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. The grades “WDP” and “WDF” as indicated on the back of the Middlebury College transcript apply 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 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.

Readmission Requests
Middlebury College undergraduate students who wish to be readmitted to Middlebury after a medical withdrawal from a Schools Abroad program must follow the procedures set forth in Middlebury’s Student Status policy and submit their request for readmission to their Commons dean no later than June 1 for the fall semester and November 1 for the spring semester.

Students wishing to be readmitted to a School Abroad for the semester following a medical withdrawal must make the request in writing to the Director of that School Abroad and provide the following:

  1. a recommendation for readmission and supporting documentation from the student’s treating physician(s), psychiatrist(s) and/or licensed counselors (as applicable) that the student is able to participate fully and effectively in the intensive Schools Abroad program (including but not limited to the academic and residential life), with or without reasonable accommodation;
  2. information regarding the need, if any, for continuing treatment and follow-up care;
  3. evidence that the student has complied with the treatment recommendations that were made at the time of, and during, the medical leave;
  4. the student’s agreement to engage in continued treatment and follow-up care, if applicable; and
  5. authorization for disclosure by and between any person providing documentation in support of the request and the Schools Abroad Director. Students may also submit other information in support of their request. Middlebury may also require that the student submit to an independent medical evaluation performed by a health care provider selected by Middlebury (at Middlebury’s expense) and/or that the student provide additional information necessary to determine whether the student should be readmitted at that time.

In addition, if the student was involuntarily withdrawn from the program, the student must also provide the following:

  1. a description of the student’s understanding of the problem that led to the involuntary withdrawal;
  2. sufficient evidence of the student’s attempts to resolve the issue(s) that led to the involuntary withdrawal;
  3. information about what steps the student will take to prevent the problem(s) from recurring; and
  4. if applicable, sufficient evidence to demonstrate that the threat or conduct of concern has been eliminated and that the student is ready to return to Middlebury and adhere to all Middlebury and/or host institution policies.

Decisions on readmission requests are made on a case-by-case basis, therefore, Middlebury may require more, less or different information than that described above as deemed appropriate and necessary in a particular case.

The Schools Abroad Director will consider the student’s request for readmission after receiving the supporting information described generally above or requested specifically in a given case, as well as any other information that the student wishes to submit. In considering the request, the Director, in consultation with other officials, as appropriate, will determine whether there is a sufficient basis to establish the following (as applicable):

  1. the medical condition that led to the student’s withdrawal has been adequately addressed and/or managed such that the student is otherwise qualified to safely and/or effectively participate in the academic and/or residential life of the Schools Abroad program (with or without reasonable accommodation); and/or
  2. the student no longer poses a threat to the health or safety of others or to property, or no longer poses a threat of undue disruption to members of the Schools Abroad community.

Middlebury-Initiated Withdrawals
Voluntary medical withdrawals are appropriate when a student’s medical, psychological, or substance-related condition prevents the student from effectively and/or safely participating in the Schools Abroad’s academic and/or residential life programs. Students who wish to withdraw from their Schools Abroad program for medical reasons must notify their Schools Abroad Director.

Middlebury may require withdrawal of a student for medical reasons when:

  1. There is a reasonable basis to believe, based on a case-by-case, objective assessment of the student’s behavior and other relevant information, that the student’s medical, psychological, or substance-related condition prevents him/her from safely or effectively participating in the School Abroad’s academic or residential life programs, such that the student is not otherwise qualified to attend the School Abroad; or
  2. There is a reasonable basis to believe, based on a case-by-case, objective assessment of the student’s behavior and other relevant information, that as a result of the student’s medical, psychological, or substance-related condition, the student has threatened, or poses a significant risk of threatening, the health or safety of others; or causes or threatens to cause property damage; or engages in behavior that is unduly disruptive of others in the Schools Abroad community. (Behavior that is “unduly disruptive” includes but is not limited to conduct that interferes with, or poses a significant risk of interference with, the emotional or physical well-being of others and/or the academic, extracurricular, or social activities of others.)

Prior to the withdrawal, the student may be required to sign a release authorizing disclosure of the student’s medical or other information by and between the student’s physician(s), psychologist(s), or licensed counselor(s), or others who are asked to provide information regarding the student and the appropriate program official(s). A medical evaluation by a competent specialist may also be required. The outcome of the medical evaluation will be shared with the Schools Abroad Director or designee (hereinafter referred to as the “Schools Abroad Director”).

Student(s) will be given notice and an opportunity to speak with the Schools Abroad Director prior to or within five business days of the withdrawal. The Schools Abroad Director may also consult with others as appropriate (e.g., medical professionals, members of Middlebury’s Threat Assessment and Management Team (“TAM team”), law enforcement, and/or the student’s family members).

The Schools Abroad Director may also consider other information such as the recommendation, if any, made by the TAM team; or whether there are reasonable accommodations that would effectively mitigate the risk of harm to others or property and would allow the student to safely and effectively participate in the School’s academic and/or residential life programs, as applicable.

The student will be notified of the withdrawal decision in writing. The decision may be appealed, see below.

Students withdrawn under this section may also be subject to the normal disciplinary processes set forth in this Handbook if their conduct has violated Middlebury’s or the host institution’s policy or policies. If disciplinary action is appropriate, the matter must be resolved either before or immediately upon the student’s return to the Schools Abroad program or any other Middlebury program (if applicable).

Appeals to an Involuntary Withdrawal
An appeal may be made in writing to the Vice President for Academic Affairs and Dean of the Schools. The appeal must include the grounds for the appeal and an outline of any supporting evidence. Appeals transmitted via e-mail will be considered to be “in writing.” Absent extenuating circumstances, the student will be notified of the appeal decision within ten business days of receipt of the appeal.

 

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