Withdrawal and Leave Procedures

Official Withdrawal from the University

“Withdrawal from the University” refers to the official process in which the student withdraws from ALL classes, from the residence hall (if applicable), and from any current student relationship with the University. This process is separate and distinct from a Student Leave of Absence. (See the Student Leave of Absence protocol.) The Registrar uses the date the student communicates in writing as his or her intent to withdraw and begins the University’s withdrawal process, as the official withdrawal date. The student initiates this process by filling out the Undergrad/Graduate Withdrawal Form and submitting it to the Registrar’s Office.

The student must obtain the required signatures: Admissions (for international students or a recipient of veteran’s benefits), appropriate School Dean, Dean of Students, Student Accounts, Financial Aid, and the Registrar.

The student must also return his/her student identification card, meal card (if applicable) and parking sticker to the Office of Student Services when withdrawing from the University. Further, any withdrawing student who has received a student loan must have an exit interview with a Financial Aid Counselor.

Courses for which the student is registered will appear on the transcript with a notation of “WD” or "F ", depending on whether the withdrawal is processed by the close of "last day to drop without an F," as published in the Undergraduate Academic Calendar. The notation of WD does not calculate in the GPA but does calculate in student completion rate. The notation of "F" will impact a student's GPA, as outlined in the "Grading System" policy in the Undergraduate Catalog.


The financial aid status of the student is affected by withdrawal from the University in the following ways:

1. Refunds for tuition and fees are credited to the student’s account according to the refund schedule.
2. Housing, meals, and Book Bundle fees are credited to the student’s account according to the refund schedule.
3. A student's financial aid will be prorated to the student according to the Federal Return of Title IV Funds Policy. Withdrawal after the refund period means the student will have used an entire semester’s eligibility of aid.
4. The balance of the student’s account with the Student Accounts Office will be credited or billed to the student as appropriate.
5. Once the student has completed registration, i.e., turned in the registration form to the Student Accounts Office, the student is liable for all registration fees even though classes have not been attended, unless the student completed an official withdrawal form.
6. Students who are suspended or ineligible to continue in an academic program because of grade deficiencies and who are registered in advance for the subsequent semester, may be required to complete an official withdrawal form.

Any completed student withdrawal will be reviewed for the official withdrawal date, set forth by the Registrar (Academic Calendar). The Registrar uses the date the student communicates in writing, to the Registrar’s Office, as their intent to withdraw and begins the University’s withdrawal process, as the official withdrawal date. If this date falls after the first day of classes, there can be a Return of Title IV (R2T4) calculation to determine financial aid earned. If a withdrawal is completed prior to the Financial Aid disbursement date, and there is aid earned, the aid would be seen as a post-withdrawal disbursement and LMU would obtain permission from the student/parent prior to disbursing earned aid. If a withdrawal is completed on or after the FA disbursement date, the aid is adjusted based on the pro rata of the R2T4 calculation by the FAA Access Return to Title IV Worksheet provided by the Department of Education (DOEd). Adjustments are made and refunds sent back to the appropriate program(s) with the DOEd at the time the withdrawal form is processed. If the student is present at the time the withdrawal form is processed, Financial Aid staff conducts a counseling session to explain how the calculation is determined and how it affects the student’s responsibility to repay, if applicable. If the student is not present at the time the withdrawal form is processed, the Student Financial Services Office notifies the students of the adjustment made and any responsibilities the student has, at that time. It is stated and understood that after the 60% point of the term a student has earned 100% of aid, and in most cases there will not be pending aid at this point; however, an R2T4 calculation is made to determine a post-withdrawal disbursement, if pending aid is present and all conditions are met.

