Middlebury

Student Status

A. Good Academic Standing

Students are "in good academic standing" if they are enrolled in at least three courses each semester, and in at least seven courses each academic year (fall, winter, and spring) and are making satisfactory progress toward their degrees. Seniors who need only one or two courses to graduate and who have been approved for special student status are also considered to be "in good academic standing."

Satisfactory progress consists of compliance with the policy on full-time student status as defined in the Handbook section on "course load" (see Course Registration and Conduct of Courses), or having been approved for an exception to that policy by the Administration Committee.

"Successful completion of a year" for veterans' benefits certification is defined as "in good standing." Students taking fewer than four courses, however, should consult with the registrar regarding veterans' benefits.

B. Course Warnings

Faculty members may send out course warnings to students thought to be in danger of receiving grades of "D" or "F."  The Commons dean will normally notify parents or guardians of students who receive more than one warning in one subject or warnings in two or more subjects.

C. Probation

See Grades and Transcripts. A student who receives two D grades or one failing grade and a D grade in a single semester will be placed on probation until the end of the following fall or spring semester. A student completing a semester with three units of credit who receives one D or one F will be placed on probation. A student who receives a D or an F in the winter term will be placed on probation for the spring semester. Students placed on probation more than twice in their College careers will be required to withdraw. A student readmitted after an academic failure is readmitted on probation for the following fall or spring semester.

D. Leave of Absence (Non-Medical)

A student may be granted leave-of-absence status to pursue a full-time program of studies at another recognized and accredited college or university in the United States or abroad.

  1. Leave-of-absence status for overseas programs is approved by the Off-Campus Study (Programs Abroad) Committee at the request of the student and the recommendation of his or her major department. Course programs must be approved by the appropriate Middlebury departments if leave status is to be granted.
  2. Middlebury agrees to accept approved junior year abroad programs as equivalent to a full year's work. Students on other leave have no such guarantee and must seek final approval of courses after their return to Middlebury. Students on leave, under either junior year abroad or leave of absence, must inform the College if they withdraw from the institution they are attending or if they take a reduced course load.
  3. The following policies will govern readmission for students who have been approved for programs of off-campus study and then wish to change their status:

a. Such students will be readmitted for fall or spring semester only. They will not be readmitted for winter term, even if they claim to have a place to live off-campus.

b. The deadline for guaranteed readmission for the fall semester is June 1. After this date, students who wish to be readmitted will be placed on a waiting list. Students on the waiting list will be notified on September 1 if they have been readmitted for the fall.

c. The deadline for guaranteed readmission for the spring semester is November 15. After this date, students who wish to be readmitted will be placed on a waiting list. Students on the waiting list will be notified on January 15 if they have been readmitted for the spring.

d. There will be no readmissions after the September 1 and January 15 dates.

E. Withdrawal

1. Non-Medical Withdrawal
Students who wish to withdraw for any reason must notify the dean of their Commons in writing. The dean shall determine their status at the point of withdrawal. The courses of students who withdraw prior to December 1 of the fall semester or May 1 of the spring semester will be deleted from the transcript. Students who withdraw in the middle of a semester cannot normally be readmitted for at least one semester. The courses of students who withdraw after December 1 of the fall semester or May 1 of the spring semester will remain on the transcript. A course with a failing grade assessed on a student as part of a penalty for academic dishonesty imposed by the Academic Judicial Board will not be deleted from the transcript regardless of the time in the semester when the student withdraws. A grade of F will be recorded for all courses listed regardless of work accomplished and the student will be listed as an academic failure. The student may be required to spend the subsequent semester away from Middlebury College. Students who withdraw during the winter term will receive a grade of F for the winter term. Exceptions are made by the dean only for medical or exceptional personal circumstances. No refunds are permitted on College fees except for prorated board charges, unless the withdrawal is for medical reasons. (See Student Finances.)

