Cancellations, Drops, and University Withdrawals

Fall and Spring Semesters

Most of the information in this section refers specifically to fall and spring semesters. For dates, deadlines, and other pertinent details regarding Minimester or Summer Sessions, please see the “Academic Calendar” section for the respective dates.

This section provides information about Cancellations, Drops, and University Withdrawals. Definitions of these terms include:

  • Cancellation – Dropping all classes prior to the first class day; cannot occur once the first class day is reached for a semester.
  • Drop – Removing a class(es) from a student’s schedule through the 50th class day. (This term does not apply when a student discontinues all classes during the semester.) Depending on the timing of this action, the outcome will either be that the class is removed from the student’s transcript record or that it results in a “W” (Withdrawal) notation for the class on the transcript (see “Academic Calendar” for deadlines). A student cannot drop a class after the 50th class day during a fall/spring semester.
  • University Withdrawal – Officially discontinuing all classes for which a student is registered on or after the first class day (through the 50th class day). Beginning the 1st class day of each semester, a student will not be able to withdraw from their complete class schedule online. A student cannot withdraw from the university after the 50th class day during a fall/spring semester.

Cancellations

Cancellation occurs when a student decides not to attend classes for a semester prior to the first class day for that semester.

  • Academic Effects – Cancelled classes do not appear on the official academic transcript.
  • Financial Effects – Cancellations and related refund requests must be made in writing by the student via email inquiry at www.baylor.edu/sfs/contactus, or mailed to the:
    Student Financial Accounts Office (formerly Cashier’s Office)
    One Bear Place #97048
    Waco, TX 76798-7048
    Cancellation requests must be received prior to the first class day for the semester or a fee for late cancellation will be charged. For cancellations, all tuition, fees, and meal plans will be refunded at 100 percent.

Dropping Classes By a Student

A student has the option to drop a class prior to or during a semester. Prior to dropping a class, a student should review “Before you Drop A Course” https://www.baylor.edu/university_advisement/index.php?id=869911.

Academic Effects

  • Through the 12th class day, drops can be processed in BearWeb. Beginning on day 13, the student must obtain Advisor approval notation to drop in BearWeb.
  • A drop prior to the end of the 12th class day of the fall or spring semester results in the course being removed from the official academic transcript.
  • After the 12th and through the 50th class day, a drop in one or more classes requires a professional advisor approval and results in a “W” notation on the official academic transcript. There are no drops after the 50th class day during the fall/spring semester.
  • Failure to drop a class will result in the instructor posting the grade the student has earned (i.e., an “F”).
  • Prior to dropping a class, a student is expected to attend class regularly.
  • A student dropping a nursing class for any reason will be dropped from all corequisite classes that are linked to the class from which the student is dropping.

Financial Effects

  • Beginning with the 13th class day for fall and spring terms (3rd class day for summer), a Change of Course fee will be assessed for all schedule changes.
  • Refunds for dropped classes (tuition and lab/course fees) during the fall and spring terms will be processed according to the following refund schedule:
Class Day Refund
Prior to the end of the 5th class day 100%
Prior to the end of the 10th class day 75%
Prior to the end of the 15th class day 50%
Prior to the end of the 20th class day 25%
After the end of the 20th class day 0%

An extensive refund schedule for all semesters can be found at www.baylor.edu/sfsdroprefunds.

To determine how a refund is calculated, multiply the number of hours the student will drop by the applicable percentage rate above based on the day of the drop. This calculation will determine the number of hours to subtract from the number of enrolled hours. The student is financially liable for the remaining enrolled hours plus the determined percentage of dropped hours.

For example, if a student enrolled in 9 hours drops a 3 hour class prior to the 15th class day, multiply the 3 dropped hours by 50% (1.5 hours), subtract the 1.5 hours from the original 9 hours, and the student is left with 7.5 billable hours. If the student is enrolled in a graduate program that offers the flat-rate tuition plan, there will be no tuition adjustment unless the billable hours are reduced below 12 as a result of a dropped class.

