Student success is a priority at NDMU. While the University takes every effort to ensure that students make consistent academic progress and complete a degree(s) in a timely fashion, it is recognized that individual circumstances may change and in some cases student’s work on a degree may be interrupted.
Should an undergraduate student find himself or herself in a position in which an interruption is necessary (i.e., class absence, course/term withdrawal, or break in enrollment) they should promptly review the information provided below and consult with an academic advisor. Such interruptions should only be considered by a student in exceptional circumstances to avoid delays in degree completion. Students should consider such interruptions carefully, as they may have academic and/or financial implications.
The University reserves the right to request at any time the withdrawal of a student for reasons of poor scholarship or unsatisfactory conduct or non-attendance. Students who voluntarily withdraw from the University must submit an institutional withdrawal form. An institutional withdrawal can only be processed after a student has been dropped, withdrawn, or graded for all registered sections.
CLASS ABSENCES
Circumstances may occur that cause a student to be absent from class. For individual or very short term absences, students should contact their instructors as soon as possible to determine a plan of action. In the event of an extended absence, the student should consult with their course instructor and academic advisor to explore options such as an incomplete grade (LINK) or a course/term withdrawal. Also see Attendance.
COURSE/TERM WITHDRAWAL
A student may find it necessary to withdraw from a course, or in exceptional circumstances, from the entire term. Although this may occur for a variety of reasons (medical situation, family emergency, etc.), the process for withdrawal is the same.
To withdraw from individual courses or to withdraw from the entire term prior to the published Last Day to Withdraw with a “W” (see Academic Calendar), the student may drop courses via Self-Service.
After the published Last Day to Withdraw with a "W” (see Academic Calendar) students cannot withdraw from individual courses. To withdraw from the entire term, students must submit a Term Resignation Form to the Registrar’s Office via email (registrar@ndm.edu).
For military related withdraws associated with mobilization/activation, see Military Service Mobilization/Activation.
IMPLICATIONS OF COURSE/TERM WITHDRAWAL
Students should understand that withdrawing from a course or the entire term may have academic and/or financial consequences. Depending upon the time of the semester that the withdrawal occurs, there may or may not be a refund of tuition (see Academic Calendar). Students receiving assistance (such as financial aid, scholarships, or veteran benefits) should understand the impact on the aid before withdrawing.
Withdrawing from a course or the entire term will result in grade(s) of W. Grades of W have no impact on your GPA at NDMU. However, withdrawing from a course may adversely impact a student’s ability to remain in a major/minor/certificate program.
Withdrawing may have other ramifications. Before withdrawing, students should understand the effect that it may have on matters such as housing and meal plan contracts and obligations; athletic and international student eligibility; as well as health insurance plans.
Students who fail to officially withdraw from a course and stop attending will receive a grade of "F" and be liable for full payment of tuition and fees and be responsible for understanding impacts to their financial aid eligibility.
PROGRAM WITHDRAWAL
A matriculant who wishes to withdraw from a program before completing the degree should submit a written statement of withdrawal to the applicable program advisor and the Registrar's Office. Matriculant students who have outstanding financial aid obligations or who have received financial aid in the past should consult with the Office of Financial Aid before withdrawing.
RE-ENROLLMENT
NDMU welcomes eligible students who wish to re-enroll to complete their bachelor’s degree.
Returning After A Voluntary Break in Enrollment
One Semester Break in Enrollment
Students previously enrolled at NDMU as undergraduates who have voluntarily interrupted continuous registration for only one semester are eligible to return to the university. For example, students enrolled in Fall 2024 who completed the semester (or subsequently withdrew from the semester), and did not enroll for the Spring 2025 semester, are eligible to return to NDMU for the Fall 2025 semester.
In anticipation of your return, students should immediately meet with their academic advisor to review their academic history, discuss their academic plans, and develop a proposed class schedule.
Two or More Semester Break in Enrollment (Good Academic Standing) – Apply for Readmission
Students previously enrolled at NDMU as undergraduates who have voluntarily interrupted continuous registration for two regular semesters, must apply for readmission through the Office of Undergraduate Admissions. For example, students enrolled in Fall 2024 who completed the semester (or subsequently withdrew from the semester), and did not enroll in for the Spring 2025 semester and the Fall 2025 semester, must apply for re-enrollment to be eligible to return to NDMU.
