Petitions (ARIII)¶

Excused Withdrawal (EW) Petitions¶

Acceptable Reasons for EW¶

Per Title 5, §55024(e), an EW is acceptable when a student withdraws due to reasons beyond their control, including:

Illness in the family where the student is the primary caregiver
An incarcerated student released from custody or involuntarily transferred before the end of the term
The student is the subject of an immigration action
Death of an immediate family member
Chronic or acute illness
Verifiable accidents
Natural disasters directly affecting the student

Tips for Determination¶

Justification — Make sure the reason falls within the acceptable list.
Timeline — Make sure the justification falls within the term or can understandably affect performance.
- Example: A life event before the semester could have lingering effects.
Consider load and modality.

Key Rules¶

EWs submitted before the end of a section: do not require supporting documentation.
EWs submitted after the end of a section: must be submitted with an A&G Petition through a counselor, with supporting documentation; include IGC for coding.
Can be requested back to January 2018.
CVC students can submit EW requests but must use PDF versions (no SSO access).

Processing: NO GRADE¶

Go directly to STAC:

Find the course that matches the form → drill down.
Insert a line.
Status: Dropped
Date:
- If before the last day to drop with a W: use today's date or leave the student's original drop date.
- If after the last day to drop with a W: use the last day to drop with a W (find on SRGD).
Reason: EW
Grade: EW
Add only a timestamp in Notes/Comments (lower right corner).

Screenshot Placeholder

EW no-grade entry screenshot is in the original Word manual.

Processing: Class Has a Grade of W¶

Remove grade in RGCS.
STAC → find the course → drill down.
Edit the existing drop line:
- Reason: EW
- Grade: EW
- Notes/Comments: Add "Approved EW" + timestamp.
- If after section end date: include IGC in Notes/Dates.

Screenshot Placeholder

EW W-grade processing screenshots are in the original Word manual.

Processing: Class Has a Letter Grade¶

Note the original grade.
Remove grade in RGCS.
STAC → find the course → drill down.
Insert a line:
- Status: Dropped
- Date: Before the last day to drop with a W (find on SRGD)
- Reason: EW
- Grade: EW
- Notes/Comments: Timestamp only.
- If after section end date: include IGC in Notes/Dates and note the original grade (e.g., "F to EW").

Screenshot Placeholder

EW letter grade processing screenshots are in the original Word manual.

N1 Drops (Academies)¶

STAC: 1. Detail into the desired section. 2. Insert in Status/Dt/Time/Reason: D / Start Date of Class / 11:59 PM / N1 3. Detail into Notes/Comments → Comments. 4. Timestamp. 5. Write comment (e.g., "N1 Drop per Instructor and W. Reardon"). 6. Save All.

Student Change of Information Form¶

Change Academic Program¶

SPRO: 1. Drill into current academic program → change status to I (Inactive) → Save. 2. Add new academic program: - Start Date: start of the term (YYYYFA or YYYYSP) - Input admit status.

Change Home Campus¶

(Check with Financial Aid first)

SPRO: 1. Add end date to the old campus. 2. Add a new campus with a start date.

Change Name¶

(Student needs government-issued photo ID)

NAE: 1. Edit name. 2. "Is this a name change?" → Yes 3. "Is this birth or other name change?" → Other

Add/Change SSN¶

(Student needs SSN card AND government photo ID)

NAE: Change or add SSN.

Change from CAP to Regular Student¶

ASUM: Check for active application and confirm student is regular and has HS diploma.

SPRO: 1. Insert a new line for student type → change from CAP to RGLR. 2. Add a new academic program.

Pass-Along Petitions¶

Check GE Evaluation Notes — the Articulation Officer notes which areas to input.

Probation/Dismissal Intervention¶

PERC: 1. Set end date to yesterday. 2. Detail into the hold → timestamp → leave comment: "Counselor submitted a probation/dismissal intervention form."

SREP: 3. If the student had a TTPRO, TTPR2, or TTPR3: add Late Dates for the student.