“W” Grades - Academic Term Withdrawal
If unexpected circumstances beyond a student’s control affect their academic performance during a term, current UB students may contact their academic advisor or department to request a withdrawal for that term. If approved, an academic withdrawal replaces all grades in a given term with a “W,” which indicates withdrawal due to illness or other extenuating circumstances.
Available for Specific Types of Events
An academic term withdrawal is a formal process, and is approved only in circumstances in which the impact to academic performance is documented sufficiently. Qualifying events can include (but are not limited to) a personal event or event affecting an immediate/chosen family member, including:
- A significant medical issue.
- Disability.
- The death of an immediate/chosen family member.
- Active military service.
Only Available for All Classes (Not Single Courses)
Requests for academic term withdrawal that are based upon extraordinary circumstances are only considered for all the registered courses in a given semester. Requests for academic term withdrawal for select courses in a given semester will not be approved. Students who are having issues with a specific course may want to consider alternatives to academic term withdrawal.
Alternatives to Academic Term Withdrawal
Students may want to consider other options, depending on their specific situation.
Potential Impact of Academic Term Withdrawal
Withdrawing from courses can affect many aspects of a student’s life.
If approved, an academic withdrawal replaces all grades in a given term with “W.”
Students may need to retake courses with “W” grades in future terms, which can delay graduation.
Withdrawal may affect the financial aid package, including TAP, PELL, loans and scholarships. If students have any questions about financial aid, they should contact the Financial Aid office before they submit their academic withdrawal application.
If a student holds an F-1 or J-1 student visa, an academic term withdrawal may have an impact on their immigration status. F-1 / J-1 students are required to speak to an advisor in International Student Services before submitting an application for academic term withdrawal.
Timing for Requests
After Drop/Add
An academic withdrawal can be requested by a student after the drop/add period.
Within One Semester of the Event
Requests for academic term withdrawal can only be approved if submitted within one semester of the event. If a student has already received a semester of academic withdrawals due to an ongoing medical event, they may not receive approval for a subsequent semester. However, if a student has received an academic term withdrawal because of one medical event and then a different medical event occurs, such circumstances will be considered.
Request an Academic Term Withdrawal
Talk with an Advisor or Academic Department
Students should consult with their academic advisor or academic department to discuss the appropriate procedures, and the required justification and documentation needed to request an academic term withdrawal and receive grades of ”W.”
View Withdrawal Policies
Undergraduate Students: Use the Electronic Academic Withdrawal Application
Students request an academic term withdrawal using the electronic academic withdrawal application. The advisor or academic department will begin the process by sending the student a link to the withdrawal application, which the student needs to complete and submit.
Step 1. Click the application link in the email.
The student will receive an email in their UB email account with a link to the application portal. The student will click the application link contained in the email.
Step 2. Complete the form and upload required documentation.
The student must complete all fields on the applcation form and upload the specified supporting documentation.
Only One Withdrawal Reason May Be Selected
The student should select the reason that resonates most with their situation.
Step 3. Review and check all acknowledgements, then submit the form.
The student will review and check all acknowledgements before clicking the submit button on the application form. Once submitted, the student will receive a confirmation email that their application was successfully submitted.
Step 4. Expect a decision via email in 3-4 weeks.
The application will be reviewed and the outcome will be communicated to the student via the preferred email address selected in HUB. The review process includes several steps and typically takes 3–4 weeks to complete.
Graduate Students: Download and submit the Academic Term Withdrawal Application
Students should contact their department’s graduate coordinator to review their options. For qualifying extraordinary circumstances, you may apply for an academic term withdrawal. Eligibility criteria and required supporting documentation are outlined in the Request for Academic Term Withdrawal form.
Questions? Need Help?
For questions or help with the process, students should contact their academic advisor.