2.  Medical Withdrawal

i). Student Requests for Medical Withdrawal
Voluntary medical withdrawals are appropriate when a student’s medical, psychological, or substance-related condition prevents the student from effectively and/or safely participating in the College’s academic programs and/or the residential life of the College. Students who wish to withdraw from the College for medical reasons must notify their Commons dean. The dean shall determine their status at the point of withdrawal.

 ii). Medical Withdrawal Initiated by the College
The College may require withdrawal of a student for medical reasons when:

(a) There is a reasonable basis to believe, based on a case-by-case, objective assessment of the student’s behavior and other relevant information, that the student’s medical, psychological, or substance-related condition prevents him/her from safely and/or effectively participating in the College’s academic programs and/or the residential life of the College, such that the student is not otherwise qualified to attend Middlebury; or

(b) There is a reasonable basis to believe, based on a case-by-case, objective assessment of the student’s behavior and other relevant information, that as a result of the student’s medical, psychological, or substance-related condition, the student has threatened, or poses a significant risk of threatening, the health or safety of others; or causes or threatens to cause property damage; or engages in behavior that is unduly disruptive of others in the Middlebury community. (Behavior that is “unduly disruptive” includes but is not limited to conduct that interferes with, or poses a significant risk of interference with, the emotional or physical well-being of others and/or the academic, extracurricular, or social activities of others.)

Prior to the withdrawal, the student may be required to sign a release authorizing disclosure of the student’s medical or other information by and between the student’s physician(s), psychologist(s), or licensed counselor(s), or others who are asked to provide information regarding the student and the appropriate College official(s). A medical evaluation by a competent specialist may also be required. The outcome of the medical evaluation will be shared with a designated staff member of the Parton Center for Health and Wellness (“Parton”) and the student’s Commons dean or designee (“Commons dean").

Student(s) will be given notice and an opportunity to speak with their Commons dean prior to or within five business days of the withdrawal. The student’s Commons dean may also consult with others as appropriate (e.g., medical professionals, members of the College’s Threat Assessment and Management Team [“TAM team”], other College officials, law enforcement, and/or the student’s family members).

The Commons dean may also consider other information such as the recommendation, if any, made by the TAM team; or whether there are reasonable accommodations that would effectively mitigate the risk of harm to others or property and would allow the student to safely and effectively participate in the College’s academic programs and the residential life of the College, as applicable.

The student will be notified of the withdrawal decision in writing. The decision may be appealed, following the procedures set forth in Section 3, below.

Students withdrawn under this section may also be subject to the normal disciplinary processes if their conduct has violated College policy. If disciplinary action is appropriate, the matter must be resolved either before or immediately upon the student’s return.

iii). Temporary Medical Leave of Absence
A student may request a temporary medical leave of absence for up to ten days, in accordance with Section 2 (i), above.

The College may place the student on a temporary medical leave of absence for up to ten days in accordance with Section 2 (ii), above, in order to allow the student to seek appropriate medical care.

Whenever possible, the student will be given notice and an opportunity to speak with their Commons dean prior to or within three business days of the temporary leave.
The student’s Commons dean, in consultation with others as appropriate, will make a determination as to the student’s request after reviewing the information submitted. There is no right of appeal.

Students may return from their temporary medical leave after providing documentation and information in accordance with Section 4 (ii), below. If the student does not return, the student’s status will be converted to a medical withdrawal.

A temporary leave beyond ten days will only be granted in extraordinary circumstances. Students will not be permitted to return unless the conditions in Section 4 (ii), below, are met.

Students who are placed on temporary medical leave may also be subject to the normal disciplinary processes when their conduct has violated College policy. If disciplinary action is appropriate, the matter must be resolved either before or immediately upon the student’s return.

3. Appeals

An appeal under Section 2 (ii), above, may be made in writing to the vice president for academic affairs (VPAA) or designee within five business days of receipt of the decision. The appeal must include the grounds for the appeal and an outline of any supporting evidence. Appeals transmitted via e-mail will be considered to be “in writing.” Absent extenuating circumstances, the VPAA will notify the student of the appeal decision within ten business days of receipt of the appeal.