Unofficial Withdrawals

Any student who ceases attending classes before the end of the semester, mini-term, or summer term without completing the official withdrawal process from the University, automatically receives the grade “F” for such course(s), so noted on the student’s academic transcript. Unofficial Withdrawals are reviewed after grades post for each term. Any student earning all F’s is considered an Unofficial Withdrawal. Student Financial Services confirms attendance past the 60% point of the term and a timeline in which to provide that documentation. Adequate attendance documentation can be an email statement directly from the instructors stating the student attended past the 60% date, hard copy print outs of online coursework submitted after the 60% date, or hard copy tests submitted after the 60% point. If attendance is not confirmed, LMU will make an R2T4 calculation, through FAA Access, using the 50% point of the term as the withdrawal date. Adjustments are made and refunds returned to the appropriate program(s) with the DOEd at the time of processing the Unofficial Withdrawal student record. Student Financial Services then notifies the student of the adjustments made via the results of the R2T4 calculation, why the calculation had to be made, and what financial responsibilities the student has.

Administrative Withdrawals

Students who have not attended courses by the ninth class meeting of the semester (or equivalent for summer terms) will be reported to the Registrar’s Office, Student Financial Services, and the Tagge Center. Students may be administratively withdrawn with a WD recorded on the transcript for each course. Students who cease attending classes prior to the end of the semester, mini-term, or summer term without completing the official withdrawal from the University may also be administratively withdrawn, with an F recorded on the transcript for each course. (See “Unofficial Withdrawal.”) Students who do not pay their account in full or make all their contracted payments may be administratively withdrawn from the University.

Summer Withdrawals

The official withdrawal process, as set forth by the Registrar’s Office, is required for withdrawing from a summer semester. Upon receiving a Withdrawal Form for summer, the Student Financial Services Office would use the actual start and end dates of the enrolled classes in the R2T4 calculation. At the end of the summer semester, Student Financial Services reviews grades for Unofficial Withdrawals.

Student Leave of Absence Protocol

1. Only students who are in good academic standing may apply for a leave of absence. All students seeking a leave of absence are strongly encouraged to speak with their academic advisor prior to requesting a leave of absence.
2. Students requesting a leave of absence must submit the LMU Application for Leave of Absence form to the appropriate administrators. The Executive Vice President of Academic Affairs (EVPAA) is the approving administrator for Undergraduate and Graduate students. Students in the LMU-CDM, LMU-CVM, LMU-DCOM, LMU-DSOL, and LMU-SMS will be assisted by the VP-Dean of their respective LMU college as explained in the student handbook and/or catalog for those professional programs.
3. Applications for a leave of absence will be reviewed on a case-by-case basis and may be granted for illness (personal or familial), military service, or maternity leave. Students who are not passing their current in-progress coursework will not be granted a leave of absence. In order to ensure student success, a student having a medical issue early in the semester should talk to their advisor or Dean about taking a leave as soon as possible. LMU will do everything they can to work with the student to ensure that the medical issue does not impact the student’s academic record. Students must understand that once they take an exam or submit an assignment the grade cannot be altered retroactively because of the medical issue. If a leave is granted it will have no bearing on coursework that has been completed.
4. Supporting documentation from a physician must be provided with an application for leave based upon illness or maternity. Supporting documentation from the military must be provided with an application for leave based upon military service.
5. A leave of absence may be granted for a maximum period of 180 consecutive days (including summers). Undergraduate students who are granted a leave of absence may not enroll in academic courses at another institution during the leave period. In granting a leave, the approving administrator will determine the appropriate period and may impose other appropriate conditions and limitations that will be outlined in the Notice of Approval. The official date of the Leave of Absence will be the date of receipt of the student’s Application for Leave of Absence form.
6. This Policy is not intended to directly govern the effects that a leave of absence might have on a leave-taking student's eligibility for any form of student financial aid, whether or not administered by the University. An applicant for leave who anticipates seeking or receiving any form of financial aid must meet with Student Financial Services for advising on the effect a leave will have on the applicant’s financial aid eligibility.
7.  A student who seeks to return from a leave of absence must notify the approving administrator in writing at least one month prior to the start of the semester in which the student seeks to return. A student seeking to return from a leave of absence based upon illness or maternity must have a licensed physician certify in writing that the student is released to return to school. Any student who fails to comply with the conditions and limitations described in the Notice of Approval will become ineligible to register for subsequent semesters and will be required to apply for readmission to the University.