Student should apply early in order to take full advantage of advising, registration and course availability.
Upon being officially readmitted to the university, students should immediately meet with their academic advisor to review their academic history, discuss their academic plans, and develop a proposed class schedule.
Two or More Semester Break in Enrollment (Not in Good Academic Standing) – Apply for Reinstatement
Students previously enrolled at NDMU as undergraduates who have voluntarily interrupted continuous enrollment for two or more semesters and were not in good academic standing (cumulative GPA below 2.0), must apply for reinstatement through the Office of Undergraduate Admissions. For example, students with cumulative GPA below 2.0 who were enrolled in Fall 2024 who completed the semester (or subsequently withdrew from the semester), and did not enroll in the Spring 2025 semester and the Fall 2025 semester, must apply for readmission to be eligible to return to NDMU.
Students should apply early in order to take full advantage of advising, registration and course availability. All applications for reinstatement are subject to Academic Appeals Committee review.
Upon being officially readmitted to the university, students should immediately meet with their academic advisor to review their academic history, discuss their academic plans, and develop a proposed class schedule.
Returning After An Involuntary Break in Enrollment (Academic or Judicial Suspension) – Apply for Reinstatement
Students previously enrolled at NDMU as undergraduates who were suspended from the university for academic or judicial reasons, must meet the terms of their suspension (as outlined in their suspension notification) before being eligible to return to the University. Students on academic suspension should confer with the Office of Student Success to clarify the terms of their suspension. Likewise, students on judicial suspension should confer with the Office of the Dean of Students to clarify the terms of their suspension. Upon meeting the terms of their suspension, students must apply for reinstatement through the Office of Undergraduate Admissions.
Students should apply early in order to take full advantage of advising, registration and course availability. All applications for reinstatement are subject to appropriate committee review.
Upon being officially readmitted to the university, students should immediately meet with their academic advisor to review their academic history, discuss their academic plans, and develop a proposed class schedule.
FAQ
What are the advantages to withdrawing?
Withdrawing from a class results in a “W” on the student’s transcript. The “W” has no effect on the student’s GPA (Grade Point Average). If you are struggling academically due to extenuating circumstance, this option may be the best solution.
What are the disadvantages to withdrawing?
Though there are valid reasons to withdraw from a course you will need to investigate the financial and academic implications. Withdrawing from classes may have an impact on financial aid, tuition refunds, housing, and graduation plans.
What are things to consider before deciding whether to withdraw?
• Consult with your Academic Advisor regarding your educational plan
• Contact Student Business Services to review the financial implications
• Contact Financial Aid Office to review the implications for financial aid
• If living on campus, contact Residential Life to discuss housing implications
• Consult with a Career Counselor to review career goals
How do I request a medical withdrawal?
A withdrawal is processed in the same way, regardless of reason. That is, each course(s) for which a student has withdrawn will be noted on the transcript with a “W” for withdrawn.
What other options are available to me if I am unable to complete the coursework but wish not to withdraw from the course?
If you are close to finishing your coursework for the semester, you may contact your professor to inquire about receiving an incomplete (I) grade. See incomplete grade. If an incomplete grade option is not possible, withdrawing may be the best choice. Before deciding, review the sections above titled “Course/Term Withdrawal” and “Implications of Course/Term Withdrawal” and consult with your instructor and your academic advisor.
How can I assist a family member who may need to withdraw from the semester but is currently unable to do so or to contact the university on their own behalf?
NDMU recognizes the important role that parents and family members serve in supporting our students’ success. In extenuating circumstances, parents and families are encouraged to contact the Office of the Dean of Students at studentlife@ndm.edu or 410-532-5488. The Dean of Student’s staff is available to provide assistance and connect you with the appropriate campus resource.
How do I apply for a Leave of Absence?
For undergraduate students, there is no formal leave of absence process; however, you should be certain to formally withdraw from all classes (see “Course/Term Withdrawal” section above). Depending upon the length of your leave, the re-enrollment process is different (see “Re-Enrollment” section above).
