Medical and Compassionate Withdrawal Request Procedures
New College Medical and Compassionate Withdrawal Request Requirements and Procedures
Prior to submitting a medical or compassionate withdrawal request, please review the following information. For questions, please email firstname.lastname@example.org.
Eligibility & Alternative Resources
Medical and compassionate withdrawal requests are reserved for extraordinary and emergency circumstances that prevent a student from completing their classes. All requests require specific and relevant professional documentation for consideration, and approval is not guaranteed. The decision is based on the specific circumstances and the professional documentation provided. Approval is made on a case-by-case basis and is made at the discretion of the college. The decision of the college is final.
If considering an MCW request for a past semester, please review the academic and financial implications, and please note the two-year deadline for refund considerations.
If considering an MCW request for the current semester/session, please review the academic and financial implications, and consult the Academic Calendar as you may be eligible for regular withdrawal procedures. Please also notify your instructors as there may be opportunities for alternative arrangements or incomplete grades, at the instructor’s discretion.
If you are seeking to drop your classes for a future semester/session, please consult your academic advisor. The medical/compassionate withdrawal resource does not apply to future semesters.
This specific process is for New College students only. Before proceeding, please confirm that your degree program is part of the New College of Interdisciplinary Arts and Sciences (My ASU, My Programs). If your program is under a different college, please contact the Medical Designee for your college here.
If you are receiving financial assistance (or did during the requested semester), please contact Financial Aid and Scholarship Services to determine your financial obligation prior to submitting the request. Approved medical/compassionate withdrawals may be eligible for partial refund adjustments within two-years from the requested semester. After two-years, the petition is no longer eligible for a refund (although may still be submitted for academic purposes). Please direct all financial questions to Financial Aid and Scholarship Services.
Approved medical and compassionate withdrawals result in Ws (withdrawals) on the transcript for all classes included with the request. If approved, the academic status (undergraduate) and GPA are also reviewed and adjusted accordingly. Additionally, a notation is added to the transcript, indicating that there was an approved medical or compassionate withdrawal for that semester.
If you are an international student with an F1/J1 visa, please consult the International Students and Scholars Center (ISSC) to discuss immigration consequences that may result from your withdrawal from ASU.
If you are currently receiving G.I. Bill benefits, please contact the Pat Tillman Veterans Center (PTVC) to discuss possible alternative resources and/or the ramifications of an approved medical/compassionate withdrawal, prior to submitting your request. A signature from a PTVC representative is required on the MCW form to proceed.
Medical and compassionate withdrawals are typically considered on a semester or session basis, not on an individual course basis. Partial requests (those for only one course or some courses in a given semester/session) are seldom approved and require additional documentation that justifies the selective nature of the request for consideration.
Medical Withdrawal Requests
According to University policy, a documented medical withdrawal is reserved for unexpected, extraordinary circumstances in which sudden illness or injury prevents you from finishing your classes. The medical withdrawal policy covers both physical health and mental health emergencies.
An original letter from your healthcare provider (physician, therapist, psychologist, etc.) is required for a medical withdrawal request. It is preferred that the letter come directly from the provider to the medical designee. Medical letters submitted by the student may require additional verification. The letter must be on letterhead and must include the following information:
- the date of onset or worsening of illness within the requested semester
- the dates of medical care within the requested semester
- the general nature of the diagnosis and why and how it prevented you from attending class or completing coursework
- the date of your anticipated return to school
- the health care provider’s release to return to classes (if you are ready to return to classes)
Discharge records, office visit summaries, receipts, office visit summaries, appointment cards, lab results, etc. will not be accepted as a substitute for the required letter. Approval of a medical withdrawal may require you to obtain a medical release from your health care provider before to returning to classes.
Compassionate Withdrawal Requests
According to University policy, a documented compassionate withdrawal is reserved for extraordinary and emergency personal circumstances, not related to your health, that prevent you from finishing your classes. Examples of circumstances that may be covered under the compassionate withdrawal policy include the death of a close family member or emergency medical issues related to the student’s spouse, child, or parent (if providing caregiving services) during the requested semester.
Professional documentation that supports your request and validates relevant dates within the requested semester is required.
For a compassionate withdrawal request due to the passing of a loved one during the requested semester, a death certificate is required.
For a compassionate withdrawal request due to legal issues, a police report(s) or other legal documents are required that explain the circumstances and include relevant dates within the requested semester.
For a compassionate withdrawal request due to an unexpected change in employment or other financial challenges, professional documentation that demonstrates this change (during the requested semester) is required. This may include a termination of employment letter, eviction notice, or a copy of the request for government financial assistance with relevant dates. Bank statements are not accepted.
For a compassionate withdrawal request due to the serious, onset illness or hospitalization of a family member for which you are providing care, a letter from their healthcare provider that addresses the following information is required.
- the date of onset of illness within the requested semester
- the dates of medical care within the requested semester
- The general nature of the diagnosis and what caregiving services/support are/were required by the student
- The general nature of the student’s involvement with the caregiving services and how that may have impacted their academic commitments
- The date of anticipated medical release (i.e. For how long are/were caregiving services required?)
Discharge records, office visit summaries, receipts, office visit summaries, appointment cards, lab results, etc. will not be accepted as a substitute for the required letter.
To Submit Your Medical or Compassionate Withdrawal Request
All medical or compassionate withdrawal requests require the following three items for consideration. Please submit these items to the New College medical designee via email, mail or fax.
- Request form
Complete the Medical/Compassionate Withdrawal Request Form.
- Personal Statement
Compose a brief personal statement describing the situation leading you to seek the withdrawal. The statement must explain why and how the emergency or extraordinary circumstances prevented you from completing your assignments and participating in your classes during the requested semester or session, specifically. You must also include the last date that you attended or participated in classes.
- Professional Documentation
Request/gather required professional documentation. See documentation requirements (medical or compassionate) above. For medical withdrawal requests, it is preferred that the medical letter is sent directly from the medical provider to the medical designee. Medical letters submitted by the student may require additional verification.
ASU New College Student Petitions
Attn: Medical Designee
Mail Code: 1251
P.O. Box 37100
Phoenix, AZ 85069-7100
The review process typically takes a few weeks once all documentation has been received (request form, personal statement, and documentation). Requests submitted near the end of a semester or session will have a longer review time due to the increased volume of submissions. If questions arise we will reach out to you for clarification. Decisions will be sent to the student’s ASU email.
Please view the ASU Policy at https://students.asu.edu/forms/medical-compassionate-withdrawal-request.
For questions, email email@example.com.