Course Withdrawal Deadline and WF Grade

APC Recommendation to the University Senate: Course Withdrawal Deadline and WF Grade

To: University Senate, via the Executive Committee of the University Senate (ECUS) 

From: Academic Policy Committee (APC)

Committee action: October 30, 2026 (9 of 12 members present; both motions passed unanimously)

The Academic Policy Committee makes two recommendations to the University Senate. First, move the last day to withdraw from a course without academic penalty (W) to the end of the 11th week of classes, the latest date the University System of Georgia allows. Second, eliminate the WF grade option.

Recommendation 1: Move the withdrawal deadline to the end of week 11

Motion: The last day for students to withdraw from a course without academic penalty (grade of W) shall be the end of the 11th full week of classes in fall and spring semesters. Holidays and breaks in the first eleven weeks are not counted, as the USG Academic and Student Affairs Handbook 2.5.4 specifies. The academic calendar, the University Catalog, and every other official statement of the withdrawal deadline shall be revised to match.

Current practice: the deadline is normally the 4th class day after midterm grades are due (the 37th class day in fall, the 36th in spring), about the end of week 8.

Feedback requirement: under USG policy, students must receive course performance feedback, such as midterm grades, at least one week before the deadline. The current midterm grade dates meet this requirement.

Recommendation 2: Eliminate the WF grade

Motion: The WF (withdrew failing) grade shall be removed altogether. The University Catalog, the academic calendar, and every other official reference to WF as a grade option shall be revised to remove it. A student who withdraws by the deadline receives a W. A student who has not withdrawn by the deadline receives the grade earned in the course. Withdrawals for documented hardship or medical reasons after the deadline remain available as institutional policy provides.

The WF already counts the same as an F in the GPA, so it gives students no benefit and adds a separate grade option to administer. UGA has eliminated the WF on the same reasoning.

Rationale

USG policy allows it. BOR Policy Manual 3.5.2 leaves the withdrawal deadline to each institution. The USG Handbook 2.5.4 sets the latest allowed date as the end of the 11th full week.

Peer institutions have moved. Georgia Tech, Georgia Southern, Kennesaw State, Middle Georgia State and Valdosta State have extended their deadlines, as have Albany State, Atlanta Metropolitan and Dalton State. UGA moved its deadline later and eliminated the WF.

Student success. A later deadline gives students more time to recover after midterm feedback and should reduce panic withdrawals. The Registrar expects it to support on-time graduation.

Consultation. APC met with Registrar Kay Andersen on October 2, 2026, then asked academic units for feedback. Units raised minimal objection to either change.

Implementation

1. ECUS forwards both motions to the Senate for action.
2. The Registrar and APC identify every place the current deadline and WF option appear: the University Catalog, the academic calendar, and related policy pages.
3. The Registrar sets the new deadline, so it does not fall in registration week, which currently opens around week 10.
4. Advising, Financial Aid and the Veterans Education Benefits office update their guidance on the effects of withdrawing.
5. Further item: whether moving the deadline changes when student course evaluations (SRIS) are released.

Open question: effective term proposed: Fall 2027 (to match the next published academic calendar)