A course may be added or dropped after the specified deadline only if the student has an emergency or extenuating circumstances. To add or drop a course after the deadline, the student needs to submit a petition to the Academic Standard Committee through this form.

A part-time student is defined as one taking a course load of 11 credits or fewer. Students are expected to enroll as full-time students with at least 12 credits. Failure to enroll as a full-time student may carry consequences such as a change of academic status, financial aid penalties, or forfeiting of athletic eligibility.

• Students who need fewer than 12 credits to graduate may request an exception of full-time status by requesting approval from the Office of the Registrar.
• Students who wish to drop from full-time to part-time status must complete a Permission to Drop to Part-Time Status form and meet with a staff member in the Center for Academic Success to determine what consequences, if any, could result from such action. 

First-Year Students: Contact your Professional Academic Advisor

Upper-Level Students: Schedule an appointment with Jennifer Frias, Academic Success Coordinator

Additional Recommended Guidance

• Veterans and Military Dependents: Contact Nadia Mahannah, Associate Registrar & VA School Certifying Official for additional guidance.
• International Students: Contact Monya Lemery, Director of Study Abroad and International Student Services to discuss any potential impacts.

Meet with Financial Aid

Meet with a Financial Aid Counselor to discuss any financial concerns. Contact the office directly at 512.863.1259 or finaid@southwestern.edu.

• Ask about additional grants, loans, scholarships, or Emergency Resources available to you. Exit counseling will help you understand the next steps for keeping your student loans in good standing, expectations for repayment, and guidance on applying for financial aid in the future.
• Veterans and Military Dependents: Meet with James Gaeta, Dean of Financial Aid, for additional guidance.

Students in good academic standing may apply for a student leave of absence no later than one week prior to the beginning of the semester for which the leave is to begin. Contact the Center for Academic Success for next steps.

• Students remain in good standing academically as long as they are making satisfactory progress toward graduation, and are not on academic probation. “Good standing” is defined as earning at least a 2.000 cumulative grade point average, and completing at least 24 graded credits in an academic year. Academic standing is based only on coursework attempted at Southwestern.  
• A leave of absence may be granted for up to one (1) semester or up to one (1) academic year for a program of work, study, or travel that will contribute significantly to a student’s personal development (or program of study at Southwestern University).
• In addition, a leave may be granted for personal reasons including, but not limited to, medical, financial, or health. An application for readmission will not be required of students to return from a leave of absence.
• Students on a Leave of Absence are able to keep their SU email account and are able to go through the registration process for the semester of their return.

A student may withdraw from the University during the semester by contacting the Center for Academic Success for next steps.

• Except under unusual circumstances, students may not withdraw from the University after the last day for dropping courses with record. Dates are provided on the current Academic Calendar. An application for readmission is required of students to return.

Additional Recommended Steps

Reminders and tasks for students withdrawing or not returning to the university.

• Athletics, Campus Recreation, Smith Library Center, Student Activities - return borrowed materials/equipment

• Bookstore - cancel or return any purchased/rented materials
• Campus Post Office - check mailbox for any remaining mail/packages
• Commuter Student Locker - Notify Student Activities, remove lock and personal items.
• Records & Registrar - order an official SU transcript. Deadlines for final grades are provided on the current Academic Calendar.
• Residence Life - for leaving in the fall: complete the intent to vacate form, for leaving in the summer: contact them to arrange a pick up for any personal items in storage
• Save or transfer all digital items from your Moodle and Google accounts. The migration of Student Gmail/Drive/Data can only transition to another Gmail account.
• Student Accounts - contact them to confirm you do not owe incidental charges such as library fines, traffic tickets, discipline fines, student health services charges, etc. Request a refund of any remaining credit balance on your Pirate Card.

A student planning to leave the university, whether it be due to transfer or circumstance, will need to complete the Students Not Returning Form. An application for readmission is required of students to return.

• Contact the Center for Academic Success for next steps. Students have the option to complete a one-on-one Exit Interview to share additional insights on reasons for leaving the university.
• The Center for Academic Success will notify your plans to not return based on your last semester of attendance (Fall/Spring YYYY) to respective campus offices; this will allow them to officially end your enrollment. Allow for up to one (1) business week for processing.

Additional Recommended Steps

Reminders and tasks for students withdrawing or not returning to the university.

• Athletics, Campus Recreation, Smith Library Center, Student Activities - return borrowed materials/equipment

• Bookstore - cancel or return any purchased/rented materials
• Campus Post Office - check mailbox for any remaining mail/packages
• Commuter Student Locker - Notify Student Activities, remove lock and personal items.
• Records & Registrar - order an official SU transcript. Deadlines for final grades are provided on the current Academic Calendar.
• Residence Life - for leaving in the fall: complete the intent to vacate form, for leaving in the summer: contact them to arrange a pick up for any personal items in storage
• Save or transfer all digital items from your Moodle and Google accounts. The migration of Student Gmail/Drive/Data can only transition to another Gmail account.
• Student Accounts - contact them to confirm you do not owe incidental charges such as library fines, traffic tickets, discipline fines, student health services charges, etc. Request a refund of any remaining credit balance on your Pirate Card.