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Important Information Regarding COVID-19

See the Registrar's COVID-19 and Academic Continuity page for information for students, faculty, and staff relevant to classes and academic activities and administration. (updated August 21, 2020)

Late Withdraw/Change of Grading Basis

Background

As a result of the COVID-19 outbreak, in some cases, you may be permitted to request a late class withdrawal or a change to a class grading basis during Winter Quarter, 2020.

Exception to Policy

An exception has been approved by the Committee on Undergraduate Standards and Policy (C-USP) and the Committee on Graduate Studies (C-GS) for Winter Quarter 2020 to permit students to request late class withdrawals and/or changes to class grading basis to CR/NC for those class that have CR/NC as an option. This exception recognizes that course requirements may have changed as a result of the University’s response to COVID-19 that prohibits in-person class instruction and exams.

Details

Due to the University's response to COVID-19, students may petition during Winter Quarter 2020 to request a late class withdrawal or to change a class grading basis to CR/NC (for those classes that have CR/NC as an option).

To make a request, submit a UG (undergraduate) or GR (graduate student) Late Withdraw or Change of Grading Basis eForm by selecting eForms from the Student MegaMenu in Axess.

Detailed instructions follow below.

  • The requests for an exception is only applicable for Winter Quarter classes.

  • Requests for change of unit total are not permitted.

  • Requests to change from CR/NC to a letter grade are not permitted.

  • This exception to extend the deadline does not change university or program degree requirements regarding the allowable limits of CR/NC units.

  • Deadline

    • A student must submit an official exception request before the scheduled final exam begins and before any final grade is submitted. If the final has occurred or final grade recorded, a student cannot withdraw or change the grading basis for the class.

  • Submit one form per class requested.

    • You will be required to include an attachment with the approval from the instructor of the class when you submit the form. This can be email correspondence from the class instructor’s @stanford.edu email address. 

  • Withdrawn units will count towards your tuition assessment.

Students are strongly advised to consult with their Academic Advisor (undergraduates) or their Director of Graduate Studies (graduate students) to discuss the implications of a late withdrawal or change of grading basis for their academic progress.

Coterms

Make sure to use the appropriate form to request a change to coursework:

  • Coterm students requesting a change to coursework in their undergraduate careers should use the UG Late Withdraw or Change of Grading Basis form in the eForms platform on Axess.

  • Coterm students requesting a change to coursework in their graduate careers should use the GR Late Withdraw or Change of Grading Basis form in the eForms platform on Axess.

International Students and Student Athletes

Prior to submitting this form, international students should connect with the Bechtel International Center to determine the impact of withdrawn units on their visa statuses.

Student athletes should connect with an AARC advisor to discuss implications on NCAA eligibility.

How to Submit an Exception eForm in Axess

  1. Log in to Axess, and select Student eForms from the Student Center menu.

  2. Select Browse Available Forms.

  3. Find the UG or GR Late Withdraw or Change of Grading Basis Petition at the top of the page.

    • One submission per class. For example, if you want to withdraw from one class and change a grading basis for another, you must  submit multiple forms.

    • Instructor approval (email approval/sign off) is required for every request.

    • Blanket requests for the entire quarter's study list are not permitted.

  4. The form will auto populate with your name, student ID, and Stanford email address. You must to enter a phone number for us to contact you should questions arise or should an advisor need to contact you.

    • The term defaults to Winter, as this exception is available for the current quarter only

  5. Select the purpose of the request: Late Withdraw or Change of Grading Basis.

  6. If you select Change of Grading Basis, you will be prompted to enter the new desired grading basis for the course.

    • You can then select the Class you are requesting a change to, which is pulled from your Winter Quarter study list.

    • Please note: Class data is updated once per day.

  7. Enter the instructor name for the class in question and use the “Choose File” to add the attachment with instructor approval.

    • Students are required to include an attachment with the approval from the instructor of the class - this can be email correspondence from the class instructor’s @stanford.edu email address. Please attach as a .pdf attachment.

  8. Acknowledge that you have read the disclaimer and submit the form.

  9. Once submitted, you can track the status of the form by clicking on the form in your My Submitted Forms section.

eForm Approval process

The exception request for undergraduates is routed to your Academic Advisor and Bechtel International Center (if an international student), before arriving at the Registrar’s Office for processing.

The exception request for graduate students will be routed to the Bechtel International Center (if an international student) and then to the Registrar’s Office for processing.

The Registrar’s Office will notify you once the exception has been approved.