Cancellations and Withdrawals

Cancellation

A cancellation occurs when a student decides not to return to the university prior to the last day of late registration of a given semester (for fall and spring semesters the fifth day of class and the second day of class for summer sessions). A student’s schedule cannot be cancelled after the last day of late registration but a student can withdraw from the semester; see the University Withdrawals section below. Students are responsible for resolving any holds on their accounts, including payment of any outstanding balance with the Business Office.

Failure to follow these steps could result in responsibility for tuition and other fees.

A student who chooses not to return to the university and has not registered for classes for the upcoming semester is still responsible for completing any other required processes, such as resolving any holds on their account (viewable on Gateway) and canceling their housing assignment, if applicable.

University Withdrawals

A University withdrawal is when a student decides to leave the University after the fifth day of classes in a fall or spring semester (second day of classes in summer sessions). Beginning the sixth day of class these semesters (third day of classes for summer sessions), students must complete an exit process in order to properly withdraw from the University.

It is the responsibility of the student to submit the Withdrawal Form to begin the withdrawal process. The Withdrawal Form is available on Gateway. According to the tuition refund schedule, a student may be entitled to some refund of tuition at the time of withdrawal.

Notice to instructors or other University offices of withdrawal does not cancel registration or financial obligations. Withdrawal without proper notice may result in a grade of F in all courses for the semester and responsibility for full payment.

Undergraduate students who properly withdraw from the University will keep the academic standing they have at the time of their University Withdrawal.

The official withdrawal date is determined by the date the student submits the Withdrawal Form to the Office of the Registrar. If the student fails to make this contact and simply stops attending classes, tuition, fees, meal plans and other applicable charges will not be adjusted on the student’s account. Lack of proper withdrawal may also result in financial aid credits be reversed according to federal regulations, leaving students with a larger financial liability if they do not withdraw properly.

Dropping a class or classes is not considered a withdrawal. The term withdrawal refers to dropping all classes after the fifth day of classes and leaving the University for that semester.

Dropping Courses

It is the student’s responsibility to drop a course.  The Registrar does not initiate drops for students from courses for non-attendance.  Notifying an instructor or failing to attend class does not constitute an official drop from a course nor does it eliminate the student’s financial responsibility for course payment.

Drop Policy:

A course dropped by the end of the first 5 class days of the semester (Fall and Spring) is not reflected in a student’s transcript.
Students may drop a course up to the end of the 12^thweek of the semester. A grade of “W” will be automatically be issued.
Student-initiated withdrawals from a course will not be accepted after the 12^th week of the semester.  Students who fail to withdraw by the published deadline will receive a final grade as determined by the faculty member. 
After the 12^th week of the semester, faculty-initiated withdrawals from a course for excessive absences must be coordinated through the appropriate Dean or Associate Dean for a student to receive a “W” in the course.
If a faculty member chooses not to withdraw a student from the course for excessive absences, a final grade will be submitted by the faculty member based upon the work completed by the student.
Please refer to the Academic Calendar for each semester’s calendar date, including shorter semesters (summer, Maymester, etc.), for the specific drop date deadline.

International Students must also inform the Center for International Programs of their intent to withdraw from any course. Student Athletes must also inform the Athletic Department of their intent to withdraw from any course.  Dropping multiple courses or falling below full time status could potentially impact a student’s financial aid award, visa status, and challenges progress toward the degree.  Students should consult with an academic adviser and financial aid adviser for more information.

Once a course is officially dropped, the faculty of the course will be notified.

Refunds

Refunds of tuition and required fees are determined based on the official date of a student’s withdrawal, as determined by the Dean of Students Office. Below are the refund period timeframes.

Fall and spring semesters refund schedules

First calendar week — 100% refund
Second calendar week — 75% refund
Third calendar week —50% refund
Fourth calendar week — 25% refund

Summer semesters refund schedules

First two days— 100% refund
Second two days — 75% refund
Third two days — 50% refund
Fourth two days — 25% refund

Students should refer to the Tuition Refund Schedule for specific dates for eight-week courses. There are no refunds for Maymester and Wintermester courses.

Meal plan refunds (including unused dining dollars) are only granted under special circumstances and are based on the official withdrawal date.

Financial aid recipients are not eligible for a refund until all financial aid programs are reimbursed in accordance with federal, state, and University guidelines. To obtain information about the return of financial aid funds, contact the Financial Assistance Office. This department can be reached by calling 210-436-3141 or emailing finaid@stmarytx.edu. Additional information is available in the Financial Aid section.

Students residing in campus housing must contact the Office of Residence Life to obtain information about any applicable housing adjustments and penalties. This department can be reached at 210-431-4312 or email reslife@stmarytx.edu. Students must follow the proper check-out procedure outlined in the Residence Life Agreement and must vacate campus housing within 48 hours of the official university withdrawal date.

Military

If a student in active or reserve military services is required by the military to withdraw from the University due to a military crisis, they will be entitled to a full tuition refund and no academic penalty will be incurred with appropriate documentation. Students who are using student loans will have to abide by the appropriate regulations. If a student is receiving VA benefits, they should also contact the Coordinator of Veteran and Military Affairs. Students must meet with the Dean of Students Office and provide appropriate documentation to complete this process.

Special Considerations

Students who believe that they have individual circumstances warranting an exception to published refund policies may contact the Dean of Students Office for such consideration.