Late Registrations, Adds and Withdrawals
Accuracy in reporting enrollment data is critical
to Virginia Tech. The official university enrollment
data are the census date data. Therefore, graduate students need
to be enrolled prior to the University
date for the semester.
Students who are not admitted and enrolled by the census
not included in the official data submitted to the state. Therefore,
faculty should make sure that all students attending their
classes are registered in those classes by end of the first week
of classes (i.e. by the end of the formal add period).
Late admission of new students: If a student applies close to the beginning of the semester, departments may consider accepting the student to Commonwealth Campus (CC) to facilitate rapid admission. The student must give his/her permission for the change to CC before the request for rapid handling of admission by the Graduate School. These late admissions must be completed and the student enrolled in classes by the census date for the semester.
Readmissions (students who are returning from a Leave of Absence
or who have not been enrolled for more than a calendar year). For
readmissions close to the beginning of the semester, the department
should request expedited handling by the Graduate School.
In rare cases students may add research hours after the add period (within the same semester): If a student who is not enrolled first contacts the advisor late in the semester for the purpose of continuing work on the research or project, the department should Late Add the student electronically (minimum of 3 Cr of research) and have the advisor send an email to the Graduate School explaining the extenuating circumstances that led to the late enrollment.
Late Adds after the semester in which the course was offered are not permitted except under extenuating circumstances that are beyond the control of the student and the advisor. Such adds must have a Graduate Dean's permission based on a written appeal by the advisor and an explanation from the instructor of why a student who wasn't enrolled was permitted to participate in the course.
Drops & Withdrawals:
"Withdrawals" from courses after the drop period are identified as Graduate Withdrawal. These carry a WG designation on the transcript and do not affect the GPA. This process requires the use of the Graduate Course Withdrawal Form* which must be signed by the student, the instructor , and the student's advisor or departmental graduate coordinator. WG must have a graduate dean's approval. Withdrawal from courses after the semester is over is not permitted.
Withdrawal of registration for the semester requires the Student Resignation/Withdrawal Form from the Registrar's office. To drop all classes for the semester by the first day of classes, only the student's signature is required. To withdraw from all classes after the first day of classes, the student must officially "resign" or withdraw. This requires a graduate dean's signature. Withdrawal/resignation from all courses for the semester will result in the designation of WG for the semester and the removal of the courses from the transcript. The tuition refund rules apply (see Bursar's webpage). Retroactive resignation or withdrawal after the semester is over is not permitted.
* the Force Add/Drop form is being used temporarily until this new
form is available.