4. Request for Readmission

i). General Withdrawal
Except as otherwise provided in Section ii, below, students who withdraw in good standing normally will be assigned a readmittance date at the time they withdraw. They must confirm their plan to return on this readmittance date with their Commons dean no later than June 1 for the fall term and November 15 for the spring semester. Students who fail to confirm their plans to return by these deadlines will be placed on a waiting list for readmission. Normally, readmission is for fall or spring semester only. Students will be readmitted for winter term only with special permission from the Office of the Dean of the College.

(ii) Medical Withdrawal or Temporary Leave of Absence
Students who are withdrawn from the College or who are on a temporary leave for medical reasons must submit a written request for readmission to their Commons dean and a Medical Readmission Form to Parton. The Medical Readmission Form (available from Parton) usually must contain the following:

(1) a recommendation for readmission and supporting documentation from the student’s treating physician(s), psychiatrist(s) and/or licensed counselors (as applicable) that the student is able to participate fully and effectively in the academic and residential life of the College (with or without reasonable accommodation);

(2) information regarding the need, if any, for continuing treatment and follow-up care;

(3) evidence that the student has complied with the treatment recommendations that were made at the time of, and during, the medical leave;

(4) the student’s agreement to engage in continuing treatment and follow-up care, if applicable; and

(5) authorization for disclosure by and between any person providing documentation in support of the request, a designated member of the Parton staff, and the student’s Commons dean. Students may also submit other information in support of their request. The College may also require that the student submit to an independent medical evaluation performed by a health care provider selected by the College (at the College’s expense) and/or that the student provide additional information necessary to determine whether the student should be readmitted at that time.

In addition to the information required above, students who are withdrawn for the reasons set forth in Section 2 (ii) above, usually must submit to their Commons dean the following information in their request for readmission:

(1) a description of the student's understanding of the problem that led to the involuntary withdrawal;

(2) sufficient evidence of the student’s attempts to resolve the issue(s) that led to the involuntary withdrawal;

(3) information about what steps the student will take to prevent the problem(s) from recurring; and

(4) if applicable, sufficient evidence to demonstrate that the threat or conduct of concern has been eliminated and that the student is ready to return to the College and adhere to all College policies.

Decisions on readmission requests are made on a case-by-case basis, so the College may require more, less or different information than that described above as deemed appropriate and necessary in a particular case.

The student’s Commons dean will consider the student’s request for readmission after receiving the supporting information described generally above or requested specifically in a given case, as well as any other information that the student wishes to submit. In considering the request, the Commons dean, in consultation with Parton staff or other College officials, will determine whether there is a sufficient basis to establish the following (as applicable):

(1) the medical condition that led to the student’s withdrawal has been adequately addressed and/or managed such that the student is otherwise qualified to safely and/or effectively participate in the academic and/or residential life of the College (with or without reasonable accommodation); and/or

(2) the student no longer poses a threat to the health or safety of others or to property,  or poses a threat of undue disruption to members of the College community.
Students who wish to be readmitted after a medical withdrawal must ordinarily submit their request and supporting documentation to their Commons dean no later than June 1 for the fall semester and November 15 for the spring semester.

F.  Withdrawal Due to Academic Failure

A student who receives two F grades, three D grades, or one F grade and two D grades during a fall or spring semester earns an academic failure and is required to withdraw. Seventh-semester seniors may petition to be reviewed by the Administration Committee prior to final action.

A student on probation who receives one F grade or two D grades in the subsequent fall or spring semester is required to withdraw.

A student who receives D or an F in the winter term while on probation will be required to withdraw. Students placed on probation more than twice in their College career will be required to withdraw.

