Withdrawal and Readmission

A Leave of Absence is an approved temporary break from University studies with the intent to return to the University. A Leave of Absence may only be requested prior to the start of the semester and only for a full semester or semesters; students who wish to withdraw from the University on or after the first day of class must request a withdrawal (see withdrawal information below).

Please note that a Leave of Absence is not designed for time needed to seek treatment for medical (including physical, psychological, and psychiatric) conditions. For information on what to do in a medical situation, students should review “Withdrawing with Intent to Return.” The student’s College Dean is available to answer questions about withdrawing for medical reasons.

In addition, a student typically must be in good academic standing in order to take a Leave of Absence. Students who are unsure of their academic standing should consult with their College Dean.

Students who wish to take a Leave of Absence from the University may do so for up to two semesters by completing a University Leave of Absence Form. Students who need a Leave of Absence for military service or religious obligation should contact their College Dean. Students who have requested a Leave of Absence will retain their University email account and will not need to apply for readmission. Students who are on a Leave of Absence will be included in the registration rotation for the semester in which they plan to return. Students who are on a Leave of Absence will also be permitted to participate in the housing lottery for the following academic year or, if returning in the spring, request housing.

A student who takes a Leave of Absence will not be considered an enrolled student while on Leave. This can have implications for international student visas, financial aid, requirements for student loan repayment, health insurance, and successful progress toward a student’s degree. Students should discuss plans for a Leave of Absence with their College Dean and the Office of Financial Aid. Richmond Scholars who wish to take a Leave of Absence should also contact the Office of Scholars and Fellows.

When requesting a Leave of Absence, a student will identify the term in which they plan to return. A student returning from Leave of Absence will be invited to enroll in courses during the normal registration period for the semester in which they plan to return.

This University Withdrawal Request Form is for the use of enrolled undergraduate students who are requesting to withdraw from the University and intend to return. When you submit this form, Richmond College or Westhampton College will be in contact with you to schedule a meeting to discuss your withdrawal if you have not already had one. If you are a first time enrolling student who has not yet attended your first day of class, please do not use this form to cancel your enrollment but instead contact the Office of Admission.

When a student withdraws for medical (including psychological, psychiatric, or physical health) reasons, University staff will communicate with your treating professional. In order for University staff to communicate with your treating professional, you must also complete this Authorization for Release form once you have returned home and established a relationship with your treating professional.  Please note that the Treatment Summary and Recommendations form is due with a student’s readmission application, one per each treating professional.  Please be sure to send the form to your treating professional(s) in time for them to submit it by the readmission deadline for each semester.

Please see “Readmission Criteria” below for important information about withdrawal and readmission deadlines.

The University Withdrawal Notification Form is for the use of enrolled undergraduate students who have decided to withdraw from the University and have no intention to return to Richmond. When you submit this form, Richmond College or Westhampton College will be in contact with you to schedule a meeting to discuss your withdrawal if you have not already had one. If you are a first time enrolling student who has not yet attended your first day of class, please do not use this form to cancel your enrollment but instead contact the Office of Admission.

Students who have withdrawn from the University and wish to return must submit a complete application for readmission, including any supporting documentation, by the deadline, typically February 15 for readmission for the fall term (and summer when applicable) and October 1 for readmission to the spring term. Criteria for successful application for readmission, and the forms needed, are outlined below. Students who have taken a Leave of Absence from the University do not have to apply for readmission.

All Students Seeking Readmission

Regardless of the reason for withdrawal:

• At least one full fall or spring term must typically elapse before a student who has withdrawn is eligible for readmission.
• If a student withdraws once a term has started, to be eligible for consideration for readmission for the following term they typically must withdraw no later than two weeks before the readmission deadline, i.e. September 15 for consideration for the spring term or February 1 for consideration for the fall 
• Students seeking readmission must typically be in academic good standing. A student who is not in Good Standing must articulate a reasonable pathway to return to Good Standing within two semesters if readmitted.
• Students must have met all requirements outlined by the College Dean as condition of their return when the student withdrew. In some cases, a College Dean may impose specific requirements for readmission if the circumstances of the student’s departure warrant it. The goal of such conditions is to prepare the student for a successful return to Richmond, and completion of those requirements is necessary for a student to be considered for readmission.
• A student who references a medical condition(s) and/or treatment in their readmission application must meet the additional criteria for readmission following a withdrawal for medical reasons (see below).
• Students must demonstrate that it is mathematically possible for the student to graduate.
• Students typically will not be readmitted until incompletes have been successfully resolved.
• Students will not typically be readmitted following a return to Richmond and a second withdrawal.

***Students may be considered for institutional financial aid only through their eighth term of enrollment (prorated for transfer students).

