Policies & Forms

Procedures for Faculty and Students

The College of Education recognizes the importance of supporting students with their education. This page provides common policies and forms used by students. Step-by-step instructions are provided to students and faculty on how to complete these forms. Academic forms, which are generally initiated by the student, can be found here. This same site will also provide forms that are initiated by faculty and staff. These forms are listed as “Staff and Faculty Forms”.


The Incomplete (I) grade is a temporary grade indicating that work in the course was acceptable, although a required portion of it was not completed because of illness or other serious circumstances beyond the student's control. The I grade may not be used for the convenience of the faculty member or student. If a student has quit attending without withdrawing from the course or contacting the instructor in writing, the appropriate final grade is an F.


  1. Student meets with instructor to discuss possibility of receiving an incomplete grade
  2. If an incomplete grade is agreed upon by the instructor, the Incomplete Grade Change (e-form) should be filled out by the instructor and sent to the student.


Student Leave of Absences

The College recognizes that life may require a natural interruption of studies. Students may take a Student Leave of Absence (SLOA) for up to four quarters. Additional requests beyond four quarters are addressed individually on a case-by-case basis by the associate dean.


  1. Student meets with their faculty advisor to discuss a leave of absence
  2. Student fills out Student Leave of Absence (e-form) which is sent to the associate dean
  3. Student meets with associate dean
  4. Associate dean reviews the forms and moves it forward to the Registrar's Office 

Although the advisor need not sign, additional signatures may be required (e.g., if the student is receiving financial aid or scholarships, etc.). The associate dean must approve of any SLOA request. To return, students must notify their faculty advisor and associate dean to reenroll at SU prior to the start of the quarter.



Students may complete the Withdrawal Request (e-form) if they intend to depart with no intent to return. Although no one from the College needs to sign the form, additional signatures may be required (e.g., if the student is receiving financial aid or scholarships, etc.). Students will not have access to financial aid, registration, housing, and other campus services.


  1. Student meets with their faculty advisor to discuss complete withdraw from the university 
  2. Student fills out Withdrawal Request Form (e-form)


Administrative Withdrawal

Graduate students who do not register for three consecutive academic terms (excluding summer) by the census date of the third term may be administratively withdrawn by the Office of the Registrar. Students who are administratively withdrawn must apply for readmission.


Hardship Withdrawals

A Hardship Withdrawal allows students to withdraw from one or more classes in a given term, and results in the assignment of an HW grade. Hardship Withdrawals are reviewed for approval by the Associate Dean in situations in which one or more of the following has occurred: (1) incapacitating illness or injury to the student, (2) a catastrophic event involving the student (3) catastrophic illness in the immediate family or (4) death of an immediate family member.


  1. Student meets with their faculty advisor to discuss impact of a hardship withdrawal from courses.
  2. Student meets with associate dean to initiate a request for a hardship withdraw.
  3. Student submits the following documents to the associate dean:
    1. Written statement from the student
    2. Hardship Withdraw Request Form
    3. Hardship Withdrawal Consent to Release Records Form
    4. Written letter for reinstatement from the student, including the Supporting Letter for Reinstatement at least a term prior to returning to the program
  4. Associate dean sends documents to the Dean of Students
  5. Both the associate dean and Dean of Students review the request
  6. If approved, the associate dean sends appropriate documents to the Registrar’s Office

Refund of Tuition and Fees

There is a separate tuition refund process that is available through student financial services that coincides with the hardship withdraw. Refunds are based on normal refund schedule for each quarter. Students can appeal this for the following reasons: three days of hospitalization, death in immediate family and on a case-by-case basis.


  1. A refund request is made by submitting a letter addressed to the Director of Student Financial Services in which the student explains the circumstances and rationale for the refund request. This letter is submitted with the required documentation provided in the petition for the hardship withdrawal. 
  2. Refund requests are decided and acted upon within sixty (60) days of receipt of the request by the Director of Student Financial Services. 
  3. All refund requests must be made no later than the end of the quarter following the quarter in which the hardship withdrawal was initiated. 
  4. A refund of tuition following a hardship withdrawal may be limited to one time only.

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Policies & Forms by Topic

Please see the Fillable Forms Instructions for instructions on how to complete the forms. For e-signatures, see How to Create E-Signatures on PDF Forms


Policy Links & Resources

Form(s) (if relevant)


Student Code of Conduct

Dean of Students

Code of Student Conduct


Academic Integrity

Academic Integrity (2011-3)


Professional Conduct in Field Experiences

Professional Conduct: Appeal Procedures (2011-2)


Sexual Misconduct & Title IX

Sexual Misconduct Resources

Office of Institutional Equity





Degree Completion

Degree Requirements

Degree Requirements (75-1)


Change of Major / Update Catalog Year


Change of Major, Degree, or Specialization Fillable

To update your catalog year, contact your advisor.

Probation & Dismissal

Academic Probation Dismissal Appeal GR (2005-3) - SU

COE Probation Dismissal

   (the COE process outlines COE appeal-specific processes)


Graduation & Commencement

Graduation & Commencement

Commencement with Deficiencies (83-1)

Attend Commencement with Deficiencies (e-form)

Graduation Update Notification (e-form)

Disability Accommodations

Office of Institutional Equity

Disabilities Services

Section 504




Academic Grading Grievance (2004-7)

N Grade and Q Grades Statute of Limitations (75-19)

Incomplete Grades (97-3)

For grade change requests or extension, including changing grading type, see your instructor or faculty advisor.

Late Add


Registration Change - Petition to the Dean (e-form) (current quarter late add)

For past quarter add, contact your instructor or advisor.

Late Drop / Withdrawal



Late Drop - Petition to the Dean Fillable Form

Withdrawal Request Fillable (e-form)

For all late drops for current or past quarters, or withdrawals for past quarters, contact your advisor. For all withdrawals for the current quarter, graduate students can withdraw on their own through SUOnline.

Transfer of Credits

Transfer Policy (77-1)

Grades of Courses Acceptable for Transfer (75-5)

To request a transfer of credits, see your advisor.

Petition for Exception to Policy Fillable (e-form)

Repeated Courses

Repeated Courses (77-2)


Dual Enrollment

Dual Enrollment at Two Institutions (75-6)

Dual Enrollment Request Fillable Form

Course Time Conflict


Registration Change - Petition to the Dean (e-form)

Credit Loads

Credit Load Maximum (2001-2)

Registration Change - Petition to the Dean (e-form)

Independent Study, Directed Study, Internships

Directed Study/Independent Study (78-1)

Independent-Study,-Directed-Study-or-Internship-Request-Form - Fillable

Leave & Withdrawal

Leave of Absence

Student Leave of Absence (2014-1)

To request a leave of absence, see your advisor.

Student Leave of Absence (e-form)


Withdrawal (75-22)

Refunds of Tuition and Fees (75-9)

Withdrawal Request (e-form)

Withdrawal - Hardship

Hardship Withdrawal (2012-2)

Refunds of Tuition and Fees (75-9)

To begin the hardship withdrawal process, see your advisor.

Withdrawal Request (e-form)

Records & Reference Requests


Student Records

FERPA Annual Notice to Students

FERPA Guidelines (76-9)

Data Requests for Information

Reference Letter Request

Education Record: Permission To Release

Inspect-and-Review-Educational-Records-Request Form

Enrollment Verification Request Fillable Form

Special Request Fillable (e-form)