Petition Instuctions
The Petition Services area of the University Registrar’s Office was established to assist students who encounter nonacademic emergencies, or situations that are beyond their control. When these nonacademic circumstances impact the student’s academic record, students may appeal for exceptions to academic records policies such as withdrawing from a class after the deadline.
Any petitions for exception to academic records policies must be submitted to the Registrar’s Office within one year from the semester or term in question. Students may file petitions after one year, but in the petition they would need to justify why the petition was late in being submitted. It is the student’s responsibility to obtain and submit supporting information from physicians, counselors, employers, etc.
For questions or assistance regarding exceptions to university policy, please contact the Petition Services Office at 801-422-6570.
If a request for exception is not regarding the student’s academic record, or if the student has been admitted through Evening School, they should contact the appropriate office for more information on petitions.
- Pick up the necessary forms at the Petition Services window, B-150 ASB, or online at petitions.byu.edu.
- Use only blue or black ink when filling out the form(s). All required information must be submitted before the petition can be reviewed by the committee. If the petition is related to medical, clinical, or employment, supporting information from doctors, counselors, or employers should be submitted with the petition form.
- Petitions should include a clear and direct statement explaining the nonacademic circumstances, the time frame in which those circumstances occurred such as dates of illness or injury, and how those circumstances prevented the student from complying with policy such as published dates and deadlines. Nonacademic emergencies may include, but are not limited to: serious injury or illness, death in the family and employment when work schedules are imposed by the employer.
- Less than desirable academic performance, changing your major, graduation, and potential loss or gain of financial aid, scholarship, etc., are not acceptable reasons for exception to university deadlines and policies.
- All information regarding the circumstances and the reasons for the petition should be contained in the student’s written statement since only written information is reviewed in the committee’s decision process.
- Hand written statements should be written legibly and easy to read. Students may attach type written statements to the petition form.
- For petitions that are approved to add or withdraw from a course, a $10 per course add/withdraw fee (maximum $30) per semester/term will be charged to the student’s account.
Adding an intership after the withdraw deadline may be done by downloading the Student Petion form to Add after the Add/Drop Deadline see
http://saas.byu.edu/intern.
Petition forms are available to guide the student in the request for exceptions process and to make it more convenient for the student to provide the necessary information required in making a decision to the request. (Petition forms are available at the Registrar’s Office B-150 ASB or online under the Petitions main menu)
Contact information for instructor(s) is necessary within one year of enrollment. Instructors may send appropriate information directly to the Petition Services Office from his or her BYU email account at petitions@byu.edu or send information through the online Instructor Comments Request Form sent to the instructor by the Petition Services Office.
If the request is based on medical/clinical reasons:
- Petitions for medical reasons will be considered when a medical condition caused significant hardship for the student. In considering such a petition, it is important to include the following:
- Documentation dated for semester/term petitioning
- Explanation of how the injury or illness affected the student's ability to act within deadlines
- Estimated length of incapacitation
- Petitions submitted without documentation most likely will not be approved. Documentation may include, but is not limited to the following:
- Medical/Clinical Verification Form
- Doctor's Letter
- Surgery report(s)
- Clinical notes
The Medical/Clinical Verification Form is to be filled out by the physician(s) and/or counselor(s). Please fill out and sign the top portion of this form so the medical records can be released to our office. If the physician or counselor has their own form, or would like to write a statement on the students behalf, they are welcome to do so, in lieu of filling out our form. However, the information requested on our form should be included in the physician’s statement.
If the requested exception is based on employment reasons:
- If the student is petitioning a change in circumstance due to their employment, they must submit the following:
- Detailed student statement explaining how the employment impacted him or her academically, specifically addressing why he or she did not withdraw or discontinue prior to the published deadlines and if the change in employment/hours were beyond the student's control.
- Detailed timeline of events (including dates)
- Employer’s Verification Form, signed by current/former employer
The Employer’s Verification Form is for your employer to verify your work schedule, especially noting any changes in hours that may have occurred during the course of the semester/term. Please be sure to fill out and sign the top portion of the form so your employer can release your information to our office.
International students:
The International Student Clearance Form must be picked up at B-150 ASB and submitted by international students who will drop below full-time status if the petition is approved. This is in addition to other supporting documentation i.e. student statement, medical/clinical documentation.