Additional Criteria for Readmission Following a Withdrawal for Academic Reasons

Students who have been withdrawn for academic reasons must meet the following criteria, in addition to the criteria expected of all students seeking readmission:

• At least one full fall or spring term must elapse before a student Withdrawn for Academic Reasons is eligible for readmission
• The student’s application satisfactorily demonstrates that the issues that resulted in inadequate academic performance have been addressed and poor academic performance is not likely to recur.
• A second Withdrawal for Academic Reasons will typically result in Academic Dismissal, and the student would be ineligible for readmission.
• Typically, students will be readmitted only for a fall or a spring term (i.e., the first term after readmission will not typically be a summer term).

Additional Criteria for Readmission Following a Withdrawal for Medical Reasons

Students who have withdrawn from the University for medical reasons must meet the following criteria, in addition to the criteria expected of all students seeking readmission:

• In order to support the health and safety and the academic success of returning students, a student seeking readmission following a withdrawal for medical reasons must provide an application which includes a plan for meeting the essential requirements of the University’s educational programs, including, where applicable, the residential experience and continuing to make academic progress if readmitted.
  • To ensure the health and safety of a student returning from a withdrawal for medical reasons, any student requiring ongoing medical care (e.g., physical therapy, specialty medical care, or ongoing/long-term mental health counseling) must have an off-campus provider for that care arranged and documented prior to readmission.
• The student must provide documentation from the student’s treating health care provider about the student’s readiness to return and to meet the essential requirements of the University’s educational programs, including, where applicable, the residential experience.
• All paperwork, including the documentation from a student’s treating health care provider must be provided by the readmission application deadline. Incomplete or late applications may not be considered for readmission.

The University’s health care point of contact (Student Health or CAPS) must provide a health clearance, affirming the clinical readiness of a student to return based on the documentation submitted by the student and their treating health care provider upon readmission. The University’s health care point of contact may contact the student’s treating health care provider to discuss the progression of care and the documentation provided.

Readmission Decisions

Applications for readmission and any exceptions sought to the University’s readmission criteria above will be evaluated by a committee including the Richmond and Westhampton College Deans, the Registrar (or designee), the AVP and director of financial aid (or designee), and the relevant dean from the Jepson School of Leadership Studies or the Robins School of Business, for students who are majoring in either school. When appropriate, this committee will consult with the University’s Director of Disability Services.

The decision of the Readmission Committee is final and cannot be appealed.

Provisional Readmission

In some situations, provisional readmission may be granted if appropriate, for instance, if a student has made significant progress in completing an academic requirement(s) stipulated by the College Dean, but being given more time is appropriate to complete the work, or a student has begun medical treatment but a medical evaluation closer to the start of the semester proposed for readmission is needed. In such cases students will be allowed to register for classes and apply for on-campus housing, but readmission remains contingent on successful completion of the outstanding academic requirement and/or until health clearance, as determined by the Readmission Committee.

After a Withdrawal for Personal Reasons

Undergraduate students who have withdrawn from the University for personal (non-medical) reasons and wish to return must make their request for readmission to the School of Arts and Sciences, Robins School of Business, or Jepson School of Leadership Studies by completing the Undergraduate Readmission Application.

After a Withdrawal for Medical Reasons

When a student who has withdrawn from the University due to medical reasons is ready to return, the student must complete and submit a Readmission Application following a Withdrawal for Medical Reasons.

Readmission Process

At least one full fall or spring term must typically elapse before a student who has withdrawn is eligible for readmission.

If a student withdraws once a term has started, to be eligible for consideration for readmission for the following term they typically must withdraw no later than two weeks before the readmission deadline, i.e. September 15 for consideration for the spring term or February 1 for consideration for the fall.

Application for readmission, as well as all documentation from the student’s treating professional (if applicable), must be received as follows:

• October 1, for consideration for readmission to the spring term
• February 15, for consideration for readmission to the summer and fall terms

All paperwork, including the documentation from a student’s treating health care provider must be provided by the readmission application deadline. Incomplete or late applications may not be considered for readmission.

The Readmission Committee will meet after the deadline and evaluate all complete, on time applications for readmission.

The decision of the Readmission Committee is final and cannot be appealed.

Health Requirements

Students returning from a Leave of Absence and re-admitted students should update their immunization requirements and Tuberculosis Risk Assessment (TBRA) originally provided upon entrance to the University. Submit documentation to the Student Health Center by June 1 for fall entry and January 1 for spring entry. For more information about your individual requirements, contact the Student Health Center for assistance.

Requirements for students who have been readmitted:

To remain enrolled, a readmitted student must meet all of the requirements for Good Standing, as well as any specific requirements outlined by their College Dean, including but not limited to:

• earning the specified total number units for their first semester following readmission.
• earning the minimum GPA specified in the return semester and earning passing grades in all classes in which the student is enrolled.
• earning no incompletes during their return semester without permission in advance from their College Dean.
• not withdrawing from any classes without permission in advance from their College Dean.

Students will not typically be readmitted if they return and withdraw a second time. (See criteria for students seeking readmission)