Withdrawal, Quarter-Off, On-Leave and Returning Student Enrollment Policies

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PharmD students who are experiencing illness or personal circumstances which render them unable to attend for the quarter must follow both UW and School of Pharmacy Policies with regard to Withdrawal, Quarter-Off, On-Leave and Returning Student Reenrollment.

This section of the Handbook contains information on both UW policies and the School of Pharmacy policies. Students in need of assistance with regard to any of these policies should contact Micki Kedzierski, Director of Admissions, Advising and Counseling, in the School of Pharmacy’s Office of Professional Pharmacy Education.

School of Pharmacy Withdrawal, Quarter-Off and Leave Policy

Students who wish to withdraw from only one course must notify the course instructor. In the case of a core course or withdrawal from more than one course, a student must first talk with an advisor. In accordance with UW policy, it is your responsibility to withdraw if you are unable to attend classes for the quarter. Students who wish to withdraw from the quarter must first write a letter of request/intent to withdraw from classes and take leave. The letter should be addressed to the School of Pharmacy Academic and Professional Standards Progress Committee and should provide information regarding circumstances contributing to the request for leave, the length of leave, and any other pertinent information. Upon review of circumstances and recommendation of the Academic and Professional Standards Progress Committee, with the approval of the Dean, a student may be granted academic leave for up to one year. The decision regarding the request will be communicated to the student in writing. Students who do not contact the School to either request a leave of absence, or do not return by the time specified in an approved leave of absence, will be considered to have withdrawn from the PharmD program and will be so notified.

Responsibilities of Students Who Have Been Granted Leave from the School of Pharmacy:

  • Students should be aware that the length of their academic PharmD program will likely be prolonged due to withdrawal from coursework, quarter-off or leave as a result of illness or personal circumstances. Students should consult with Micki Kedzierski to develop an Academic Progress Plan.
  • Students who have been granted leave will need to officially withdraw from the quarter using MyUW.
  • Students receiving financial aid from UW must contact the UW Office of Student Financial Aid (OSFA) to discuss academic leave and make arrangements regarding repayment of financial aid, if necessary. See the Financial Aid section of the Handbook for further information regarding financial aid.
  • Students receiving financial aid from the School of Pharmacy must contact Andrew Brusletten, Administrative Director, to make arrangements regarding repayment of financial aid, if necessary. See the Financial Aid section of the Handbook for further information regarding financial aid.
  • The Washington Pharmacy Quality Assurance Commission (WPQAC) requires that a student make satisfactory progress towards degree requirements (completing coursework) to retain his or her intern registration. A student on academic leave is not completing coursework and is therefore not eligible to continue work as an intern during the period of leave. The student and School (per the signed student release) will notify the Washington Pharmacy Quality Assurance Commission and any other State Board that has granted the student a Pharmacy Intern certificate that he or she is no longer an enrolled student. Failure to notify the WPQAC and continuing to work as an intern may result in disciplinary action by the Washington Pharmacy Quality Assurance Commission.
  • Students are advised to inform their instructors that they have withdrawn from classes. A student who is unable to inform instructors personally may give verbal or written consent to either Micki Kedzierski or Cher Espina, to inform instructors of the withdrawal.

Returning Student Policy

Returning students are subject to both UW and School of Pharmacy reenrollment policies. A student who has not attended classes for two quarters or more must reapply as a former student returning to the University of Washington. Please refer to the Registrar’s Office links in the next section for UW Policies. A student on approved leave, who has not attended classes for two quarters or more, must have his or her enrollment approved by the School of Pharmacy Academic and Professional Standards Progress Committee and the Dean of the School of Pharmacy. If approved for admission to the PharmD program, any financial or other types of holds must be removed, prior to admission being granted. A student should contact the UW Registrar’s Office or check MyUW for more information regarding clearing the holds. A student who has been on leave for only one quarter does not need to reapply to the University as a returning student; however, return to the PharmD Program must be approved by the School of Pharmacy’s Academic and Professional Standards Progress Committee and the Dean of the School of Pharmacy. PharmD students who are planning to return to the School of Pharmacy, following an approved leave of absence, must submit a letter accompanied by an academic progression plan requesting reinstatement to the School of Pharmacy Academic and Professional Standards Progress Committee. Upon a positive review of the proposed academic progression plan and request, the Academic and Professional Standards Progress Committee, with approval of the Dean, will notify the student of his or her reinstatement in the PharmD Program. Returning students should consult with Micki Kedzierski or Cher Espina in Student Services for assistance in developing an academic progression plan.