Changes in the number of enrolled hours can affect financial aid eligibility. A student should contact the Financial Aid Office for information about how dropping a class might affect his or her financial aid award package.

University Withdrawal

A University Withdrawal occurs on or after the first class and following financial settlement. To withdraw officially from the University and request appropriate refunds, a student must submit a Withdrawal Form and complete an exit interview with a designated representative from the Academic Support Programs Office in the Paul L. Foster Success Center.

For a nursing student on the Dallas campus to withdraw from the University during a semester, the student must secure clearance from the Associate Dean prior to scheduling an exit interview.

Academic Effects

  • The University Withdrawal effective date is established by the date on which a student submits the mandatory University Withdrawal Form (or contacts designated staff in Academic Support Programs).
  • Contact with Academic Support Programs can be initiated in person in the west basement of Sid Richardson during regular business hours, by telephone (254) 710-6791, or via email at Academic_Support@baylor.edu.
  • When a student withdraws from the University, the assigned “W” is based upon the effective date of the University Withdrawal. Please see the “Academic Calendar” section for the respective dates.
  • The required University Withdrawal Form and additional information is available online at www.baylor.edu/successcenter/universitywithdrawal.
  • Any other procedure will lead to failure in all classes for which the student is registered. Under no circumstances does notification to instructors or dropping classes constitute an official University Withdrawal.

Financial Effects

  • If the student fails to contact Academic Support Programs and simply stops attending, then the following policies apply:
    • Tuition, fees, meal plans, and other applicable charges will not be adjusted on the student’s account.
    • Financial aid credits, however, may be reversed as required by federal regulations.
  • Refunds of tuition, fees, or other charges are applied to any outstanding balance owed to the University.
  • Any credit balance remaining after all processing is complete will be sent by direct deposit (if bank account is designated in BearWeb) or mailed to the student at his/her home address listed in BearWeb.
  • Refunds of tuition and required fees (General Student Fee, Chapel Fee, Laboratory/Course Fees, Administrative Fee and Applied Music Fee) are based on the effective University Withdrawal date and are prorated on a per diem scale based on the total number of calendar days in that payment period.
  • There are no refunds for University Withdrawals that occur after 60 percent of the payment period has passed. A payment period is defined as the total number of calendar days in the semester (from the published first class day through the published last day of finals) excluding the five-calendar day Thanksgiving break and the nine-calendar day spring break.
  • To obtain a calendar schedule of refund percentages, please visit the Student Financial Services website at www.baylor.edu/sfs, email the Cashier’s Office at Cashiers_Office@baylor.edu, or call (254) 710-2311.
  • Unless specifically noted, other fees are considered non-refundable.
  • Unused Dining Dollars are refunded upon University Withdrawal.
  • Meal plan refunds are calculated pro rata based on the University Withdrawal effective date. An administrative charge equal to one week of the meal charge for the student’s respective meal plan will be assessed.
  • A student receiving scholarships or other financial aid should contact a financial aid counselor to discuss the financial implications of a University Withdrawal.
  • Financial aid recipients are not eligible for a refund until all of the financial aid programs are reimbursed in accordance with federal, state, and University requirements. To obtain information about the return of financial aid funds, contact the Student Financial Aid office online at www.baylor.edu/sfs/contactus or (254) 710-2611.
  • A student residing in campus housing must contact the Campus Living & Learning office to obtain information about any applicable housing adjustments and penalties. Campus Living & Learning can be reached at Living@baylor.edu or by calling (254) 710-3642. Additional information is available online at www.baylor.edu/cll. A student must follow the proper check-out procedure outlined in the Guide to Community Living and must vacate campus housing within 48 hours of the University Withdrawal effective date.

