Withdrawals

This withdrawal policy applies to any student who decides not to participate in the program abroad or who is dismissed from the program abroad on or after the start of the program abroad.  All programs are considered to start on the first day of orientation for fall or spring-only students, and again on the first day of spring classes for academic year students

Paperwork & Procedures for Withdrawal from a School Abroad
A student must notify the Director of the School Abroad of the intent to withdraw in writing and the Director should complete the withdrawal form and send it to the student for a signature.

Refunds
Students who are dismissed or who withdraw voluntarily from a School Abroad after the start of the program shall forfeit all fees.   Students who withdraw after the start of the program for medical reasons (certified by a physician or mental health professional) may receive refunds according to the table below, provid­ed that written notification of withdrawal is received by Middlebury within the indicated time frame.

MEDICAL WITHDRAWAL REFUND SCHEDULE
STUDENTS FROM OTHER COLLEGES AND UNIVERSITIES: Before end of second week of program 60% refund of amounts due and paid
MIDDLEBURY STUDENTS: Before end of second week of program Forfeit study abroad administrative fee;

60% refund of additional amounts due and paid

STUDENTS FROM OTHER COLLEGES AND UNIVERSITIES: Before end of fourth week of program 20%  refund of amounts due and paid
MIDDLEBURY STUDENTS: Before end of fourth week of program Forfeit study abroad administrative fee;

20%  refund of additional amounts due and paid

ALL STUDENTS:  After end of fourth week of program No refund

Students who are eligible for a refund will have the College charges and their financial aid (for Middlebury students) pro-rated based on the amount of time they were enrolled according to both Middlebury and federal formulas.

To the extent granted, refunds will be remitted by check from the Middlebury Controller to the person or institution who paid the charges initially. If any authorized refund represents in whole or in part the proceeds of a student loan, remittance will be made by the College first to the lender or holder of the loan for the applicable part of the refund. In this event, the student will be given written notice of such disbursement made on his/her behalf out of the total proceeds of the refund.

Grades and Credit
Students who withdraw for medical reasons after the on-site registration period will receive grades of “WD”; refunds apply as per the Medical Withdrawal Refund Schedule. A grade of “WDF” as indicated on the back of the Middlebury College transcript applies only to Language Schools and not to Schools Abroad.

Students who are dismissed or who voluntarily with­draw after the on-site registration period and before the last week of classes will receive a grade of “WD” in all of their courses.

Students who are dismissed or who voluntarily withdraw during the last week of classes (five class days prior to the start of exams) or after will receive a grade of “F” in all of their courses.

In exceptional circumstances, and when indicated by a medical or health care professional, students may request permission to withdraw from one (and only one) course, rather than withdraw entirely from the program.  If permission to withdraw from a specific course is granted by the director of the School Abroad, the student would stop all work related to that course and receive a WD on his/her transcript for that course.

Middlebury students who receive permission to withdraw from a course abroad should understand that because of the reduced course load, s/he will no longer be eligible for a WTEQ (winter-term equivalent credit), where applicable.

Although this is the policy for a student’s Middlebury transcript, depending on the laws of the host country, a failing grade or a failure to complete the course may become a part of a student’s permanent academic record at the host institution.

Voluntary Withdrawal

To withdraw from a School Abroad a student must contact the director.

Mandatory Withdrawal

i. The Schools Abroad provide a range of support services to address the medical needs of students, including mental health needs, within the context of the campus community. On occasion, students may experience health needs requiring a level of care that exceeds what Middlebury can appropriately provide. In such circumstances, students may withdraw from a School Abroad (see “Voluntary Withdraw,” above). In situations where a student is unable or unwilling to carry out substantial self-care obligations, where their behavior is unduly disruptive to the community, where current medical knowledge and/or the best available objective evidence indicates that a student poses a significant risk to the health or safety of others, or where a student poses an actual risk to their own safety not based on mere speculation, stereotypes, or generalizations about individuals with disabilities, and the student does not want to withdraw voluntarily, the dean of International Programs or designee (hereinafter referred to as the “dean”) has the authority to withdraw the student.

ii. Before placing any student on a mandatory withdraw, Middlebury will do an individualized assessment to determine if there are reasonable accommodations that would permit the student to continue to participate in the campus community without withdrawing from the program.  A medical evaluation by a competent specialist may be required. To enable careful, individualized consideration, the student may need to sign a release authorizing disclosure of relevant information by and between treatment providers working with the student and the appropriate Middlebury official(s).