Involuntary Medical Leave of Absence or Withdraw
Notre Dame of Maryland University (NDMU) is committed to fostering an academic and residential environment that supports the health, safety, and well-being of all community members. NDMU encourages students to proactively prioritize their health and safety and offers a robust system of voluntary leaves of absence and academic accommodations.
There are rare circumstances, however, where a student’s medical, psychological, or psychiatric condition renders them unable to effectively function in the educational or residential community without causing harm to themselves or others, or unduly disrupting the university environment. When a student is unable or unwilling to take a voluntary leave of absence, NDMU may place the student on an Involuntary Medical Leave of Absence or Withdrawal in accordance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act.
I. Standard for Involuntary Separation
An Involuntary Medical Leave of Absence or Withdrawal is an administrative, non-punitive measure utilized strictly as a last resort. The university will only initiate this process when a student, as a result of a physical, emotional, medical, or psychological condition, meets one or more of the following criteria:
- 1. Direct Threat to Others: The student is engaging in, or is threatening to engage in, behavior that poses a significant risk of causing substantial harm to the health, safety, or welfare of others.
2. Severe Institutional Disruption: The student’s behavior chronically and substantially disrupts or interferes with the normal academic, residential, or administrative operations of the university, and this disruption cannot be mitigated by reasonable accommodations.
3. Inability to Function / Essential Functions Failure: The student is unable or unwilling to carry out substantial self-care obligations, participate meaningfully in educational activities, or perform the essential function requirements of an NDMU student.
A. Essential Function Requirements Defined
Consistent with educational necessity, the essential function requirements for general enrollment at NDMU include a student’s demonstrated ability to learn, retain information, exhibit self-mastery, and manage academic and personal success. Specifically, this includes, but is not limited to, the ability to:• Communicate effectively, both verbally and nonverbally, and receive communication effectively within their selected learning modality.
• Manage and maintain appropriate control over emotions and behaviors in classroom, residential, and university spaces.
• Concentrate on academic tasks, remember information and details, and make appropriate decisions relative to their personal and academic success.- B. Direct Threat vs. Actual Risk to Self
In alignment with federal civil rights standards, if a student presents an actual risk to his or her own health, safety, or welfare (such as self-harm or acute suicidal ideation), NDMU will prioritize working with the student to establish a voluntary leave of absence or coordinate appropriate medical support. An Involuntary removal based strictly on risk to self is a restricted administrative action; the Dean of Students' assessment must prioritize objective data showing active risks to the physical safety of the broader community, severe disruption to the educational ecosystem, or a fundamental inability to engage in essential functions.
II. The Administrative Review Process
When a student's behavior indicates that an Involuntary Medical Leave may be necessary, the following multi-tiered evaluation process will occur:
- A. Multi-Disciplinary Consultation
Upon notification of a serious health or safety concern involving a student, the Dean of Students will convene a review process to evaluate the student’s case. The Dean of Students will make the final determination based on direct input and consultation from:
• The Director of Counseling
• The Director of Accessibility and Student Inclusion
• The Behavioral Intervention Team (BIT) - B. Individualized, Objective Assessment
The Dean of Students and the consulting team will conduct an individualized assessment based on reasonable medical judgment and the best available objective evidence. The team will evaluate:- 1. The nature, duration, and severity of the risk or disruption.
2. The probability that the potential injury or disruption will actually occur.
3. Whether reasonable accommodations requested by the student or proposed by the Director of Accessibility and Student Inclusion can sufficiently mitigate the risk or disruption to allow the student to remain enrolled. - The student will be given written notice that an involuntary leave is under consideration and will be invited to provide recent documentation from their personal treating licensed healthcare professionals for the committee's review.
- 1. The nature, duration, and severity of the risk or disruption.
- C. The Final Written Determination
If the Dean of Students determines that an involuntary leave is required, the student will be issued a formal written letter detailing:
• The specific rationale and objective evidence supporting the decision.
• The effective date of the separation.
• The definitive criteria and conditions the student must satisfy to be eligible for reinstatement or return to NDMU.
