The Enrollment Policy Appeals Board adjudicates petitions for registration changes for the current term or immediately preceding terms.
To request a change, you must explain the extenuating circumstances which prevented you from meeting the established registration deadlines. Procedures for completing petitions to change one’s registration information are listed below.
Appeals must be filed within 60 days of the end of the term being appealed. No appeals filed outside this time limit will be considered unless documentation includes circumstances which prevented the student from meeting this deadline.
Please read and follow the instructions carefully.
Students may appeal for the following:
- Adding courses during during the current term after academic calendar deadlines (see “Appeals to add courses” section below).
- Add a course after finals week of the term.
- Withdraw courses with or without tuition refunds.
- Change course options (grade mode and credit load).
The Enrollment Policy Appeals Board does not adjudicate any of the following:
- Grade Grievance appeals (instructions for this can be found here).
- Parking appeals (instructions for this can be found here).
- Financial Aid appeals (instructions for this can be found here).
- Housing appeals (contact firstname.lastname@example.org for information on this type of appeal).
- Adding or dropping classes in current term prior to finals week.
The Enrollment Policy Appeals Board will approve only appeals demonstrating exceptional extenuating circumstances.
Extenuating circumstances include:
- Medical emergencies that are debilitating and beyond a student's control.
- Death in the student's immediate family (parent, sibling, grandparent, or child).
- Errors made by SOU.
- Natural disaster or other unforeseen emergency circumstance.
Routine circumstances which may lead to an appeal being denied include (but are not limited to):
- Appeals beyond the time limit (60 days following the end of the term being appealed).
- Failure to follow the proper withdrawal procedures.
- Lack of knowledge of applicable dates and timelines (SOU's Academic Calendar is available to all students and can be found here).
- Changes in work schedule or employment.
- Failure to verify class schedule changes, including changes made by the student via the web interface.
- Non-attendance of classes.
- Personal errors in judgement regarding the availability of finances to pay associated charges, including availability of financial aid.
- Personal errors in judgement regarding class work load and academic ability.
- Personal errors in judgement regarding time management.
- Personal errors in judgement regarding the availability of transportation to and from classes.
- Dissatisfaction with the course content or instructor. If appealing for this reason, contact the SOU Provost Office.
- Inadequate investigation of course requirements prior to registration / attendance (including repeated coursework and repeat course limits).
- Non-qualification, late application, or loss of eligibility for financial aid or scholarships.
- Failure to read information / notices sent to the student's official SOU email.
- Student errors resulting in the delay of administrative processing relative to registration or the delivery of financial aid funds. This includes delays in resolving holds preventing registration activities.
- Appealing credits or tuition for courses which do not contribute towards major and/or degree requirements (including those resulting from changes in major or catalog year).
- Mandatory fee appeals (e.g. wishing to appeal the student fees due to not using the recreation center or student wellness center).
- Failure to verify self-enrollment in Distance & Continuing Education, Online, or Self-Support courses, resulting in additional tuition charges.
- Lack of documentation to support the appeal request.
- Failure to completely read all documentation regarding non-admit enrollment, continuing education, or professional development courses.
- Violation of any other SOU policy in the course of registration activities (including violation of the SOU Computing Resources Acceptable Use policy).
Students completing an official medical withdrawal from all courses should contact the Office of Student Support and Intervention.
Appeals to drop courses and receive tuition refunds must be supported by adequate documentation that proves the condition was debilitating.
Appropriate documentation may include a written statement from a health care professional or representative of the service provider.
Documentation must include dates of service as well as dates and length of time the provider recommended or directed the student stop attending classes.
The following are not considered sufficient documentation for medical appeals:
- Statements of Benefits from insurance carriers.
- Medical service statements.
- Medication logs.
- Physician documentation that does not direct a student to stop attending classes, or does not provide official excusal from classes.
Appeals to Add Courses
Prior to finals week, courses may be added to a student's record by obtaining an add/drop slip and securing the signatures of the following individuals:
- Department Chair
- Division Director
Deliver the signed add/drop slip to the Enrollment Services Center in Britt Hall with "ATTN: Enrollment Policy Appeals Board" displayed on the front of the slip.
After finals week, the student will be required to submit an appeal with a statement and documentation demonstrating extenuating circumstances that prevented adherence to established deadlines.
The following shall not be considered exenuating circumstances for adding courses after finals week:
- Forgetting to register in a class even though attending.
- Failure to follow established wait-list policies and procedures.
- Expectation of faculty to register the student in class (except when documentation from faculty demonstrates the instructor advising the student of their ability to do so).
Appeals to Change Course Options
Appeals to change course options will only be considered if the course being appealed allows the options to be changed.
- Credit load appeals will only be considered on variable credit courses.
- Grade mode appeals will only be considered for courses that allow changing of grade mode.
Course option appeals will require a student statement demonstrating extenuating circumstances which prevented adherence to established deadlines.
- Choose the appropriate appeal and complete the online form.
- Once the online form is complete and submitted, you will receive your Enrollment Policy Appeals form in your SOU email. All communication regarding your appeal will be sent to your official SOU email.
- Print the form provided and obtain all necessary signatures. Ensure that all information required is provided, including signatures, dates, and course information. Failure to provide accurate course information may result in incorrect registration activity.
- Deliver the completed form to the enrollment Services Center in Britt Hall. Instructions for other submission options are included in the email you will receive with your form.
- The Enrollment Policy Appeals Board meets once per month and will review all completed appeals forms.
- Appellants will be informed of the board's decision within three business days of the meeting.
If your current circumstances prevent you from completing the form (e.g. if you are an online-only student or a student who has left campus and have no ability to obtain signatures on campus), contact email@example.com for information on appealing your courses. Be prepared with documentation verifying your inability to complete the form (current utility bill in your name with a remote address or other similar documentation).
Please choose one of the following options:
(You will be required to log in to complete the form. If you do not know your login information or require assistance in logging in, contact the IT help desk at firstname.lastname@example.org or 541-552-6900).