iii. The student will be notified of the withdrawal decision in writing. Student(s) will be given notice and an opportunity to speak with the dean prior to or within five business days following the start of the mandatory withdrawal. The decision may be appealed, following the procedures set forth in Section iv., below.

iv. An appeal of a mandatory withdrawal decision may be made in writing (including email) to the provost or designee (hereinafter referred to as the “provost”) within five business days of receipt of the decision. The appeal must state the grounds for the appeal and include any supporting evidence. Absent extenuating circumstances, the provost will ordinarily notify the student of the appeal decision within five business days of receipt of the appeal.

v. Students withdrawn under this section may also be subject to the normal disciplinary processes if their conduct has violated any Middlebury policy. If disciplinary action is appropriate, the matter must be resolved either before or immediately upon the student’s return.

Readmission

i. A student who seeks readmission to a School Abroad after withdrawal should contact the dean. Students eligible for readmission can expect to receive instructions for completing applicable readmission forms from the appropriate School Abroad official. They must confirm their plan to return to the School Abroad by the deadline set by the official. Students may be subject to certain readmission requirements. See below.

ii. Students who are withdrawn from a School Abroad are eligible for readmission to the Middlebury undergraduate program (as applicable to current Middlebury undergraduate students) for a three-year period. Students seeking readmission to any other Middlebury program should consult with that program’s director, dean or other responsible Middlebury official regarding the eligibility period.

iii. Many students who withdraw will have no requirements attached to their readmission to the School Abroad or any other Middlebury program. In some cases, a dean, program director, the VPSA, Provost, or other appropriate Middlebury official or designee may impose specific requirements for readmission to the School Abroad, the Middlebury undergraduate program, or any other Middlebury program, as applicable, if the circumstances of the student’s departure warrant it. The goal of such conditions is to prepare the student for a successful return to Middlebury; for example, a student may be asked to complete pre-approved coursework at another institution in order to demonstrate readiness to return to rigorous academic work or to provide clinical information to staff of the Parton Center for Health & Wellness to facilitate a successful return. For example, a student may need to complete the Medical Return Form and respond to any follow-up requests for information from Parton staff. If the withdrawal is health-related, any conditions or requirements for reinstatement will be based on an individualized assessment of each student including consideration of current medical knowledge and/or the best available objective evidence. Careful consideration will be given to the opinions and recommendations of the student’s treating physician or mental health professional, if available.

iv. As appropriate to the individual circumstances of a student’s departure, a dean, program director, VPSA or other Middlebury official or appropriate designee may also require that the student provide information to their dean, program director, commons dean, or other appropriate Middlebury official when they seek readmission. Typically, this includes a letter about the student’s understanding of the problem that led to the withdrawal, evidence of the student’s work to resolve the issue and/or progress made in managing the issue and other information that may assist Middlebury in evaluating whether the student can safely and effectively participate in the School of the Environment’s academic programs, the undergraduate college or any other Middlebury program to which the student seeks readmission, as applicable.

v. Students eligible for readmission to a Middlebury program other than the School Abroad (e.g., the undergraduate college) should notify their Commons dean, program director or other appropriate program official, as applicable, to obtain instructions for completing applicable readmission forms. They must confirm their plan to return with their Commons dean, program director or appropriate program official by the deadlines set by the official. For the undergraduate college please note the deadlines and requirements set forth in the Student Status policy. Undergraduate students who fail to confirm their plans to return by these deadlines will be placed on a waiting list for readmission. Normally, readmission to the undergraduate college is for fall or spring semester only. Students will be readmitted for winter term or summer study only with special permission from the Vice President for Student Affairs.

vi. Students on probation for disciplinary or academic reasons will resume their probationary status upon their return for the duration of the assigned probationary period.

vii. In the rare circumstance that a student’s request for readmission is denied on grounds of health or safety, the decision may be appealed in writing to the Vice President for Student Affairs or designee (undergraduate program), or as appropriate, to the Provost or designee (all other Middlebury programs). The appeal must state the grounds for the appeal and include any supporting evidence. Absent extenuating circumstances, the appellate official will ordinarily notify the student of the appeal decision within five business days of receipt of the appeal.

Notice to the Student’s Home Institution

Middlebury reserves the right to notify all institutions or programs in which the student is (or will be) enrolled of any medical or non-medical withdrawal of the student from a Middlebury School Abroad.

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