What steps have you taken to address this problem, prior to making this request?

For questions or further information about the policy or process, please send an email to the advisor.engineering [at] mcgill.ca (Advisor in-box) or visit MESC in FDA Room #22.

Please note: Requests to withdraw from all courses in a term should be done via MINERVA before the final withdrawal deadline (no refund). This will be considered a full University Withdrawal. Please note, in the case of a university withdrawal, a student must apply for readmission in order to return to their studies.

Important information to know prior to withdrawing from your course(s):

1. Withdrawing from ALL of your course(s) can affect your health and dental insurance coverage. Additional details can be obtained by contacting the International Health Insurance Office (for international students) and SSMU (for Canadian and Quebec students).
2. Withdrawing from your course(s) may impact your scholarships and student aid. To obtain further clarification, please contact the Scholarships and Student Aid Office.
3. For international students, withdrawing from your course(s) can have consequences on your status in Canada. For additional information, please contact International Student Services.

Before submitting your request, please review the requirements below, and discuss your situation with an academic advisor.

Are you eligible for a late course withdrawal?

A) Late course withdrawals are meant to help students who are severely ill or dealing with unforeseeable, significant extenuating circumstances that prevented them from withdrawing by the posted deadline.

If these circumstances do not apply to you, do not submit a late course withdrawal request.

B) You are not eligible for a late course withdrawal if the following applies to you:

1. You were unaware you were enrolled in the course.
2. You require an absence for social activities, leisure events, or for pre-arranged holidays/vacations, including overseas travel.
3. You are not/ no longer eligible to take this course as part of your academic program.
4. You have a minor illness, or are experiencing minor personal matters (unless you were not in a position to complete your coursework for more than just a few days).

C) Please do not request a late course withdrawal if the following applies to you:

1. You have already written the final exam for the course.
2. You have received a final course grade (other than K, J, L, or NR). If you have a final course grade, your request will not be considered.

If you have determined that you are not eligible for a late course withdrawal, please contact your Department to discuss future degree planning and your academic trajectory.

Five things you need to consider prior to submitting your request

1. You will need to provide adequate supporting documentation. Note that your request may not be granted, even with supporting documentation.
2. In the case of a flare-up of a chronic condition, the note from your health practitioner will need to specify that they observed the flare-up and the date(s) during which you were not in a position to complete your coursework. Note: a diagnosed anxiety disorder is considered to be a chronic issue. However, if your note simply states anxiety, this is considered to be an incidental illness.
3. If you have requested late course withdrawals or deferred exams in the past, future requests will be reviewed more stringently and are unlikely to be approved. We will need to see evidence that you have taken measures to manage your condition and your course load to avoid relying on late course withdrawals.
4. If you are selectively asking to drop only one, or a select few, of the total number of courses in which you are enrolled in the term, your explanation and supporting documents must explain why you are able to complete some courses, but not others.
5. As you have already missed the regular withdrawal deadline, requests submitted later in the term will be reviewed more stringently.

How to submit your late course withdrawal request

To submit your request, you must ensure you have the following:

1. Your concise (max 450 words) statement.
   • Your statement should explain why you missed the course withdrawal deadline, why you are requesting a late course withdrawal, and the measures you took to avoid relying on a late course withdrawal, such as support services or resources you used, reduction in course-load, etc. Please ensure to address any of the 5 considerations above if they apply to you.

2. Your supporting documentation:
   • Supporting documents must be attached to your request (e.g. medical certificate, hospital records, accident/police reports).
   • For medical documentation, the note must include the following important elements:
     1. Indicates your full name (and McGill ID#, where applicable).
     2. Be from a healthcare practitioner licensed to work in Canada who has observed and diagnosed your condition.
     3. Indicates the health practitioner’s name, title, address, license #, and signature.
     4. Indicates the date the practitioner consulted with you and on which they observed your symptoms. Specifies your inability to attend or to complete your course(s), including: The date(s) on which you were unable to complete your coursework. The date on which you’ll be able to resume your studies (ie. the prognosis for your return to health)
     5. Is in English or French (translations must be from certified translators)

The following is a list of registered and licensed health practitioners deemed acceptable:

• A Psychologist, Psychotherapist, or Social Worker
• A Physician, Psychiatrist or Surgeon
• A Nurse or Nurse Practitioner
• A health professional from the McGill Student Wellness Hub

3. Tuition and fee refunds will only be considered where this has been explicitly requested, and in exceptionally limited circumstances. Consideration may include but not be limited to the following: evidence as to when you stopped attending class and that you did not complete course work or exams after that date; and evidence that your circumstances were unforeseeable and beyond your control.

Decision Timeline and Understanding Your Decision

You will be notified of the outcome within two weeks and we are not able to guarantee a response by a certain date. Note that decisions will not be rendered during the exam period.

If your request is approved, the course in question will show a grade of “W” on your transcript. Tuition and fees charged for that course are not refunded.

Submit Your Request

Webform

This webform is for undergraduate students in the Faculty of Engineering who are submitting a request to withdraw (from either a course or the university) after the 9th week of classes in the current semester. It is recommended that you consult an SAO academic advisor before submitting a request.

If you are trying to withdraw prior to the 9th week of classes you must do so in Minerva. Please note that students withdrawing from all of their courses in the current term will be considered withdrawn from the university and must apply for readmission in order to continue their studies.

Students in faculties other than Engineering must contact the Student Affairs Office of their faculty.