4.03 – Authorization of Course Registration Changes After Standard Administrative Deadline

Print Friendly, PDF & Email


Scope: NMSU System

Source: ARP Chapter 4 | Curriculum and Course Management

Rule Administrator:

Last Updated: 05/08/2015



Revision History:

2017 Recompilation, formerly Rule 6.92
05/08/2015 amendment approved by Board of Regents

A. Purpose

To establish conditions under which exceptions to the university’s standard administrative deadlines for course withdrawals (drops) will apply.


B. Policy Administrator

This rule will be implemented and enforced by the NMSU college deans and the vice president for academic affairs at each of the university’s community colleges, in coordination with the University Student Records Office.


C. Definitions

  1. Academic Appeals Board: Within each college of the university, the library, and each community college campus, an academic appeals board will be appointed by the associate dean for academics or the community college academic vice president to hear student appeals. The appeals board will consist of three faculty members and two students.


D. Policy Statement

A student may be permitted to drop/withdraw from a course after the semester or other enrollment term’s administrative deadline has passed in accordance with the following:

  1. The student, or person authorized to act on behalf of the student, submits the petition to the Office of the student’s dean (based on the student’s major), no later than one year after the end of the semester or summer term of the pertinent enrollment, unless extenuating circumstances as determined by the Academic Appeals Board justify waiver of such one year time limitation. (See Procedures hyperlinked from Section F.)
  2. The petition alleges with documentation any of the following situations:
    1. The student was physically prevented from dropping or withdrawing due to illness, injury, or personal emergency of the student or a member of the immediate family;
    2. The student was given misinformation as to the correct deadline for dropping a course or withdrawing from the university;
    3. The student never attended the class, nor submitted assignments, nor completed examinations;
    4. The student was performing military duties, including but not limited to a scheduled deployment;
    5. Other circumstances beyond the control of the student prevented the student from meeting the drop/withdrawal standard administrative deadline.
  3. The petition is processed in accordance with the Procedures issued by the Office of the Executive Vice President and Provost, including a right to appeal from the determination of the course academic associate dean.
  4. If the petition is granted, the student will receive a “W” grade unless the course instructor and the academic associate dean believe that an “I” grade is appropriate.
  5. Cancellation of the enrollment will only be appropriate in cases where the student did not attend any class sessions during the semester (or other enrollment term) under review.


E. Procedural Guidelines

Procedural Steps for Retroactive Course Registration Changes follow, and are also posted at the Executive Vice President/Provost’s website at provost.nmsu.edu.

  1. The student or person on behalf of student completes the Petition for Retroactive Registration Change form and submits the petition to the student’s academic associate dean or community college academic vice president, as appropriate. The form of petition shall provide notice to students that a possible consequence of a retroactive withdrawal is a requirement to repay the university the amount of any disbursement of financial aid for the pertinent enrollment period.
  2. The student’s academic associate dean or equivalent (community college vice president of academic affairs) considers the facts verified by the student in the petition, review relevant academic or other records, and issues a written Determination. The course department head and, if available, the course faculty shall be informed that a petition has been submitted.
    1. The Determination shall outline the basis/bases asserted in support of the petition, and describe why the basis/bases asserted either support or do not support retroactive withdrawal. Key questions to be considered when determining whether to approve the petition include: (1) did the circumstances described prevent the student from dropping the course(s) within the drop/withdrawal deadline, and (2) why did the circumstances described affect only the course)s) requested to be dropped.
  3. The Determination shall be issue to the student within ten (10) business days from receipt of the petition, unless a time extension is sought and granted by the student’s dean. A copy of the Determination shall be provided to the University Student Records Office, Financial Aid, and University Accounts Receivable.
  4. The student may appeal the Determination to the student’s dean by submitting a Notice of Appeal within five (5) business days from receipt of the Determination, unless a time extension is sought and granted by the dean. The student or person acting on behalf of student shall provide a copy of the Notice of Appeal to the University Student Records Office, Financial Aid and University Accounts Receivable.
  5. Upon receipt of the Notice of Appeal, the dean shall commence to convene the Academic Appeals Board. The role and authority of the Academic Appeals Board is:
    1. To consider requests for waiver of the one year limitations period for submitting a Petition for Retroactive Withdrawal/Drop, and to grant such waiver if extenuating circumstances are shown which prevented the student from seeking the retroactive withdrawal/drop prior to the one year deadline.
    2. To establish rules of order for its appeal hearings as it may deem necessary.
    3. To review the administrative action taken leading up to the appeal; to consider the criteria required for a retroactive withdrawal/drop; and to decide whether the Determination subject of the appeal should be upheld, or whether the facts and circumstances presented warrant a modification or reversal of the Determination.
  6. The Academic Appeals Board will issue its Decision, explaining the rationale supporting the ruling of the majority of the appeals board, within fifteen (15) business days from the date it met to consider the matter, which shall not take place more than twenty (20) business days from the course dean’s receipt of the Notice of Appeal, unless a time extension of the deadline is sought and granted by the Office of the Executive Vice President and Provost.
  7. A majority of the members of the Academic Appeals Board shall have full authority to act on the petitions as representatives of faculty and administration, on behalf of the college or community college, as appropriate, and of the university. The decision of the Academic Appeals Board will be final.