III. Transcript, Financial, and Housing Adjustments
- A. Academic Transcript Record
When an Involuntary Medical Leave of Absence or Withdrawal is executed mid-semester, the student will automatically be granted an exceptional circumstances withdrawal for medical purposes. The student will receive grades of "W" (Withdrawal) across all enrolled courses on their official NDMU academic transcript. These grades are administrative, non-punitive, and will not affect the student's cumulative grade point average (GPA). - B. Institutional Tuition and Fee Reversal
To ensure that an involuntary separation is entirely non-punitive and strictly aligned with the highest standards of risk mitigation under the Americans with Disabilities Act (ADA), NDMU will process a full 100% reversal and refund of all institutional tuition and fee payments (excluding non-refundable, program, and course fees) for the semester in which the involuntary leave is enacted. - C. Federal and State Financial Aid Adjustments
The Business and Financial Aid Offices will review the student's account to process federal and state compliance adjustments:
• In accordance with federal regulations, Title IV funds (such as the Federal Pell Grant or Direct Loans) will be recalculated using standard pro-rata schedules based on the student's last documented date of academic participation (Return to Title IV).
• Because the institution is reversing 100% of the tuition charges, any resulting financial aid adjustments will be absorbed by the institutional refund, generally ensuring the student is not left with a personal out-of-pocket debt to NDMU as a result of the medical separation. - D. Residential Student Addendum (Room and Board)
If the student placed on an involuntary leave is a residential student, they must vacate university housing within the timeframe designated by the Dean of Students. NDMU will prorate the student's room and board costs based on the exact percentage of the semester completed up to the physical checkout date, refunding or crediting the remaining unused balance to the student's account.
IV. Interim Involuntary Leave
In acute situations where the Dean of Students determines that a student’s continued presence on campus or participation in classes poses an immediate and substantial threat to safety or institutional operations, the Dean may implement an Interim Involuntary Leave immediately.
When an interim separation is enacted, the written notice will be delivered to the student instantly, and a formal review process (as detailed in Section III) must be completed within three (3) business days to ensure the student's due process rights are preserved and a permanent determination is reached without undue delay.
V. The Appeal Process
A student placed on an Involuntary Medical Leave of Absence or Withdrawal has the right to appeal the decision.
- 1. Submission Window: The student must submit a formal, written appeal to the Vice President of Enrollment Management & Student Services within five (5) business days of receiving the Dean of Students’ written determination.
2. Grounds for Appeal: Appeals must be articulated based on one or more of the following criteria:
• A procedural error occurred that significantly prejudiced the outcome.
• New, objective medical or behavioral evidence has emerged that was unavailable at the time of the initial assessment.
• The evidence evaluated does not reasonably support the standard for involuntary separation.
3. The Appellate Decision: The Vice President of Enrollment Management & Student Services will review the appeal and issue a final, binding decision in writing within five (5) business days of receipt. The involuntary leave remains active and in effect during the pendency of the appeal period.
VI. Interaction with Student Conduct and Disciplinary Actions
An Involuntary Medical Leave of Absence or Withdrawal is an administrative process, not a disciplinary action. However, a student placed on an involuntary leave who faces pending or active institutional disciplinary charges under the NDMU Student Code of Conduct will remain subject to those procedures. The student will ordinarily not be eligible to apply for reinstatement or return to NDMU, nor receive an NDMU degree, until the pending conduct matter has been formally adjudicated by the appropriate university body.
VII. Reinstatement and Criteria for Return
A student seeking to return to NDMU following an involuntary medical leave must formally apply for reinstatement through the Office of the Dean of Students. The criteria for return will be personalized to the student's specific matter but will generally require:
- 1. A Fitness-for-Return Assessment: Documentation from the student's treating licensed healthcare provider confirming that the student is medically and/or psychologically stable and fully capable of safely returning to their respective academic modality.
2. Personal Readiness Statement: A brief written statement from the student describing the activities pursued while away and their own sense of readiness to successfully return to NDMU.
3. Review Meeting: A meeting with the Dean of Students and others, as determined by the Dean of Students, to establish an individualized transition plan, which may include the establishment of proactive reasonable accommodations to guarantee ongoing student success.
The Dean of Students will provide the student with a written determination of whether or not the student may return, and any conditions imposed on such return. If the Dean determines a student is not ready to return, the Dean may issue a new notice of mandatory leave of absence. The new notice is subject to the appeal process as set forth in this Policy.