Medical & Compassionate Withdrawal and Selective Course Load Reduction (SCLR)

This policy provides students experiencing extraordinary medical or personal challenges with options to adjust their enrollment without academic penalty. It applies to all undergraduate and graduate students at UTA.

  • Ensures fairness and consistency in handling requests.
  • Protects academic integrity while recognizing individual circumstances.
  • Offers both full withdrawal (Medical Compassionate Withdrawal) and partial withdrawal (Selective Course Load Reduction).
  • Designed to align with federal and state law, and institutional policies regarding grades, financial aid, and student records.

Definitions

  • Medical Withdrawal: Complete withdrawal from all courses due to documented medical or mental health conditions that significantly impair academic performance.
  • Compassionate Withdrawal: Complete withdrawal from all courses due to extraordinary personal circumstances such as death of a family member, severe personal crisis, or natural disaster.
  • Selective Course Load Reduction (SCLR): Withdrawal from one or more specific courses while remaining enrolled in others, when medical or personal circumstances affect only part of the student’s schedule.
  • Appeal: A formal request for reconsideration of a denied application, requiring new documentation or information.

Medical and Compassionate Withdrawal Process Overview

  • Student completes and submits request form with documentation.
  • Case Manager reviews for eligibility and completeness.
  • Committee evaluates request and makes decision.
  • Notification sent to student within 14 calendar days.
  • Transcript updated with “W” or “Q” grades.
  • Appeal option available if denied.
MCW Flowchart

Selective Course Load Reduction (SCLR) Process Overview

  • Student completes and submits request form with documentation.
  • Case Manager reviews for eligibility and completeness.
  • Committee reviews and recommends to Associate Academic Dean.
  • Dean makes final decision.
  • Notification sent to student within 21 calendar days.
  • Transcript updated with “W” grades.
  • Appeal option available if denied.
SCLR Flowchart

Documentation Requirements

Medical Requests:

  • UTA Medical Withdrawal/SCLR Documentation Form OR letter from a licensed medical/mental health provider.
  • Must include: diagnosis, dates of onset and treatment, impact on coursework, and prognosis.
  • Documentation must be signed and dated by provider.

Compassionate Requests:

  • Supporting documentation such as obituary, legal paperwork, or other official records.
  • Personal statement explaining circumstances, timeline, and impact on coursework. A meeting with a Dean of Students staff member is required when submitting a personal statement as documentation.
  • Documentation must establish clear connection between event and academic impact.


Deadlines and Timelines

  • Application Deadline: Last class day of the next regular long semester following the term of the request.
  • Appeal Deadline: Within 14 calendar days of denial notification.
  • Decision Timeline:
    • Withdrawal: 14 calendar days.
    • SCLR: 21 calendar days.
  • Requests submitted after deadlines will not be considered unless extraordinary justification is provided.

Appeals

Students may appeal a denied request if new documentation or information becomes available.

  • Reviewed by Appeal Official (Vice President for Student Affairs or designee) and designated Vice Provost.
  • Final decision issued within 21 calendar days.
  • No further appeals available.
  • Written explanation of appeal grounds.
  • New documentation or new facts previously unavailable at the time of submitting the original application.
  • Submission within 14 calendar days of denial.
  • Appeals submitted late without justification will be denied.

Impact of Approval

  • Grades: Courses withdrawn will show “W” or “Q” depending on student status.
  • Financial Aid: May require repayment of funds; students should consult Financial Aid Office.
  • Scholarships: May be lost; separate scholarship appeal process required.
  • Veteran Benefits: May be impacted, student should consult Military and Veteran Services.
  • International Students: Must consult Office of International Education before applying, as visa status may be affected.
  • Academic Standing: Approved withdrawals may affect GPA calculation, probation status, or graduation timeline.


Request A Presentation

The Medical & Compassionate Withdrawal and Selective Course Load Reduction (SCLR) policy at UTA supports students who encounter extraordinary medical or personal challenges that affect their ability to complete coursework beyond the University drop date. Our educational presentations are available for faculty, staff, student organizations, and campus departments to:

  • Understand the purpose and eligibility of the Medical Withdrawal, Compassionate Withdrawal, and SCLR processes
  • Learn how to support students considering a withdrawal or course load reduction
  • Navigate documentation requirements and referral procedures
  • Promote student well being and academic recovery
  • Build a culture of support and academic success

To request a presentation, please submit the request form at least two weeks in advance.


Request A Presentation Form

Quick Links

Have questions? Visit our FAQ's page.

Frequently Asked Questions

Contact

Emails: dos@uta.edu
              cmw@uta.edu

Telephone: 817‑272‑7862

Office hours: Monday - Friday
8:00 a.m. - 5:00 p.m.