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↗

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↗

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↗

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↗

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↗
• Counseling↗
• Academic Calendar↗
• Student Support Services↗

Related Articles

• Academic Renewal - Removing old grades from GPA
• Prerequisite Override - Enrolling without prerequisites
• Skipping a Class - Course substitutions
• Course Validation - Updating old coursework