A student may have an additional opportunity to resubmit a petition after the decision is made:
A student may petition one additional time using the Resubmission Form if there is additional information a student can provide that may change the decision of the committee.
Allowing other individuals access to information regarding an exception request.
The Release of Records Form must be filled out if a student would like to allow another individual (parents, spouse, sibling, etc.) access to information regarding a petition. If this form is not filled out, we will not be able to communicate information to anyone but the student.
Incomplete Contracts/Challenge Exams:
Students may petition an exception to policy regarding incomplete contracts and challenge exams by providing:
- A detailed student statement explaining why they were unable to fulfill the contract as outlined
- A timeline of events and approximate dates impacting their request
- A copy of the incomplete contract or challenge exam
- A statement of support from the course instructor or department
- Supporting documentation (medical, etc.)
Other Circumstances:
While it is impossible to address every situation that a student may face, the following list outlines essential explanation and documentation needed for an exception to univeristy policy.
- A detailed student statement explaining how the event impacted the student; specifically addressing why the student did not withdraw or discontinue prior to the published deadlines.
- A detailed timeline of events and approximate dates impacting the student
- Documentation such as obituary, medical/clinical (see above), instructor statement, etc.
All requests for exception to university policy are reviewed by the Petition Services Committee. It is the mission of the committee to balance the needs of the university with the needs of the students. To do this, the committee considers non-academic emergencies which may have prevented the student from complying with dates and deadlines. Petitions are reviewed by the committee within three to five business days after being completed and submitted to the Petition Services Office (B-150 ASB).
Students are notified of committee decisions by secure message center within five to seven business days. Students may also come into B-150 ASB to receive the decision.
The Petition Services Committee uses guiding principles in their decision making process. Some of the key principles are as follows:
- All official enrollments with appropriate grades or withdrawals should be accurately reflected on the student’s academic record.
- Withdrawing the last class (discontinuing) after the 1st day of class will result in a statement on the transcript indicating the date of withdrawal.
- All enrollments become official after the 10th day of the semester or the 6th day of the term. Courses that are withdrawn after the 10th day of the semester of the 6th day of the term will show on the academic record as a “W” or an official withdrawal.
- Students who file a petition to withdraw from a class or classes after the withdraw deadline or after the discontinuance deadline are accountable to be withdrawn either passing or failing as indicated by the instructor. Withdraw passing shows on the record as a “W” & does not affect GPA. Withdraw failing shows on the record as “WE” and is a failing grade.
- University Error
- If the student believes there has been a university error, he/she must provide the following:
- Detailed student statement demonstrating how the error impacted him or her academically,
- Letter/statement from university employee.
- The Petition Services Committee will consider deleting a course from the academic record only if there is a documented university error.
- It is the student’s responsibility to comply with university dates and deadlines which are posted in the university academic calendar, catalog & class schedule.
|
Withdraw |
Petition |
Incomplete |
| Definition |
A step taken on MyMap to be officially removed from the class for any reason |
A process for handling a nonacademic emergency after the withdraw deadline through an exception to university policy. |
A contract between a student and the instructor to allow the student more time to complete the class.
A student must be attending and passing the class up to the discontinuance deadline to qualify |
| Timing |
During the first 10 weeks of a semester or 6 weeks of a term |
After the withdraw deadline (10th week of semester or 6th week of term.) |
After the discontinuance deadline (12th week of semester/6th week of term). |
| More Information |
Add-Drop |
Petitions Home |
Incomplete Grades |
What are the consequences of each option?
Withdraw
- The student will receive a "W" on their transcript indicating there was an enrollment but there is no penalty to the GPA
- There may be scholarship, financial aid, housing, employment, or international student status implications.
- There may be a $10 charge to the student account.
Petition
- The student should fill out a petition for an exception to university policy which will be reviewed by the Petition Services Committee. Documentation is required.
- If the petition is approved, the student will be withdrawn and the consequences listed above will apply.
- If the petition is denied, the student will receive the grade earned which may be a failing grade
Incomplete
- Students may be allowed up to one year to complete the classwork but the amount of time given is determined by the instructor. If the work is not finished within one year, the student will receive a failing grade.
- Students must finish work on their own; they must not re-enroll in the class.
- Students will be charged $10 per incomplete up to $30 maximum per semester.
For information concerning withdrawing from all classes (discontinuance)
Please visit the Discontinuance website.