A student who is enrolled in three courses and receives one F and one D grade, or two D grades, will be required to withdraw. A student enrolled in three courses who is on probation and who receives one D grade will be required to withdraw.

The above rules also apply to Middlebury undergraduates who enroll in Middlebury Schools Abroad and summer Language Schools.

At any time, a student failing a course, consistently receiving grades below C-, or in any way neglecting the obligations of a course, may be placed on course warning.

Students failing in their studies generally may be withdrawn from the College by the Administration Committee if, in its judgment, failure is due to lack of application or to a negligent attitude.

G. Readmission After Withdrawal for Academic Failure

A student withdrawn for academic failure will not be readmitted except by special action of the Administration Committee. Readmission is a special privilege, not a right. The committee will take favorable action only when it is satisfied that the factors which led to failure have been rectified and that the student has both ample motivation and capacity to earn a degree. Mere lapse of time is not a sufficient basis for readmission. The burden of proof of motivation and capacity rests with the student. The student is normally required to enroll full-time at another accredited institution and to achieve a good record there by receiving grades of B- or better in all courses. (See Transfer Courses and Off-Campus Study for information about the transferability of these courses to Middlebury.)

Application for readmission must be made to the Administration Committee, who will consult with the student's Commons dean. Application must be made by June 1 for fall semester, and by November 15 for spring semester. Students found to be in academic failure in the spring semester and who request immediate readmission for the following fall must apply by July 1. The Administration Committee may defer action on these applications until an official transcript showing work completed at another institution has been received at Middlebury. Normally, readmission is for fall or spring semester only. Students will be readmitted for winter term only with special permission from the Administration Committee in consultation with the student's Commons dean. Any student readmitted will be on probation for the first semester following return and, if withdrawn a second time, will not be readmitted. A student readmitted on probation for winter term remains on probation for spring semester.

H. Special Students

With departmental approval, Middlebury students may apply to the Administration Committee for special student status in cases of documented chronic illness or when they need only one or two courses to graduate. Special students are charged by the course and may not live on campus.  Special students with extreme personal or medical circumstances may apply to the Administration Committee for permission to live and eat on campus.  These students are billed the customary comprehensive fee for the semester, less the per course rate for one course, as that is the only distinction between these students and those taking three courses during the semester.

Students who have a documented illness that develops late in the semester and prevents them from being able to fulfill their academic responsibilities may apply to the Administration Committee for permission to carry a reduced course load as a full-time student. Students who receive approval for a reduced course load pay the full comprehensive fee.

Applications for special student status must be filed with the Administration Committee by March 15 for the fall semester and November 15 for the spring semester. Students whose circumstances change after March 15 or November 15 may file applications for special student status after those deadlines if they have compelling reasons for requesting special student status.

Occasionally, a student working toward an undergraduate degree at another institution may be granted special student status by the Administration Committee with the approval of the degree-granting institution. This is done primarily to accommodate Middlebury residents who have to be home for a period of time. Students who have received their baccalaureate degree normally may not be admitted for credit to undergraduate courses at Middlebury.

I. Visiting Students

Students from other colleges may be admitted through the Administration Committee, if space is available, for one semester as non-matriculated students. Such students are required to be in good academic and social standing at their home institutions and have the approval of their home institutions. The Administration Committee will review potential visiting students' applications and transcripts and proposed courses of study at Middlebury to ensure that the students meet academic standards and that there is room in the courses they plan to take. Any visiting student wishing to transfer to Middlebury must apply in the regular manner through the Admissions Office.

J. Resignation

Students who wish to leave Middlebury College and plan never to return may resign from the College. Students who resign must notify the dean of their Commons in writing. There is no readmission after a resignation.

K.  Refunds

In cases of dismissal from the College, no refund of the comprehensive fee is made. In other cases of absence or withdrawal from the College for medical reasons or serious emergencies, fees are refunded according to the College’s refund schedule. In all cases, the enrollment deposit is forfeited.

rev. 8/16/13