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Policy Number: 4.2.9
Effective Date: August 13, 2025
Revision History: None
Policy Contact: Dean of Students
I. Purpose and Policy Statement
If a student is unable to successfully complete a semester due to non-academic issues such as medical, physical, mental, emotional, or psychological conditions, or other exceptional circumstances, including Title IX related matters, they may request a hardship withdrawal through the Hardship Withdrawal Committee, chaired by the Dean of Students and administered through the Dean of Students Office. Students may request a hardship withdrawal when the emergency or situation they are experiencing makes it impossible to continue in the course(s) for which the student is registered and the deadline for an official withdrawal/drop has passed. Students may request a hardship withdrawal by submitting a Hardship Withdrawal Request application, which includes submitting documentation sufficient to support the hardship withdrawal. Students may be asked for an interview as a part of the process.
Hardship withdrawals can only be requested after the official withdrawal/drop period of a given semester has passed, as outlined in the academic calendar. A student wanting to withdraw before the official withdrawal period of a given semester has passed must follow the regular withdrawal procedure as outlined in the academic catalog.
The Hardship Withdrawals Committee will only consider requests that fall within the current or previous two academic years. Students may request that an exception be made; however, they will be required to provide an explanation and may be asked for additional supporting documentation. Ultimately, the committee will determine if an exception is granted.
Hardship withdrawals are processed as total or complete withdrawal from the College. Students who are approved for a hardship withdrawal will receive a grade of W for all courses they are enrolled in that semester. Students seeking partial withdrawals will be required to provide substantial supporting documentation from a qualified medical or other appropriate professional. Documentation must demonstrate and support how a student’s particular situation impacted some, but not all, courses.
A student who knowingly submits, or attempts to submit, a fraudulent application for a hardship withdrawal will be considered in violation of the GGC Student Code of Conduct and will be subject to disciplinary action. This includes, but is not limited to:
- Filing a hardship withdrawal to avoid a failing grade;
- Filing a hardship withdrawal to avoid disciplinary action;
- Filing a hardship withdrawal to avoid adverse financial aid consequences;
- Providing untruthful statements or fraudulent documentation; and/or,
- Engaging in dishonest behavior during the process.
If a student is granted a hardship withdrawal, they cannot later request a review and/or reversal of the decision and the granting of the hardship withdrawal.
If it is determined by the Dean of Students that a student is not capable of completing this process, the student’s parent, guardian, or legal next of kin may act on student’s behalf, consistent with the provisions of the Family Educational Rights and Privacy Act (“FERPA”).
A student can appeal a Hardship Withdrawal denial to the Associate Provost for Student Affairs. The appeal must be made within five (5) business days of the student’s denial notification. If denied, a student can appeal the Associate Provost for Student Affairs’ denial to the Senior Vice President for Academic and Student Affairs within five (5) business days of notification of the Associate Provost for Student Affairs’ denial. The decision of the Senior Vice President for Academic and Student Affairs is the final institutional decision.
II. Scope
This policy is applicable to students who are currently or have previously been enrolled at Georgia Gwinnett College (“GGC”).
III. Roles and Responsibilities
This committee will be chaired by the Dean of Students and consist of administrators from the offices of Counseling and Psychological Services (“CAPS”), Financial Aid, Registration Services, Student Affairs, Academic Affairs, Title IX (as needed), and Student Success. Administrator(s) from Legal Affairs may also attend in an advisory capacity.
Standing members include:
- Dean of Students: Chairs the Hardship Withdrawal Committee and appoints its membership.
- Executive Director of Registration Services: Permanent member of the Hardship Withdrawal Committee.
- Assistant Dean of Students: Serves as Vice-Chair of the Hardship Withdrawals Committee and manages the work of the committee in the absence of the Dean of Students.
- Associate Provost for Faculty: Permanent member of the Hardship Withdrawal Committee
IV. Compliance
In accordance with the provisions of Title IX of the Education Amendments Act of 1972 and GGC policy, if information is shared regarding a Title IX related matter including, but not limited to, incidents of sexual harassment, sexual assault, dating violence, stalking, or pregnancy, the Dean of Students Office and/or the Hardship Withdrawal Committee is obligated to report the matter to GGC’s Title IX Coordinator. If a student selects the box indicating that the hardship withdrawal request is due to a Title IX incident and does not check any other boxes, that hardship withdrawal request will be sent to the Title IX Coordinator. The Title IX Coordinator will make a determination of whether or not the Title IX Coordinator would support the student’s request for hardship withdrawal and will report that back to the Hardship Withdrawal Committee. In the event that the Title IX Coordinator does support the hardship withdrawal request from a Title IX perspective, the Title IX Coordinator will address any financial accommodations that should be made in accordance with the Title IX regulations.
Students attending GGC on an international visa may have their visa status affected if granted a hardship withdrawal. Student visa holders should consult with the Office of International Student Services before applying for a hardship withdrawal.
V. Related Regulations, Statutes, Policies, and Procedures
Hardship Withdrawal Request Application
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