ES4650 - Petition for Policy Waiver

1. Institutional Regulation
   
   A student who feels extenuating circumstances prevent compliance with the established dates for drop, add, or tuition refund may ask for special consideration by completing a PETITION FOR POLICY WAIVER form (Form ES 4650). The petition is attached to this procedure.  It can be filled out and submitted to the Registrar’s Office (Ankeny) or the Student Services Office (all other campuses).  Petitions shall be submitted no later than the end of the semester one academic years following the semester for which the student is petitioning.

​     Being unaware of college procedures and deadlines does not constitute justification for exception to policy.  Information regarding registration policies, procedures, deadlines and changes can be found at https://internal.dmacc.edu/student_services/Pages/policies_procedures.aspx?

1. Procedure
   1. This process can only be used if an unanticipated incident or emergency occurred that hindered the student from completing courses or complying with registration deadlines.  Reoccurring conditions are not considered unanticipated.
   2. Issues addressed by Petition for Policy Waiver Committee:
      1. A student who wishes to add a course after the last day to drop classes for the term must, in addition to obtaining approval of the course instructor per ES4554 - Registration Status Procedure , also obtain the approval of the Petition for Policy Waiver Committee through submission of a petition.
      2. A student who wishes to drop a course after the published drop deadline must obtain approval of the Petition for Policy Waiver Committee through submission of a petition.
      3. A student who drops a course and wishes to receive a tuition refund larger than the normally calculated refund must obtain the approval of the committee through submission of a petition.
   3. It is the responsibility of the student to provide the Committee with appropriate documentation outlining the details of petition. Supporting documentation specifying relevant details, (e.g., onset, treatment, and release dates for medical issues and obituary for family deaths) must accompany the PETITION FOR POLICY WAIVER form (Form ES 4650).

           1.  Petitions will not be reviewed without the proper documentation.  The committee may ask the student to submit additional documentation in order to make an informed decision.

           2.  Petitions and documentation must be submitted to the committee at least three (3) business days prior to the committee review date.  Petitions submitted after that deadline will roll to the next review date.

D.  A committee comprised of members from the offices of the Registrar, Financial Aid, Student Accounts, Student Development, and Student Success representatives will review all evidence. Each member will exercise one vote in determining the validity of the claim. The committee’s decision will be communicated in writing to the student. Other college personnel may assist with the investigation and may be asked to participate in the committee as ad hoc, non-voting participants. Campus Advisor or Counselor may also attend the Petition for Policy Waiver Committee meetings as a non-voting participant.

E.  If the Committee determines that the petition would be more appropriately dealt with under the ES4630 - Student Conduct, Discipline and Appeals Procedure , a voting member of the Petition for Policy Waiver Committee will provide the student with a copy of the procedure and refer the student to the appropriate campus advisor or counselor.

F.  If the petition involves alleged discrimination, a voting member of the Petition for Policy Waiver Committee shall provide the student with a copy of ES4645 - Discrimination and Harassment Complaint Procedure  and refer the student to the Campus Advisor, Counselor, the campus Dean/Provost’s office, or the Judicial Officer.

G.  If the petition alleges disputes between the student and instructor(s), a voting member of the Petition for Policy Waiver Committee will refer the student to the campus advisor or counselor for assistance in filing an appropriate procedure.

H.  If the student seeks an administrative withdrawal due to medical or mental health conditions or if the Committee believes that may be warranted, the petition will be referred to the Vice President of Enrollment Services and Student Success and procedures outlined in ES4520 - Administrative Withdrawal Due to Extenuating Circumstances  will be followed.

1. If the student’s petition has not been approved, the student may request further committee consideration if the student presents new or not previously submitted information or documentation. This information or documentation must be presented in writing within 10 (ten) working days of the initial petition denial. A student may request Committee reconsideration one time. After further consideration, the decision will be communicated to the student in writing. This is the final level of appeal.

September 16, 2013

May 10, 2022 - Cross-referenced to SA Policy 506.

November 2, 2022 - Per Shelli Allen, took out wording that referred to a broken link.  Added wording that the form is attached to this procedure.

December 6, 2022 - Slight wording change in “I” to reflect what is on the form.

October 25, 2023 - Updated link to form.

July 9, 2024 - Updated link within the procedure.

 

Related Form: ES4650-Petition-For-Policy-Waiver-Form-Fillable-20230701