I. PURPOSE
The purpose of this policy is to ensure that all faculty and staff in New York Medical College’s (“NYMC”) School of Medicine (“SOM”), Graduate School for Biomedical Sciences (“GSBMS”) and School of Health Sciences and Practice (“SHSP”) follow a standard practice for withdrawing students from a course the student never attended.
II. POLICY
If a student never attends the class and does not officially drop/withdraw the course, the instructor is required during the grading period to mark the student’s record with a grade of Withdrawal Never Attended (“WNA”). A WNA grade is not permitted for students who attend the class at least one time. A student who attended the class (or accessed course materials) one or more times and does not submit formal notification to drop/withdraw to the Registrar’s Office will receive a failing grade of F.
III. SCOPE
This policy applies to all students, Registrar staff, faculty and departments at NYMC.
IV. DEFINITIONS
A. SIS Student Information System
B. FA Student Financial Planning
C. R2T4 Return to Title IV funds
V. PROCEDURE
A. If a student attends/accesses course materials in even one class session, they do not qualify for a WNA grade. If a student has attended at least one session and stops attending/participating in the course, it is the responsibility of the faculty member to communicate add/drop and withdraw deadlines to the student. If the student does not officially drop or withdraw from the course, the faculty member is required to notify the Department Chair/Advisor/Dean by the midpoint (according to the student’s school academic calendar) of the semester that the student has stopped attending/participating.
B. The Registrar’s Office is responsible for timely and accurate processing of student paperwork as it relates to the class or program.
C. Faculty are responsible for timely and accurate reporting of students who never attended or stopped attending/participating in the class by midpoint (according to the student’s school academic calendar) of the semester.
D. It is the responsibility of the Department Chair/Advisor/Dean to advise students of the withdrawal dates and submission deadlines and to follow up with the student regarding their attendance and/or status in a course or program.
E. If a student never attends the class and does not officially drop or withdraw from the course, the faculty member is required to mark the student’s record with a grade of WNA during the grading period in the TouroOne portal.
F. FA is responsible for adjusting the funds according to the recorded student’s drops and withdrawals from the class or program.
G. For students in non-cohort programs who are charged per credit tuition and students in a cohort program:
1. In accordance with federal regulations, all students who receive a WNA (Withdrew, Never Attended) grade will be reviewed by the Office of Student Financial Planning to determine if a financial aid adjustment is necessary.
2. If an adjustment is required, the student will be notified via their NYMC email. Adjustments due to WNA grades will result in a balance owed to NYMC.
H. For students in a cohort program:
1. In accordance with federal regulations, all students who receive a WNA (Withdrew, Never Attended) grade will be reviewed by the Office of Student Financial Planning to determine if a financial aid adjustment is necessary. If an adjustment is required, the student will be notified via their NYMC email. Adjustments due to WNA grades will result in a balance owed to NYMC.
2. Additional guidance regarding students who fail to begin attendance can be found in the Federal Student Aid Handbook.
I. A WNA grade is not included in calculating the student’s grade point average (GPA), but it appears on the student’s transcript.
VI. EFFECTIVE DATE
This policy shall be effective immediately.
VII. POLICY MANAGEMENT
Executive Stakeholders: SHSP Dean, GSBMS Dean, SOM Dean
Oversight Office: Registrar
