# Late Add or Drop Petition ## Overview A **late add/drop petition** allows you to add or drop a course after the official deadline has passed. These petitions require documented extenuating circumstances and are not granted for convenience or poor planning. ## Understanding Deadlines ### Standard Add/Drop Deadlines: - **Add deadline:** Typically end of first week - **Drop with refund:** Usually first 2 weeks - **Drop without 'W':** First 2-3 weeks - **Drop with 'W':** Through approximately 75% of semester - **No drops allowed:** Final 25% of semester **Check exact dates:** [Academic Calendar](https://www.swccd.edu/classes-and-registration/academic-calendar/) ### Why Deadlines Exist: - **Academic integrity:** Prevent gaming the system - **Instructor planning:** Class rosters need to stabilize - **Financial aid:** Enrollment affects aid disbursement - **Seat availability:** Fair access for all students - **Academic standards:** Sufficient time to complete coursework ## Late ADD Petition ### When You Might Need to Add Late: #### Valid Reasons (Often Approved): 1. **Administrative error:** - Registration system malfunction - Incorrect prerequisite enforcement - Counseling or advising mistake - Financial aid processing delay 2. **Medical emergency:** - Hospitalization during add period - Serious illness preventing registration - Family medical crisis - **Required:** Doctor's note or hospital documentation 3. **Military service:** - Sudden deployment - Military orders received - **Required:** Copy of orders 4. **Extenuating circumstances:** - Death in immediate family - Natural disaster - Immigration/visa issues (international students) - **Required:** Official documentation #### Invalid Reasons (Rarely Approved): - "I forgot to register" - "I was on vacation" - "I didn't know the deadline" - "I changed my mind about my schedule" - "This time slot works better for me" - "I need the units for financial aid" ### Late Add Process: #### Step 1: Evaluate Your Chances **Be realistic:** Late adds are rarely approved without serious extenuating circumstances. #### Step 2: Contact the Instructor **Required first step:** - Email instructor immediately - Explain situation briefly - Ask if they'll support your petition - **Important:** Instructor must approve #### Step 3: Gather Documentation Collect all supporting evidence: - Medical records - Death certificates - Military orders - System error screenshots - Correspondence with college staff - Any other official documentation #### Step 4: Obtain Instructor Signature **Instructor must confirm:** - You can catch up on missed work - There's space in the class - They support your petition - They understand late add implications #### Step 5: Submit Petition **Location:** Admissions & Records Office **Include:** - Completed petition form - All supporting documentation - Instructor signature - Your written explanation - Contact information #### Step 6: Wait for Decision - Processing: 1-2 weeks - May require Dean approval - Check student email daily - Follow up if no response in 10 business days ### Late Add Challenges: **If approved, you must:** - Complete ALL coursework from day one - Meet all assignment deadlines retroactively - Catch up on missed lectures/labs - Take responsibility for missed material - Accept you may start with lower grade **Academic risks:** - Significant material already covered - Difficult to catch up - Higher stress throughout semester - Lower final grade potential ## Late DROP Petition ### When You Might Need to Drop Late: #### Valid Reasons (Often Approved): 1. **Serious illness or injury:** - Hospitalization - Disabling injury or condition - Mental health crisis requiring treatment - **Required:** Medical documentation from physician 2. **Death in immediate family:** - Parent, sibling, spouse, child - Impacted your ability to continue - **Required:** Death certificate or obituary 3. **Catastrophic event:** - Car accident with injuries - House fire - Victim of crime - Natural disaster affecting your home - **Required:** Police reports, insurance docs, etc. 4. **Military deployment:** - Sudden orders - Called to active duty - **Required:** Official military orders 5. **Job transfer/relocation:** - Employer-mandated move - Significant distance preventing attendance - **Required:** Letter from employer 6. **Documented college error:** - Instructor didn't teach course as described - Canceled course should have been dropped - Enrollment error by college staff - **Required:** Documentation of error #### Invalid Reasons (Rarely Approved): - "I'm failing the class" - "The course is too hard" - "I don't like the instructor" - "I'm too busy" - "I want a better GPA" - "I stopped attending weeks ago" ### Late Drop Process: #### Step 1: Assess Your Options **First, consider:** - How late in the semester? - Can you still pass with effort? - Impact on financial aid? - Impact on GPA? - Effect on graduation timeline? #### Step 2: Documentation is Critical The later you petition, the stronger your evidence must be: - **First 2 weeks past deadline:** Minor documentation may suffice - **Midterm - 75%:** Significant documentation required - **Final 25% (rarely allowed):** Exceptional circumstances only #### Step 3: Meet with Instructor **Discuss:** - Your situation (if comfortable) - Current grade and chance of passing - Incomplete option instead of drop - Instructor's support for petition #### Step 4: Consult with Counselor **Schedule appointment:** - Location: Cesar E. Chavez Center, Building 68, 2nd Floor - Phone: (619) 421-6700 ext. 5240 - [Online scheduling](https://swccd.craniumcafe.com/group/general-counseling-front-desk/lobby) **Counselor will discuss:** - Petition likelihood of approval - Financial aid consequences - Academic progress impact - Alternative options - How to prepare strongest petition #### Step 5: Prepare Petition **Write detailed explanation:** - What happened (specific dates) - Why you couldn't drop by deadline - How it affected your coursework - What you tried to do to stay enrolled - Why dropping is now necessary **Attach documentation:** - All official supporting documents - Timeline of events - Previous communications with college - Medical records, certificates, etc. #### Step 6: Submit Petition **Where to submit:** - Admissions & Records Office - Include all required signatures - Keep copies of everything - Get receipt of submission #### Step 7: Follow Up - Check email daily - May be asked for additional information - Can take 2-4 weeks for decision - Don't stop attending until officially dropped ### Drop Grade Implications: **If approved:** - **'W' (Withdrawal)** appears on transcript - No GPA impact - Course doesn't count toward degree - May impact financial aid **If denied:** - You remain enrolled - Current grade stands at semester end - Can fail if you stopped attending - GPA impact from final grade ## Special Situations ### Incomplete (I) Grade vs. Late Drop **Consider requesting Incomplete if:** - Most work completed successfully - Emergency near end of semester - Can finish within one semester - Instructor willing to grant **Incomplete is better when:** - You're passing but can't finish - Need only few assignments/exams - Want credit for work done - Plan to complete course ### Military Withdrawals **Active duty military students:** - May qualify for full withdrawal - May receive refund regardless of date - Different process than standard petition - Contact [Veterans Services](https://www.swccd.edu/student-support/more-services/veterans-services/) ### Medical Withdrawal (Multiple Courses) **For medical emergencies affecting all courses:** - Can petition to drop entire semester - One petition for all courses - Strong medical documentation required - May qualify for tuition refund - Work with counselor for complete withdrawal ### Financial Aid Impact **Important:** Late drops can affect: - **Satisfactory Academic Progress (SAP)** - **67% completion rate requirement** - **Future aid eligibility** - **Current semester disbursement** **Before dropping:** - Consult Financial Aid Office - Understand consequences - Explore alternatives ## Alternatives to Late Drop Before petitioning, consider: ### 1. Incomplete Grade - Finish course next semester - Keep work completed so far - Requires instructor approval - Usually 1-semester deadline ### 2. Extra Credit/Tutoring - Ask instructor about extra credit - Intensive tutoring to improve - Study groups - [Tutoring Services](https://www.swccd.edu/student-support/tutoring/) ### 3. Pass/No Pass Option - Changes grading basis - Protects GPA if struggling - Check if allowed for your course - Deadline usually mid-semester ### 4. Academic Renewal Later - Complete course with grade - Apply for [[Academic Renewal]] later - Removes GPA impact - See Academic Renewal article ### 5. Stay and Learn - Accept lower grade - Focus on learning material - Retake later if needed - Still gain knowledge ## Petition Writing Tips ### DO: - **Be honest and factual** - **Provide specific dates** - **Include all documentation** - **Take responsibility** - **Explain why deadline was missed** - **Use professional tone** - **Check spelling and grammar** ### DON'T: - **Make excuses** - **Blame others entirely** - **Exaggerate circumstances** - **Submit without documentation** - **Wait until last minute** - **Use emotional manipulation** - **Lie or misrepresent facts** ### Sample Petition Structure: ``` 1. Introduction: What you're requesting 2. Background: Your enrollment and program 3. What Happened: Specific circumstances with dates 4. Why Deadline Was Missed: Not just "I forgot" 5. Documentation: Reference attached evidence 6. Impact: How circumstances affected your ability 7. Resolution: What you've done since/plan going forward 8. Conclusion: Restate request professionally ``` ## Timeline & Deadlines **When to submit:** - **As soon as possible** after circumstance occurs - Don't wait until end of semester - Sooner = better chance of approval - After semester ends: Very difficult to approve **Processing time:** - Simple cases: 1-2 weeks - Complex cases: 3-4 weeks - Dean approval required: Additional time - Final decision may take entire month ## After Decision ### If Approved - ADD: 1. Verify course appears on schedule 2. Contact instructor immediately 3. Get all missed materials 4. Create catch-up plan 5. Use support services ### If Approved - DROP: 1. Verify course removed from schedule 2. Confirm 'W' on transcript 3. Check financial aid impact 4. Revise academic plan with counselor 5. Register for future semester if needed ### If Denied: 1. **For adds:** Course stays closed 2. **For drops:** You remain enrolled in course 3. Attend and complete coursework 4. Appeal decision if you have new evidence 5. Learn for future planning ## Prevention is Best ### Avoid needing late petitions: **Registration:** - Register during your priority period - Set reminders for add deadlines - Verify schedule immediately - Handle prerequisites early **Dropping courses:** - Regularly assess your performance - Drop struggling courses early - Don't wait and hope - Use drop deadlines strategically **Communication:** - Talk to instructors early - Email counselors promptly - Address issues immediately - Don't let problems fester ## Resources ### Administrative Offices: - **Admissions & Records:** Petition submission - **Counseling:** (619) 421-6700 ext. 5240 - **Financial Aid:** Aid impact questions - **Veteran Services:** Military students ### Academic Support: - [Tutoring](https://www.swccd.edu/student-support/tutoring/) - [Counseling](https://www.swccd.edu/student-support/counseling-and-career-advisement/) - [Academic Calendar](https://www.swccd.edu/classes-and-registration/academic-calendar/) - [Student Support Services](https://www.swccd.edu/student-support/students-services-campus-resources/) ## Related Articles - [[Academic Renewal]] - Removing old grades from GPA - [[Prerequisite Override]] - Enrolling without prerequisites - [[Skipping a Class]] - Course substitutions - [[Course Validation]] - Updating old coursework