Leave of Absence and Withdrawal Requests / Dean of Students / Campus Life / Westminster College

Life circumstances can impact your ability to continue your studies uninterrupted. Westminster College offers options for a Leave of Absence or a Withdrawal to support students through temporary or long-term interruptions. Understanding the differences, implications, and process for each option is essential.

Please refer to the College Catalog for full policy details, including eligibility requirements, documentation guidelines, refund schedules, and financial aid regulations.

What Is a Leave of Absence?

A Leave of Absence is a temporary pause from your studies, allowing you to step away from all current courses for personal, medical, or military reasons. Students who take a leave maintain access to certain campus resources and remain eligible to register for future terms.

Examples of when a student might consider a Leave of Absence:

Experiencing a serious physical or mental health challenge
Being called to active military duty
Needing time to address personal or family responsibilities

While on leave, your courses for the current semester will be marked as “W” on your transcript (not calculated into GPA), except for military leave, which may be marked as “M.”

Types of Leaves of Absence:

Medical Leave

For physical or mental health reasons; may require professional documentation and clearance to return.

Military Leave

Granted to students called to military service; includes full tuition and fee refunds or incomplete grades depending on progress.

Personal Leave

For personal or professional reasons unrelated to health or military service.

To request a Leave of Absence:

Contact the Student Affairs Office (studentaff@westminster.edu or MCC 341) in advance of your intended leave.
Submit the official Leave of Absence Request Form stating your reason, intended start date, and required documentation if applicable.
If you are unable to submit the form in advance due to unforeseen circumstances, Student Affairs may initiate the leave on your behalf and collect documentation later.

Important Considerations:

Financial aid eligibility may be impacted.
Tuition and fees may be refunded based on the date of separation.
You must vacate on-campus housing within 48 hours of your effective leave date.
Academic standing is preserved and will apply when you return.
A Leave of Absence is typically limited to one semester (up to 180 days).

What Is a Withdrawal?

A Withdrawal from Westminster College means ending your enrollment on a long-term or permanent basis. This may occur within a semester or between terms and requires removal from all registered courses.

Examples of when a student might consider a Withdrawal:

A decision to transfer to another institution
Needing an extended break from college without plans to return
Facing long-term medical or personal circumstances that prevent academic participation

Types of Withdrawals

Voluntary Withdrawal

Initiated by the student for personal, academic, or financial reasons.

Medical Withdrawal

Approved by the Dean of Students for serious health issues expected to prevent future re-enrollment.

Administrative Withdrawal

Initiated by the College if a student ceases attendance without formal notification.

Stop Out

A student finishes a term but does not register for the next; this is a temporary interruption for up to one academic year.

To request a Withdrawal

Begin the process by contacting the Student Affairs Office ( studentaff@westminster.edu or MCC341) to schedule an Exit Interview.
Attend the Exit Interview and discuss the implications with a Student Affairs staff member.
If applicable, submit medical documentation for a Medical Withdrawal.

Important Considerations

Withdrawals result in “W” grades on your transcript, not included in GPA.
Federal and institutional financial aid eligibility may be affected.
Tuition, housing, and meal plan charges are prorated based on your official withdrawal date.
Federal Title IV aid may be recalculated, which could result in a tuition balance owed.
A registration deposit and readmission process are required if you choose to return in the future.

Financial Aid, Tuition, and Exit Counseling

Separation from the College—whether temporary or permanent—can significantly impact your financial obligations and aid eligibility.

Federal Aid & GI Bill®

Aid is recalculated based on your withdrawal date. A reduction in aid may result in a balance due.

Tuition & Fees

Charges are prorated based on the timing of your departure. No refunds are issued after 60% of the semester is completed.

Exit Counseling

All separating students are offered a meeting with Financial Aid to review the impact on loans and aid.

You are encouraged to meet with a financial aid representative to fully understand your financial responsibilities before finalizing your Leave of Absence or Withdrawal.