Adding or Dropping a Course

The adding or dropping of a course is a major change to the student’s academic records and should be done only after careful consideration. No change is accepted verbally. Complete withdrawals from a session must be submitted in writing. To be considered official, the class change must be in one of two ways: 1. Submitted in writing and signed by the student. The official date of the drop is the date the written notice is formally received by the University, NOT the postmarked date or the date stated in the notice. An official class change may be submitted by completing a Request for a Change of Schedule form or by written notice containing the student's name, signature, I.D. number, and course(s) to be changed. The notice may be faxed, mailed, e-mailed, or hand delivered to the University. (Refer to the University’s web site for the fax number and e-mail information.) If the exact add/drop date is critical to the student, it is recommended the student send the change by registered mail. 2. During the registration period, available courses can be added to your schedule or dropped from your schedule through the on-line registration portal (link on web site and Student Portal). To be official, when a schedule change is requested in the on-line registration portal, the ‘Submit’ button must be clicked. If the change is not submitted, the request(s) will not be processed and any pending class changes will be removed from the system after 48 hours and not processed by the University.

Withdrawals from the University

A withdrawal from the University is a complete official severance for the session. Merely ceasing to attend class(es) does not constitute an official withdrawal. To be considered official, the withdrawal must be in writing and signed by the student requesting the withdrawal; no withdrawal is accepted verbally. The written notice submitted by the student must contain the student’s name, signature, I.D. number, and course(s) to be dropped. The notice may be faxed, mailed, e-mailed, or hand delivered to the University. The official date of the withdrawal is the date the written notice is formally received by the University, NOT the postmarked date or the date stated in the notice. The University’s record concerning a withdrawal is indisputable, unless the student can provide reliable evidence of an earlier receipt date. If the exact withdrawal date is critical to the student, it is recommended that the student send the withdrawal by registered mail. The student has thirty days following the close of a session to provide evidence for any grade disputes concerning withdrawals. All admission and academic records of the student are the property of Amberton University and will remain on file for three years. A former student who withdrew in good standing will be allowed to re-enroll without applying for re-admission during these three years. After three years of non-attendance, the student must reapply for admission to Amberton University.

Course Guide

Withdrawal from a Class During the Session

A student who officially withdraws from a class during the first week of the session will be entitled to a full refund of tuition. A student who withdraws from a class after the first week will be credited on a refund schedule that is based on the beginning date of the session and continues for five consecutive weeks. Late registration and/or class absences are not considered exceptions to the refund policy. Refer to the Schedule of Classes for the exact refund policy. To be considered official, the class withdrawal must be in writing and signed by the student requesting the withdrawal; no withdrawal is accepted verbally. The written notice submitted by the student must contain the student’s name, signature, I.D. number, and course(s) to be dropped. The notice may be faxed, mailed, e-mailed, or hand delivered to the University. The official date of the withdrawal is the date the written notice is formally received by the University, NOT the postmarked date or the date sent in the notice. The University’s record concerning a withdrawal is indisputable, unless the student can provide reliable evidence of an earlier receipt date. If the exact withdrawal date is critical to the student, it is recommended that the student send the withdrawal by registered mail. Confirmation of a class withdrawal will be mailed to the student within three working days of receiving the official notice. In the event a withdrawal confirmation is not received by the student within three working days, the student is to contact the University’s Student Services Office. In the event a refund results in a credit balance on the student’s account, the credit balance will remain on file until the student notifies the Business Services Office, in writing, of its disposition. Refunds originating from a credit card payment may be credited only to the credit card account. If Title IV funding is received by the student, the University will adhere to the R2T4 policy (https://amberton.edu/r2t4-policies/) as stated in the Financial Aid Handbook (https://amberton.edu/wp-content/uploads/2023/04/FinAidHandbook.pdf), as it relates to withdrawals, credit balances and refunding money to the proper entity.

Recordkeeping for Withdrawals

An approved withdrawal from a class during the session will be noted on the student’s transcript by a W (noting withdrawal) in the grade field of the course enrolled. A withdrawal is not counted when reporting hours completed or grade point average.

The Recording of Academic Grades

At the conclusion of each session, the faculty’s reports of students’ grades are recorded on each student’s transcript and a copy is provided to the student for reporting and verification. For a repeated course, the grade of record will be the highest grade earned by the student. Grades received for courses at Amberton University always take precedence over any transfer course grades. In addition, courses will not be accepted in transfer if the equivalent courses have been attempted at Amberton University. Should a student believe that a grade error is recorded on his/her transcript, the error must be reported within thirty days. After thirty days, the grade of record is indisputable.

Undergraduate & Graduate Concurrent Enrollment

Amberton University students who lack one course to meet undergraduate degree requirements may be permitted to concurrently enroll in one undergraduate course and one graduate course. This permission may be granted if the student: (1) has at least a 2.75 grade point average, (2) has been approved for graduation in the session in which the graduate course will be taken, and (3) has requested and received written approval from the Academic Dean.

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Enrollment, Adds, Drops & Withdrawals