ASU Procedure for Medical and Compassionate Withdrawal

SSM 201–09: Withdrawal from Classes for Medical/Compassionate Reasons

Step 1: Accept and review

1. The completed Medical/Compassionate Withdrawal Request form.

2. The letter from the student's health care provider or other appropriate documentation.

   • For medical withdrawals — The typed letter on the health care provider's stationery should specify the date of onset of illness, the dates the student was under professional care, the general nature of the medical condition and why/how it prevented the student from completing their coursework, the anticipated date of return to school, and the last date the student was able to attend class. Requests for a partial withdrawal must be well documented to justify the selective nature of the request.

   • For compassionate withdrawals — The documentation will vary according to the individual circumstances and must be appropriate to the situation. For example, a compassionate withdrawal request to care for a seriously ill family member may require information similar to that listed under medical withdrawals above. Depending on the situation, other acceptable documentation may include police reports, legal documents such as restraining orders, airline ticket receipts, newspaper clippings, etc.

Step 2: Consider

• Contacting the student's health care provider or appropriate official for clarification.
• Reminding the student to discuss the implications of this transaction with a Financial Aid and Scholarship Services counselor, if the student is receiving financial assistance.
• Consulting with other ASU officials for assistance in making this decision, such as staff in ASU Health Services, the office of the dean of students, Pat Tillman Veterans Center, etc.
• Relevant academic or personal information, such as the number of previous withdrawals, number of prior requests for special consideration, etc.
• If the student has an F-1/J-1 visa, send a copy to the International Student and Scholars Center first for their review.

Step 3: Approve or deny

Approve or deny requests by completing the bottom portion of the Medical/Compassionate Withdrawal Request form.

If Approved

• Determine whether the student should be placed on medical administrative hold and removed from future classes, if registered.
• Send the appropriate copy of the Medical/Compassionate Withdrawal Request form, signed by the college contact approving the request (do not send copies of the documentation) to:
  • University Registrar Services
  • Student Business Services
  • Financial Aid and Scholarship Services for determination of any necessary financial aid adjustments.
  • The student, with an (optional) letter of explanation.
• Retain the original copy of the Request for Medical/Compassionate Withdrawal form and all original documentation for a minimum of five years. A longer retention period may be established at the discretion of the college.

If Denied

• Send the appropriate copy of the Medical/Compassionate Withdrawal Request form, signed by the college contact, denying the request with an (optional) letter of explanation to the student.
• Retain the original and all remaining copies of the Medical/Compassionate Withdrawal Request form and all original documentation for a minimum of five years. A longer retention period may be established at the discretion of the college.