Academic Non-Engagement

Policy

  • While Baylor University is not an attendance taking institution, upon confirmation by a student’s instructors of non-attendance, the University reserves the right to cancel or withdraw the student for that term with an effective date matching the last known date of academic attendance or engagement.

Procedure

  • If the Office of the Registrar is made aware of concern that a student has either ceased or never began academic attendance for classes in a given term, and the student has failed to adjust his or her class schedule accordingly, the University may contact the student’s other instructors to confirm the student’s academic attendance across all registered classes.
  • The University will make reasonable efforts to contact the student regarding their academic attendance.
  • Upon confirmation that a student has ceased attending, or never attended, classes for a term, and if the student fails to withdraw from the University or make appropriate schedule adjustments, the University reserves the right to cancel or withdraw the student for that term with an effective date matching the last known date of academic attendance or engagement.
    • Particular attention will be paid to this for students who never attended based on instructor verification of class rosters. Efforts will be made to cancel these students’ schedules by the term census date.
  • The University will notify the student in writing if he or she is withdrawn for the term.
  • Potential Impacts
    • The student will need to complete all appropriate steps in order to return to the University for a subsequent term.
    • Financial aid will be returned in accordance with any federal, state and institutional regulation and/or policy; withdrawal calculations will use the last known date of academic attendance.
    • Student Financial Accounts will update charges to a student’s account based on the last date of academic attendance. A reasonable fee may be applied for late cancellations.

Dropping an Audited Class

A student who drops an audited class by the fifth (5th) class day (fall/spring) is eligible for a full refund. No refund for an audited class is given after the fifth (5th) class day. Full refunds also apply to a student who drops an audited class by the third (3rd) class day for the full summer session, by the second (2nd) class day for the summer I and II, and the first (1st) class day for the Minimester. No refunds are given after the designated class drop date.

Right to Withhold Transcripts and/or Block Registration

Baylor University may withhold the issuance of a transcript record and/or block the registration of any current or prior student if the student has certain outstanding obligations to the University. Please see www.baylor.edu/student_policies/financial for the complete transcript and registration hold policy.

Assistantships

The University provides many students with stipend support, which is available with varying compensation levels depending upon the nature of the service and the amount of time required of the students. Specific information and opportunities may be obtained from the chairperson or the graduate program director in the degree program of your choice. In addition to University-funded stipends, there are foundation grants that provide funds for various kinds of assistantships. Students receiving assistantships must maintain an overall grade point of 3.0 to avoid being placed on probation. Probationary status makes the student ineligible for University funding. Graduate stipends are usually awarded by the graduate programs and fall into the following classifications:

Graduate Assistant

A Graduate Assistant (GA) is a student-employee paid by the University to engage in activities related to their academic degree programs under the following conditions. GAs are identified based on two criteria: the nature of their work and the nature of their relationship to the university.

  • The nature of their work: GAs are full-time students whose primary responsibilities are their academic and professional development. Thus, their roles and responsibilities are directly related to and often part of their academic requirements. Examples of GA works include the following:
    • Serving as a “teacher of record” or teaching assistant to another instructor
    • Serving as a research assistant on a range of research or scholarly projects as defined by their discipline, such as working in a lab, assisting with a journal, or editing a book
    • Serving as a TA or RA or in other roles related to their professional development outside their home academic department
  • The nature of their relationship to the university: GAs are identified by their Graduate Program Directors and approved by the Graduate School. They are full-time students who are awarded, normally as part of their admission into their program, full tuition and stipend funding for all or most of the time required to complete their degree and are eligible for subsidized student health insurance per the Graduate School’s insurance subsidy policy.
  • GAs are employed on an on-going basis, either 10-months or 12-months per year, throughout their enrollment in a graduate degree program, subject to continuing academic eligibility and other factors.
  • GAs must retain full-time enrollment and are expected to devote an average of 20 hours per week to their assistantship responsibilities. Graduate Assistants may be assigned and compensated for more than 20 hours with approval of the Graduate Dean, but may not be assigned more than 28 hours of work that is not directly related to their academic program.

