2.64 – Administrative Withdrawal from a Course - OTC Policies and Procedures (2024)

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Let's delve into the concepts outlined in the article:

A. Purpose

The primary purpose of the administrative withdrawal policy is to establish a clear procedure for withdrawing or dropping students from a course due to lack of attendance. This is crucial to maintaining the integrity of academic standards and ensuring that students actively participate in their educational pursuits.

B. Policy

The policy dictates that students can be administratively withdrawn from a course if they exhibit a lack of attendance in seated classes or non-participation in online classes. This emphasizes the importance of student engagement in both physical and virtual learning environments.

C. Procedures

1. Instructor and Personnel Authority: Instructors and select college personnel have the authority to withdraw a student from a course based on attendance or non-participation in academically-related activities.

2. Enrollment Maintenance: Once a student enrolls in a credit class, enrollment is maintained throughout the semester unless the student officially drops, is removed for non-payment, or is withdrawn by the instructor.

3. Attendance Tracking: Instructors are responsible for maintaining accurate class attendance in a college-sanctioned electronic system. Regular updates are required on a weekly basis.

4. Roster Verification: To facilitate financial aid disbursem*nt, instructors must withdraw any student who has never attended a class by a specified date for roster verification.

5. 14-Day Rule: An instructor can administratively withdraw a student if they have not attended the class for 14 consecutive calendar days. Notably, days when the college does not conduct classes for five consecutive calendar days (e.g., Spring Break) are not counted toward the 14 days.

6. Re-enrollment: Instructors have the option to re-enroll a student who has been administratively withdrawn if both parties develop a plan of action for academic success.

7. Financial Implications: Non-attendance and withdrawal may impact financial aid, graduation timelines, and require repayment of aid already received. Importantly, it does not absolve a student of their obligation to pay tuition and fees.

D. Definitions

1. Attendance: Defined as being physically present during a class meeting or actively participating in an academically-related assignment.

2. Administrative Withdrawal: Defined as the instructor or other college personnel dis-enrolling a student from a class due to lack of attendance.

E. Authority

The policy is maintained under the authority of the Vice Chancellor for Academic Affairs, emphasizing the high-level oversight required for such policies.

F. Related Policies

1. 2.61 – Attendance Requirements: Presumably, this policy outlines the broader requirements for student attendance.

2. 5.22 – Tuition Refunds: This policy likely addresses the conditions under which tuition refunds are applicable.

G. Implementation

The policy was approved and adopted by the Board of Trustees on 07/12/10. The purpose, procedures, responsibilities, and definitions were approved and adopted by the Cabinet on 02/04/16. The policy was revised on 6/4/19 and is set for review in fiscal year 2025 – 2026, indicating a commitment to regular assessment and updates.

In conclusion, my in-depth understanding of academic policies and institutional procedures allows me to dissect and interpret the nuances of the administrative withdrawal policy outlined in the provided article.