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Loyola University Chicago

Office of Registration and Records

Total Withdrawal

How do I withdraw from the university?

If you plan on completely withdrawing from all of your courses at Loyola, you should be aware of the implications.  While you may already know some of this information, the following questions will help serve as a guide as you transition out of Loyola:

 

How do I withdraw from the university?   

If you wish to withdraw from the university during any semester you must notify your academic advisor in First and Second Year Advising or in your school's academic Dean's Office in writing. A student is considered to be in attendance until such notice has been received by First and Second Year Advising or by the student's academic Dean's Office. It is the student's obligation to inform his/her primary academic advisor promptly of the intention to withdraw. Telephone messages and/or non-attendance in class are not official notification.

Based on my withdrawal date, am I eligible for tuition credit?   

All financial refunds and/or obligations are dated from the date of the formal notice of withdrawal and not from the date of the last class attended. You should verify that the date of withdrawal on your student record accurately reflects the date that you notified the University of your intent to withdraw. If your withdrawal date is incorrect, you may contact your academic advisor. Your academic advisor may require you to appeal for a Change of Academic Record by supplying a formal letter of appeal and supporting documentation to support your request to change your academic withdrawal date.
Once your financial aid and housing charges have been adjusted on your student account and depending upon the date of your withdrawal, you may receive a credit to your student account. For specific withdrawal schedule information please visit the Bursar website http://www.luc.edu/bursar/withdraw_schedule.shtml.  

The student health insurance charge is non-refundable after the 10th day of classes.   Also, if you purchased the tuition insurance plan (http://www.luc.edu/bursar/tuition_insurance.shtml) then be certain to complete the student medical documentation available at the Dewar website or in the Bursar office to file a claim.
 
Additionally, any payments made on your iPlan account will be applied to the outstanding charges. If you have questions or would like to cancel your iPlan please send an e-mail to iplan@luc.edu.

For more information, contact the Office of the Bursar at 773.508.7705 or bursar@luc.edu.

What about my financial aid?   

The Office of Student Financial Assistance is required to recalculate financial aid eligibility for students who completely withdraw from all courses prior to completing more than 60% of a term.  This recalculation will be done 45 days after the date of the drop in your courses.  You will receive an updated financial aid award, detailing the changes in your eligibility.

You may be eligible for a tuition refund depending on your date of withdrawal.  Keep in mind that the adjustment of tuition at the date of withdrawal and the recalculation of your aid are two completely separate items.  It is possible that you will be assessed the full tuition for a term, but be determined to have not earned all of your financial aid.
 
The amount of financial aid awards that pay towards your tuition charges will be prorated according to the percentage of the semester that has elapsed at the time of your withdrawal, not the amount of tuition you were charged. See further explanation at http://www.luc.edu/finaid/withdrawal.shtml

Your lender(s) will receive notification of your change in status and will contact you to begin repayment of your loans. If you return to school in the next term, you will be able to defer the repayment.  We recommend you contact your lender(s) now so they are aware of your change in status. Also, as soon as you drop all of your courses, you will be contacted to complete Exit Loan Counseling (http://luc.edu/finaid/loans_exit.shtml).

For more information, contact the Office of Student Financial Assistance at 773-508-7704 or lufinaid@luc.edu.

What happens after I appeal for a Change of Academic Record to change my withdrawal date?   

If the appeal is denied, your academic withdrawal date will remain as posted, and the Office of Student Financial Assistance will review your awards to verify any unearned funds. Once OSFA has completed its review of your financial aid package, then the Bursar's Office will send a final e-bill on the 15th day of the following month. If the appeal is accepted, then your academic Dean's Office (or First and Second Year Advising) will correct your academic withdrawal date and notify the Office of Registration and Records. Once the academic withdrawal date has been posted, the Office of Student Financial Assistance will review your awards to verify any unearned funds (see "What about my financial aid?" above). Once OSFA has completed its review of your financial aid package, then the Bursar's Office will send a final e-bill on the 15th day of the following month (see “Based on my withdrawal date, am I eligible for tuition credit?” above).
What appears on my transcript after I withdraw from the university?

If you completely withdraw on or before the Last Day of Late/Change Registration, there will be no record of your enrollment in the course(s) on your official transcript. If you withdraw after the Last Day of Late/Change Registration but on or before the Last Day to Withdraw with "W" grade, your official transcript will record a "W" grade for each course. The "W" grade indicates that you withdrew from the course(s). The reason for withdrawal (e.g., medical, personal, etc.) is not indicated on your official transcript. If you withdraw after the Last Day to Withdraw with a "W" grade, your official transcript will record a "WF" grade for each course. The "WF" grade indicates that you withdrew from the course after the 10th week of the semester and the course grade is counted in the same way an "F" grade counts into your GPA.

How can I get my official Loyola transcripts?   

You will still have access to LOCUS to retrieve your academic records.  You can also go to http://transcriptrequest.luc.edu/alumni/pages/jsp/ to request transcripts either for pick-up at Loyola or to mail to any address you specify.

For more information, contact the Office of Registration and Records at 312-915-7221 or registrar@luc.edu.

If I live on campus, how do I check out of the residence hall?   

You will need to contact your RA, Graduate Assistant, or Resident Director for check out information.  It is expected that you complete proper check out procedures with your hall staff within 72 hours of dropping your classes.

You will need to make arrangements with your hall staff regarding how, when, and where you can check out. Your room key must be returned directly to hall staff.  Giving your key to anyone else leaves you liable for charges to replace the lock.

You must submit a Request for Release to the Department of Residence Life to officially cancel your contract.  You can find this form online at our Step by Step Guide to Requesting a Release.  
 
For more information, contact the Department of Residence Life at 773-508-3300 or res-life@luc.edu.
 

What if I want to come back to Loyola to finish my degree later?   

If you are leaving Loyola in good standing, are only gone for a semester, and do not enroll in another college/university during the semester you are gone, you may be readmitted without having to reapply by contacting your academic dean’s office. However, if you are absent from Loyola for more than one semester, you must fill out an application for re-admission from the Office of Undergraduate Admissions.

For more information, contact the Office of Undergraduate Admissions at 312-915-6500 or admission@luc.edu.

Can I still use my Loyola e-mail and LOCUS?   

GroupWise and UVID accounts will be deactivated two years following the ending of the student's last graded term of attendance. 

For more information, contact the Help Desk at 773-508-4ITS or helpdesk@luc.edu.

Can I still use my Loyola student ID card?   

Your Loyola ID card will be automatically deactivated within 10 days of dropping all of your classes.  This will remove your access to your residence hall, parking facilities, the library and Information Commons and Halas Sports Center.  Your meal plan will be prorated to the date you withdrew.  Any Rambler Bucks remaining on your card will be placed on hold in the event you return to Loyola in the future, when they will be reactivated.

For more information, contact the Campus Card Office at 773-508-2273 or campuscard@luc.edu.

What if I’m an international student?   

If you are an international student in F or J status, dropping to zero credit hours (or below full time) can result in the loss of your immigration status in the US. Please come to the Office for International Programs for more information on how to maintain your status in the US.

For more information, contact the Office for International Programs at 773-508-7706 or intlcntr@luc.edu.

More questions?

If you still have questions or need help completing any of the steps outlined above, please come by the Student Services HUB in the Sullivan Center, call 8-7700, or email hub@luc.edu.



Loyola

Office of Registration and Records
Loyola University Chicago · Lewis Towers, Suite 510
820 N. Michigan Avenue · Chicago, IL 60611 · Phone: 312.915.7221 · registrar@luc.edu

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