Graduate Student Employees

Graduate students who are employed by the University but whose employment or relationship to the university does not meet the definition of a Graduate Assistant as defined in the Graduate Assistant Policy are classified as either a Graduate Student Employee (GSE) – Monthly or Graduate Student Employee (GSE) – Bi-Weekly. The exempt (monthly) or non-exempt (bi-weekly) distinction is based solely on the primary work duties assigned to the graduate student, as further explained below. GSEs may be assigned up to 20 hours of work per week. Additional hours must be approved by the Graduate Dean.

Graduate Student Employee (GSE) – Monthly

A non-GA graduate student performing professional services utilizing knowledge or experience beyond the experience of an undergraduate and whose primary duties are teaching or research, as defined by the US Department of Labor. Based on the duties performed, GSE – Monthly employees are classified as exempt employees in the performance of work duties for wage and hour purposes. Examples of exempt GSE assignments include the following.

  • A graduate student who is employed as teacher of record for a single course
  • A graduate student who is employed to conduct research under the direction of a faculty member

In many cases, the work performed by GSE monthly employees (exempt professional work) may be very similar or even identical in nature to work being performed by GA’s. However, a Graduate Assistantship is not awarded to every graduate student performing professional exempt services at the university.

Graduate Student Employee (GSE) – Bi-Weekly

A graduate student performing non-exempt work as defined by the US Department of Labor.  Examples of non-exempt GSE assignments include assisting with the professional or administrative functions of the university.

Baylor University is a member of the Council of Graduate Schools (CGS). Baylor abides by a CGS Resolution, “Resolution Regarding Graduate Scholars, Fellow, Trainees and Assistants,” that concerns the conditions surrounding the acceptance of offers of certain kinds of graduate student financial assistance, namely, scholarships, fellowships, traineeships, and assistantships. The general spirit of the Resolution is that students should have an opportunity to consider more than one offer and should have until April 15 to do so, that institutions and students should be able to view acceptances in force after April 15 as binding, that everyone should know what the rules are, and that an offer by the institution and its acceptance by the student constitute an agreement which both expect to honor.  The Resolution acknowledges that students, after having accepted an offer, may change their minds and withdraw that acceptance. The intent of the Resolution is to provide a uniform and widely acceptable framework for so doing, one that provides protection for both student and institution. Full text of the Resolution can be viewed at www.cgsnet.org/pdf/resolution.pdf. The April 15 date applies to fall applications submitted by the Graduate School’s posted deadline.

Fellowships and Scholarships

In addition to assistantships noted above, there may be other sources of funding to support your graduate studies. The Graduate School website (www.baylor.edu/graduate) posts funding opportunities and assistantship opportunities under the “Current Students” heading.

  1. Graduate School Fellowship (Enhancement) – GSF: Fellowship granted by the Graduate School Dean to graduate students to assist with living costs while engaged in studies at the University. Award of fellowship is based on excellent academic qualifications. No past, present, or future services are performed as a condition to receiving this fellowship.
  2. Departmental Graduate Tuition Scholarship – DGTS: Scholarship awarded by an academic program to graduate students to cover tuition costs. Award of scholarship is based on excellent academic qualifications. No past, present, or future services are performed as a condition to receiving this scholarship.

The Vice Provost for Research maintains an extensive listing of graduate fellowships at www.baylor.edu/research/index.php?id=937053. Websites for many departments at Baylor also provide information about funding available to students majoring in those graduate programs.

Financial Aid

Financial aid programs available to graduate students include Federal Work-Study, Direct Unsubsidized Loans, Direct Grad PLUS Loans, and alternative loans through various private lenders. Apply for aid by completing the Free Application for Federal Student Aid (FAFSA) at www.studentaid.gov. Visit the website at www.baylor.edu/sfs for additional information regarding the financial aid application process.