• Cabrillo College will first proactively intervene with the student to identify available college support services that could mitigate the extenuating circumstances to ultimately prevent withdrawal and encourage course completion.

• Excused withdrawals can affect a student's transcripts or progress on their ‘education plan’, students should communicate with their academic counselor prior to submitting a request.

• The financial aid of a student may be affected depending on individual circumstances, and students should always communicate with their financial aid advisor about these implications.

• If a student plans to retake a course, they can ‘replace’ a non passing grade with a passing one but the EW will always exist on their transcript/student record. Excused withdrawals are not eligible for a refund of enrollment fees unless permitted based on circumstance and timeframe.

• Admissions & Records is no longer the appropriate office to contact about an EW, but you can reach out to the Dean of Students Division Office via email (email provided on this page)

An "Excused withdrawal" occurs when a student is permitted to withdraw from a course(s) due to accident, illness, or extenuating circumstances beyond the control of the student affecting their ability to complete a course(s) (C.C.R. § 55024).

• Job transfer outside the geographical region;

• Illness in the family where the student is the primary caregiver;

• An incarcerated student in a California State Prison or County Jail is released from custody or involuntarily transferred before the end of the term;

  • In the case of an incarcerated student, an excused withdrawal cannot be applied if the failure to complete the course(s) was the result of a student's behavioral violation or if the student requested and was granted a mid-semester transfer;

• 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.

• Hospitalization for Mental or Physical Health Concerns

Excused withdrawal requests are required to be submitted via the EW request form, for committee review during the current semester and no later than the last day of instruction of the current semester.

Retroactive EW requests for prior terms will not be processed. In the absence of the request and back up documentation, a grade will be assigned to the student record.

Back up documentation requirements could include:

• Current medical documentation or a doctor's note stating you are unable to complete coursework

• Current police reports or court documentation

• Employer job transfer documentation with contact information

• Death certificate (requires relationship to be added to the request)

• Eviction letter or documentation of housing insecurity

PLEASE NOTE: any missing backup documentation information will delay processing.

Once a “Request for Excused Withdrawal” is submitted:

1. Confirmation: A student will receive an automatic confirmation email from care@cabrillo.edu that their request has been submitted to the appropriate office for review.

2. Review: A student’s request and any supporting documentation will be reviewed by the EW committee.

3. Decision: A student will be notified by care@cabrillo.edu via email of the committee's decision up to 30 school days, as long as all documentation was included or deadlines for information are adhered to. Students should check their email regularly for an update from care@cabrillo.edu.

4. Once the decision has been communicated to the student, it will take anywhere from 21-30 business days for it to show up on their transcripts/student records. If the student doesn’t see the EW on their account after 30 business days, please reach out to care@cabrillo.edu

Once an EW is submitted, please allow 7-14 business days to review. Once it has been reviewed, we will reach out with an outcome or request for additional information. If a student is approved, it will take an additional 21-30 days for the grade to be changed to EW. If a student is denied, the grade they received will remain.