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Institutional Policies

Policy STUA-REG-004

logo of The University of Southern Mississippi  
Responsible University Administrator: Vice President for Student Affairs
Responsible Officer: Registrar
Origination Date: N/A
Current Revision Date: 02/26/13
Next Review Date: 02/26/21
End of Policy Date: N/A
Policy Number: STUA-REG-004
Status: Effective

 

ADDING OR DROPPING A CLASS


 


Policy Statement


 

Students need to be aware of deadlines for adding or dropping classes, and follow procedures necessary to withdraw from school or obtain a refund if necessary. Failure to maintain an appropriate grade point average can result in academic probation and perhaps academic suspension.

 


Reason for Policy/Purpose


This policy is required for the effective communication of University policy regarding adding or dropping a class. 


Who Needs to Know This Policy


All members of The University of Southern Mississippi community.

 


Website Address for this Policy


usm.edu/institutional-policies/policy-stua-reg-004 


Definitions


N/A


Policy/Procedures


ADD/DROP/WITHDRAWAL 

A student is permitted to drop a course without academic penalty up to and including approved dates published on the Registrar's Website at www.usm.edu/registrar.  After the deadline, a student may withdraw from a course with permission of the instructor and department chair at which time the student will receive a grade of W.  The withdraw grade ("W") will not lower the GPA but may impact financial aid and an excessive record of withdrawals may reflect poorly on student's application for employment or graduate school.  Students may withdraw from a course through SOAR (with instructor and department chair permission) and may add courses with instructor and school director permission using SOAR.  Students who drop after the last day to add/drop without academic/financial penalty are financially responsible for all enrolled courses.  Adding classes after the 100% refund period could result in additional tuition charges.  Students bear all financial responsibility for a drop or withdrawal performed after the 100% refund date, as published in the Academic Calendar at www.usm.edu/registrar.
In some cases, and only with instructor and school director approval, students may swap classes within a department.  This rare procedure might be used if a student in an advanced course wishes to take a remedial class and the department feels the student's coursework will not suffer by swapping classes.
After the withdrawal deadline (up to and including the approved date published on the Registrar's website at www.usm.edu/registrar), students can no longer withdraw themselves from a class and must complete the course for a grade.  Only students with exceptional hardship beyond their control may petition for an exception.  Such students must complete the Academic Withdrawal after the Deadline form from the Registrar's website and submit evidence of their hardships. Petitions will be evaluated by the Academic Dean and Provost.
A student completely withdrawing from The University prior to the deadline for dropping classes without academic penalty will not receive any grades.  His or her record will reflect the date of the withdrawal.  A student withdrawing after the deadline for dropping courses without academic penalty will receive a grade of W. Any courses completed before the withdrawal is processed will be awarded grades on the official transcript (including, but not limited to, intersession, half term, and other non-traditional course formats).  Students who have violated the Academic Integrity Policy and who have been informed that they will receive an XF grade for the semester are not eligible to withdraw from a class. Instructors will deny any request for withdrawal.  (See Academic Integrity below).

REFUND POLICY

The withdrawal deadline for receipt of a grade has nothing to do with the refund schedule for fees.  A student who officially withdraws after enrollment may obtain a refund in accordance with the refund policy.  Upon notification to the Registrar and Business Services offices, a review will be made on a case-by-case basis for withdrawals that did not follow official withdrawal policy. 


Appeals for refunds due to extenuating circumstances may be made in writing to:
Business Services

The University of Southern Mississippi
118 College Drive #5133
Hattiesburg, MS 39406-0001
 

ACADEMIC PROBATION

If a student does not attain the minimum cumulative GPA as indicated above, he or she is placed on academic probation at the end of the semester.  Academic probation will be removed when the student attains an acceptable cumulative GPA.  If the cumulative GPA at the end of the semester the student was on academic probation is lower than the minimums specified above or the semester GPA was at least a 2.00, the student will be placed on academic probation continued.  A student may remain on academic probation continued for as long as he or she earns a semester GPA of at least a 2.00.  A student placed on academic probation continued may not enroll in a subsequent semester without the prior written approval of the chair or director of the student’s current department or school and the dean of his or her college.  A student placed on academic probation continued who fulfills the conditions of his or her contract may not enroll in a subsequent semester without the prior written approval of the chair or director of the student’s current department or school.  Southern Miss Gulf Coast students should contact the Office of the Academic Dean, Gulf Coast.  Attaining the required minimum cumulative GPA will clear all probation categories.

 

ACADEMIC SUSPENSION

A student will be suspended from The University the first semester he or she does not earn at least a 2.00 semester GPA while on academic probation continued.  Also, regardless of hours attempted or probation status, any student earning a semester GPA of 0.00 (excluding Audit and P grades) will be suspended from The University, unless the cumulative GPA at the end of that semester meets the minimums listed above.  The student may appeal suspension through a formal appeals process initiated with the chair or director of his or her major department or school.  Any exception to the suspension policy must then be approved by the dean of the respective college with final approval for denied appeals only granted by the provost.


A student placed on academic suspension may not enroll at The University of Southern Mississippi until after the next semester (fall, spring or summer).  The student may not transfer credits earned at any other university or college without prior written approval of the chair or director of the student’s current department or school and the dean of his or her college.  Any credits earned contrary to this policy will not count toward graduation requirements at Southern Miss.  Southern Miss Gulf Coast students should contact the Office of the Academic Dean, Gulf Coast. 

After one semester on suspension, a student may be readmitted with prior written approval of the chair or director of the student’s current department or school and the dean of his or her college.  A student readmitted following academic suspension must earn a minimum semester GPA of at least 2.25 or attain the required cumulative GPA.  A student readmitted after academic suspension but who fails to attain the required semester GPA will be suspended for two semesters (fall, spring or summer).


Readmission after the required suspension period requires reinstatement to the university through “the change of academic status” process initiated with the chair or director of the student’s current department or school and the dean of the college in which the student was enrolled as a major. 

 


Review


 

The Registrar is responsible for the review of this policy every four years (or whenever circumstances require immediate review). 


Forms/Instructions


N/A

 


Appendices


N/A 

 


Related Information


N/A 

 


History


Amendments: Month, Day, Year – summary of changes

11/01/11: Formatted for Institutional Policies page.

02/26/13: Formatted for template. Minor editing throughout.

09/12/18:  Formatted for template: Updated policy per Academic Council changes to Add/Drop/Withdrawal section.

 

 

 

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