USF System Policy 10-006 Registration Changes Including Course Change, Cancellations, Withdrawals, and Auditing

I. INTRODUCTION (Purpose and Intent)
Students are fundamentally responsible for their registration status. Students may make
changes to their registration status and must be aware of the academic and financial impact of those changes as provided in this University of South Florida System (USF System) Policy and other related Policies and Regulations.

II. STATEMENT OF POLICY
There are several ways that students, instructors (includes primary instructor or faculty
member) or the University may adjust student course schedules. The options available are
determined by time elapsed in the semester, university deadlines and a student’s academic
status at the time of the requested adjustment.

A. Drops or Adds during the DROP/ADD PERIOD:
The Drop/Add Period shall begin on the first day of classes and end on the date specified
in the Home Institution catalog*, but not later than the end of the first week of classes in
the term. During the drop/add period, registered students may add to, delete from or
otherwise adjust their schedule of courses. Additionally, students may be deleted from
class rolls based on instructor notification of non-attendance at the first class meeting. (*
The Registrar at the appropriate institution may establish specific drop/add periods
consistent with Financial Aid criteria for courses and programs that follow an Alternative
Calendar or are developed for a specific identified purpose outside of the regular
calendar.)

1. Add

Students may add courses through the regular drop/add period. Students wishing to
add courses past the drop/add period must petition through their Academic
Regulations Committee (ARC) representative in the appropriate college or by Graduate
Studies Petition.

General Guidelines for Add Exceptions: Add transactions may occur on an
exceptional basis and after the end of the drop/add period when the student:

1. Initiates the formal request to be approved at the discretion of the instructor, college
and department, following the procedures of the ARC or Graduate Studies petition

2.Demonstrates the exception is justified by extraordinary circumstances including, but
not limited to, administrative error; and

3. Receives approval by the ARC Representative or by Graduate Studies petition.

2. Drop

a. First Class Day
i. Student Voluntary Cancellation Before First Class Day
Prior to the first day of classes, students may cancel their registrations by
dropping all of their courses via OASIS by the end of the drop/add period.
Failure to initiate the drop may result in fee/grade liability.

ii. Instructor Initiated Cancellation Due to Student’s Failure to Attend
All Instructors teaching undergraduate and graduate courses are required to take
attendance on the first day of class and to drop students who do not attend the
first day of class. Students who experience extenuating circumstances that are
beyond their control and who are unable to attend a first class meeting must
notify the instructor via email using the course management system (i.e., Canvas)
for that course prior to the first class meeting to request waiver of the first class
attendance requirement. Although Instructors are authorized to affect the drop,
students are fundamentally responsible for knowing their registration status, and
the student must insure that his/her registration status reflects the drop by the
end of the drop/add period. For Saturday only courses or courses that begin on a
Saturday, students are expected to contact the Registrar’s Office on their
respective USF campus to drop the course(s) no later than 5:00 pm on the
following Monday.

USF’s distance learning students must log-in to their course(s) during the first five
(5) weekdays from the calendar start date of their online course(s). Students who
are unable to log-in to their course(s) due to circumstances beyond their control
must notify the instructor or the department prior to the calendar start date of the
course to request waiver of the first class attendance requirement.

Instructors who have failed to drop a student for non-attendance during the first
week of classes, should initiate the course deletion after the drop/add period, as
soon as the instructor discovers that the student has not attended the first class
meeting and never attended any subsequent class meetings. When dropped for
non-attendance, the student may be removed from the class roll and will not earn
any grade or credits for the course.

b. Student Initiated Drop: Students may drop courses through the regular drop/add
period (as provided in each USF System Institution’s Catalog, usually within the
first five days of each term). If the course is dropped within the drop/add period,
no entry of these courses will appear on any permanent academic records, and all
refundable tuition and fees will be returned.

General Guidelines for Drop Exceptions: Drop transactions may occur on an
exceptional basis and after the end of the drop/add period when the student:

  1. Initiates the formal request within the University’s required deadline
  2. Demonstrates the exception is justified by extraordinary circumstances including,
    but not limited to, administrative error; and
  3. Receives approval by the ARC Committee or via Graduate Studies petition.

3. Withdrawal

a.First Ten Weeks: Students may withdraw from the USF System or from individual
courses without academic penalty for the first ten weeks of any term, except for
summer sessions; however students will remain fee liable.

b. After the Tenth Week: Students will not be permitted to withdraw from a course
to avoid fee or academic penalty after the tenth week; however, appeals for withdrawal
after the tenth week of the semester may be made to the Academic Regulations
Committee representative in the appropriate college or by Graduate Studies
Petition within the system time (See the USF Fee Adjustment Form).

c. To withdraw, undergraduate students must submit a completed ARC petition form
to the college representative of the student’s declared major (see the ARC form).
Graduate students must submit a completed Graduate Petition form to their graduate
program Advisor. No entry is made on the academic record for withdrawals
submitted during the regular drop/add period. All subsequent withdrawals (through
the tenth week of classes in the fall and spring semesters) are posted to the permanent
academic record with “W” grades assigned to the courses and tuition and fee liability
will be assessed. Students who withdraw may not continue attending class.

d. Students who stop attending classes and do not withdraw may be assessed an “F”
grade and the University may be required to report the circumstances related to the
“F” including non-attendance or non-performance in the class to Financial Aid as
required by law.

e. Withdrawal deadlines for summer sessions are listed in the Academic Calendar and
are published in the USF Schedule of Classes for Summer terms.

f. Undergraduate students who totally withdraw while on the second term of academic
probation will be academically dismissed from the USF System. When a student is
academically dismissed, approval of the Academic Regulations Committee is required
for reentry.

4. Auditing Privilege
Students who wish to sit in on a class to review the course material may request
approval to do so; however, the student will not be permitted to take exams nor
receive grades or credit. The student’s status for that class is an audit with presence in
the classroom limited to listener. A student must register to audit courses by the end
of the drop/add period. Fees for audit are the same as for full enrollment for credit,
except out of state tuition is not charged.
The separately accredited Regional Intuitions of the USF System have unique
characteristics. Students, instructors and staff must check with their home institutions
and apply System-wide policies in conjunction and consistent with the specific
characteristics and guidelines applicable to those Regional Institutions.

5. Tuition and Fee Liability

a. Tuition and fees for the term shall be based on the courses remaining on the record at
the close of the drop/add period.
b. No tuition and fees shall be assessed, and no grades or credits shall be awarded, for
course(s) dropped during the drop/add period.
c. If a student adds a course or courses on an exceptional basis, tuition and fees for the
added course(s) shall be assessed.