Withdrawing from a course differs from dropping a course. To drop a course, you drop the course yourself on DukeHub during the drop/add period, and the course does not appear on your official Duke transcript. However, if you withdraw from a course after the drop/add deadline for any reason, then you must follow a set of procedures that begins at your academic dean's office, and (if the withdrawal is approved by your dean) ends when a grade of W is recorded on your official transcript.
If you experience medical problems that seriously interfere with your ability to meet your academic responsibilities, you should schedule an appointment with your academic dean as soon as possible to discuss all of your options. Depending upon how debilitating your medical situation is, and when in the semester your health concerns emerge, it may be the case that other types of relief, such as an incomplete or even a medical leave of absence, are more appropriate.
The decision whether to approve a course withdrawal is an administrative one to be made by your academic dean. If you request permission to withdraw from a course for medical reasons, your dean’s decision will be informed by the opinion of your attending health care provider but not driven by it. Beyond the information provided by your doctor, the dean will take into account all that is known about your situation at Duke including such factors as your medical history, your use of resources in the past, your compliance with medical expectations, how you have conducted your academic responsibilities in courses to date, and other such indicators that you have been managing your condition and your academic affairs in responsible ways.
Because medical compliance and responsible conduct of your academic affairs are among the factors considered in the decision whether to authorize a medical course withdrawal, it is important for you to continue to attend classes and to keep up with your work in your courses throughout the semester. If due to a serious illness you fall behind in your work, you should contact your instructor, your dean, and health care provider so that you can receive the help that you need and can demonstrate your efforts to manage your illness responsibly.
If you need to seek a second or subsequent withdrawal to an underload for a medical condition, this can be indicative of a chronic condition that may make you eligible for accommodation under the Americans with Disabilities Act (ADA). Accordingly, you should consult with a representative of the Student Disability Access Office (if you are not already registered with that office) to discuss your eligibility for accommodations through that office.
To withdraw from a course for medical reasons, you should follow the procedure below. Your dean may request medical documentation that will enable him or her to understand your medical situation and needs. He/she may ask you to have your health care provider fill a form for this: Form: Attending Healthcare Provider’s Questionnaire
STEP 1: Confer with your instructor, advisor, dean, family or others on your ability to continue with this class. Consider whether support offices and resources would be helpful.
STEP 2: Obtain a course withdrawal form from your academic dean. If you are withdrawing from an overload to a normal load, you may be able to pick up a course withdrawal form at your academic dean's office. Check with your academic dean's office to see if a meeting with your dean is required. If you are withdrawing to an underload for any reason, you will need to schedule an appointment with your academic dean so he/she can explain the policy on underloads and possible complications.
The deadline for picking up the withdrawal form or for scheduling an appointment with your academic dean is 5 pm on the day four weeks prior to the last day of classes in a fall or spring semester. The deadline for withdrawing during a summer session will depend on the summer term. Deadlines for all course withdrawals are published in the Academic Calendar.
When you are given a withdrawal form, it will contain a date by which you need to return the form to your academic dean's office. To be valid, the completed form must be returned by the date indicated on the form. If you miss the return date, you should expect to remain in and complete the course in question.
STEP 3: Meet with your instructor and have him/her sign the course withdrawal form. This is notification to your instructor that you are not finishing the course.
STEP 4: Return the signed withdrawal form to your academic dean's office.
STEP 5: Your academic dean will then process the form and ask the registrar's office to issue you a W in place of a final grade. You should see the W appear on your Academic History on DukeHub within a week or so.