Alignment of Grading (7.10) and Medical Withdrawal (8.23) Policies

Team Members  Raynard Ross, Associate Dean of Student Success & Retention  Bill Faber, Associate Dean of Arts & Sciences (Faculty Evaluation & Hiring)  Lynnae Selberg, Program Director Counseling & Career Center (Faculty)  Cathy Noviskey, Support Professional in Office of Dean of Student Affairs  Travis Steffens, Support Professional in Office of Associate Dean Student Success & Retention  Brenda Cary, Support Professional in Counseling & Career Center  Jennifer Kowalski, Office Manager for Cashier’s

Proposal & Background  Rationale behind this proposal: the approved Grading Policy (7.10) makes reference to students having the option to withdraw due to hardship. However, there is no process that considers hardships outside of health related.  Edit 8.23, Medical Withdrawal Policy and change to Hardship Withdrawal  Implementation of March 11, 2014 AGC vote to expand That proposal language reads: “ It is proposed that the current Medical Withdrawal process be expanded to include other circumstances and become a Hardship Withdrawal process”.

The specific Grading Policy language, 7.10 (Section IX, part C)  “….However, during the last 30% of a course, students who have a documented extenuating circumstance such as an illness or injury, or the illness, injury or death of a significant other or family member can apply for a Hardship Withdrawal through the Office of the Associate Dean of Student Success and Retention…”  March 2014 vote authorizes a broadening of scope regarding “hardship”

The current Student Medical Withdrawal Policy Language (8.23 Section III)  …When documented illness or injury prevents a student from successfully meeting the requirements of his or her course of study, it is the College’s policy to consider requests for withdrawal from the College to enable the student to regain his/her health.  Language only references issues related to health

Benchmarks  Lansing Community College : No specific policy that speaks to hardship and/or medical withdrawals but those are covered via their basic Withdrawal Policy which states,“….after week 8 the instructor may grant the student's request for a W if the student was passing the course on the date of the event that caused the application for withdrawal.”  Kalamazoo Valley Community College : No designated, or official process. Student reaches out to an academic advisor and advisor initiates withdrawal on behalf of student.  Muskegon Community College : Provides opportunity to withdraw up to week prior to final exams for any course and for any reason. However, refund is a possibility if student can document illness or death of immediate family member. No official withdrawal or hardship policy.  Oakland Community College : No policy making reference to hardship and/or medical withdrawal.

Defining Hardship  Merriam Webster defines hardship as: “something that cause suffering or privation”   Thus, hardship for policy 8.23 purposes would be defined as: “an event that causes significant suffering, privation, or other extenuating circumstance which significantly hinders attendance and/or academic performance”.

Recommended edits to the Student Medical Withdrawal Policy (8.23)  Change policy title from Medical Withdrawal to Hardship Withdrawal Policy”.  Edit policy language to state: “Grand Rapids Community College is committed to supporting students in achieving success in their intellectual and extracurricular endeavors. When documented illness, injury or hardship prevents a student from successfully meeting the requirements of his or her course of study, it is the College’s policy to consider requests for withdrawal from one or more courses to enable the student to recover from his/her situation.”

Procedures language found in 8.23 section X (proposed edits provided) 1. An event that causes significant suffering, privation, or other extenuating circumstance which hinders attendance and/or academic performance will be considered a hardship. 2. Students who seek to withdraw from the College because of illness, injury or hardship must submit a written request to the office of the Associate Dean of Student Success and Retention (Request for Hardship Withdrawal). 3. The request must contain supporting documentation from a healthcare provider explaining the nature of the situation, dates the situation occurred and an explanation of how the illness, injury or hardship affected the student’s ability to be successful as a student. 4. The Associate Dean or his/her designee will confer with appropriate campus professionals to make a determination whether the documentation supports a finding that the student was unable to be successful as a student during the semester due to the intervening medical condition, injury or hardship.

8.23 Procedures language continued (changes included) 5. All requests for a hardship withdrawal must be received no later than 30 days after from the last day of the semester for which the withdrawal is desired. 6. Students who are granted a withdrawal because of illness, injury or hardship will receive a ‘W’ for those identified courses. attempted during that semester. 7. Illnesses or injuries will only be considered Hardship if experienced by the student, immediate family of whom the student has primary care giving responsibility, or significant other residing within same household as the student. 8. If a student experiencing a hardship who is granted a medical withdrawal also seeks a refund, he/she must qualify for a refund under the provisions of the GRCC Tuition Refund Policy and complete the Tuition and Fees Refund Appeal Application. Refer to the Tuition and Fees Refund Appeal Application for appeal guidelines, requirements and appeal review process. 9. Students with known medical conditions that require accommodations should register with Disability Support Services to determine any appropriate accommodations. Once granted, accommodations are not retroactive and will only be applied for future coursework beginning with the date of the accommodation.

8.23 Procedures language continued (changes included) 10. Students granted a hardship withdrawal should discuss the impact of withdrawal on the continuation of financial aid, scholarships, or other forms of educational support with the Office of Financial Aid. Students enrolled in selective admission programs should confer with the appropriate program administrator in their academic department to determine the process for returning to the program. 11. Students who wish to appeal the outcome of their request for hardship withdrawal may do so by submitting their appeal in writing to the Dean of Student Success and Retention Operations. The decision of the Dean of Student Success and Retention Operations is final.

Examples of Hardship  Job Change (unavoidable and/or unexpected)  Employer forced work scheduled change  Relocation  Military deployment  Illness or death of a child or other immediate family member living in same household.  Sudden Homelessness

Medical/Hardship Withdrawal versus Tuition and Fee Refund Appeal Application  A Medical/Hardship withdrawal allows the student to replace a grade with a W even after the 70% mark has passed.  A Tuition and Fee Refund Appeal completely removes grades from transcript.  A Medical/Hardship withdrawal provides no reimbursement of tuition or fees.  A Tuition and Fee Refund Appeal provides a full refund of tuition and fees.  A Medical/Hardship withdrawal has a lower standard, likely because there is no financial cost to the College.

Questions or comments?

Feedback? Please advise by Dec. 1, 2015 RAYNARD ROSS, ASSOCIATE DEAN OF STUDENT SUCCESS & RETENTION X4154