UW Office of the Registrar – Policies and Procedures

Students are responsible for complying with UW and School of Pharmacy policies and procedures. The UW Office of the Registrar is an important resource, housed on the second floor of Schmitz Hall. Students should consult the Registrar’s Office websites for policies regarding withdrawal, leave, reenrollment, change of registration, tuition and fees, transcript entries, hardship withdrawal, and more. Here are a few essential links:

UW Withdrawal, Quarter-Off and On-Leave Policies

UW Returning Student Reenrollment Policies

Drops, Withdrawals, Forfeitures & Refunds (Student Fiscal Services, regarding tuition and fees. Students should become familiar with tuition, registration and course drop deadlines.)

UW Academic Calendar (Includes tuition/fee assessment, registration deadlines, course add/drop deadlines, etc.)

Registration/Course Add Periods and Course Drop Policy/Periods (Deadlines, periods and policies, including the Annual Drop)

UW Policy – Hardship Withdrawal

In some cases, students may petition the Registrar for a hardship withdrawal if they are unable to complete a course due to physical and/or mental debilitation, or if unable to drop a course by the drop deadline due to unusual or extenuating circumstances. Refer to the UW Hardship Withdrawal Policy for details, and visit the Office of the Registrar’s Hardship Withdrawal Petition website for more information and access to the required form.

UW Policy – Quarter-Off Eligibility

If you are an undergraduate or professional student (dental, law, medical, or pharmacy) who has completed the preceding quarter here at the University of Washington, you may take a quarter off under the Quarter-Off Eligibility Policy, subject to college, school and departmental enrollment policies. Read the full policy.

UW Policy – Withdrawal for Two Consecutive Quarters and Reenrollment

Both undergraduate and graduate students who withdraw during the first week of two consecutive quarters will not be eligible to register as a continuing student for the third quarter. You must reapply as a former student returning to the University by the appropriate deadline and will be required to pay the application fee and Enrollment Confirmation Deposit. Read the full policy. Students may reapply using the Returning Student Application Form.

Verification of Enrollment Procedure

Students who need documentation regarding their enrollment in the UW PharmD program for housing or insurance purposes should contact Cher Espina or Micki Kedzierski.

If the enrollment verification requires the signature of a school official or needs to be embossed with the School seal, please contact Micki Kedzierski, or Kelly Campbell for assistance. The UW Registrar’s Office may also require verification for some forms.

Indemnification Coverage

The University of Washington provides coverage for its pharmacy students when registered and paying tuition in PharmD coursework at the UW and engaged in School of Pharmacy-approved educational activities related to that course (see below). “…the University will provide legal defense, indemnification, and protection from any expenses connected with the defense, settlement or payment of monetary damages related to actions, claims or proceedings instituted against… students while acting at the direction or specific request of the University in the course of responsibilities imposed by approved programs of the University, provided that the above provisions will not apply to actions, claims or proceedings arising out of acts taken in bad faith. The following are examples of types of conduct which will normally be deemed to have been taken in bad faith: (1) The act was committed with the willful intention of causing injury or harm, or was reckless or malicious in nature. (2) The act was committed in willful violation of law or University regulations. (3) The act was committed while under the influence of alcohol or a controlled substance.” This policy has been established according to the requirements of RCW 28B.20.250, RCW 28B.20.253, RCW 28B.20.255 and RCW 69.50.101.

If students wish to request coverage for volunteering in clinical activities outside of their PharmD coursework (e.g., health fairs or brown bag medication reviews led by School student organizations), they must contact Student Services prior to beginning the activity. Staff will then consult with the UW Office of Risk Management regarding this request. Please note that coverage is not effective until approved by the Office of Risk Management/School of Pharmacy.