Student Absence and Withdrawal Policy

Approval Date: 10/6/2026

Last Revision Date: 10/6/2026

Board Policy Alignment:
E-1 Ends
EL-0 General Executive Constraint
EL-1 Treatment of Students
EL-8 Access to Education

Responsible Official: Vice President for Student Experience

Purpose

Frederick Community College (“FCC” or the “College”) is committed to supporting student persistence, success, and completion. The College recognizes that students may experience circumstances that require temporary interruption of course participation or withdrawal from enrollment.

This Policy establishes institutional standards governing short-term absences and withdrawals while promoting academic integrity, student well-being, compliance obligations, and equitable treatment across instructional modalities. This Policy further establishes the College’s framework for implementing the requirements of Maryland Senate Bill 567, the Cameron Carden Act of 2024, including student rights to withdraw due to qualifying extenuating circumstances and to seek associated tuition and fee adjustments.

Scope

This policy applies to students enrolled in credit or non-credit courses at Frederick Community College.

Policy

A short-term leave of absence may be granted when a student anticipates missing an extended portion of a course, generally not to exceed 20% of the academic session, due to circumstances beyond the student’s reasonable control.

A short-term leave of absence may be considered for circumstances including, but not limited to:

  • Participation in FCC-sanctioned co-curricular activities
  • Bereavement
  • Caregiving responsibilities
  • Court appearances, jury duty, or other legal obligations
  • Medical or health-related circumstances
  • Military service obligations or required training

Short-term leaves of absence are not available for all instructional formats or program requirements, including clinical, laboratory, or internship placements.

Withdrawal

Withdrawal from a course or from the College may occur when continued enrollment is not feasible or in the student’s best academic or personal interest.

Circumstances that may result in withdrawal include, but are not limited to:

  • Student-initiated withdrawal from credit courses following the published Add/Drop period and by the established withdrawal deadline.
  • Withdrawal from Continuing Education and Workforce Development courses consistent with applicable enrollment and funding requirements.
  • Retroactive withdrawal consideration for students who experience documented extenuating circumstances that prevented timely withdrawal.
  • Administrative withdrawal initiated by the College to protect student safety, the College community, or the integrity of the learning environment.
  • Administrative withdrawal from selective admissions programs when continuation is no longer academically or programmatically appropriate.

Authority for administrative withdrawal decisions is delegated by the College to the Registrar or designee, consistent with institutional governance and due process standards.

Withdrawals may result in academic, financial, or regulatory consequences, including potential impacts on financial aid eligibility, veteran or military education benefits, athletic participation, or academic progress. Students receiving financial aid are strongly encouraged to consult with the Office of Student Finance prior to withdrawal. Students are strongly encouraged to consider these implications prior to withdrawal.

Re-Enrollment Following Administrative Withdrawal

Students who are administratively withdrawn from the College may be considered for re-enrollment in accordance with institutional standards.

Eligibility, conditions, and approval processes for re-enrollment are governed by administrative procedure.

Refunds and Extenuating Circumstances

Students who withdraw due to documented extenuating circumstances, including those recognized under the Cameron Carden Act (Maryland SB 567, 2024) or other applicable state or federal laws, are eligible for a refund of tuition and mandatory fees when such circumstances materially inhibit the student’s ability to continue enrollment. Once the College receives the required documentation, the College would issue a decision on a complete refund request through its established refund procedure. Approved refunds may be prorated in accordance with institutional refund schedules and applicable law.

Eligibility determinations, documentation requirements, and refund calculations are governed by administrative procedures and maintained by the Registration and Records Office in coordination with the Office of Student Finance. Documentation from a licensed provider or qualified third party may be required to substantiate the extenuating circumstance.

Appeals

A student who receives an adverse determination on a withdrawal or refund request based on extenuating circumstances may appeal that decision in writing within ten business days of receiving notice of the determination. Appeals are reviewed by the Vice President for Student Experience or designee. The decision of the Vice President or designee is final. Appeal procedures are further specified in the applicable administrative procedure.

Recordkeeping and Reporting

The College will maintain records of all extenuating circumstance withdrawal requests and determinations consistent with institutional records retention policies. The College will provide reports to the Maryland Higher Education Commission (MHEC) regarding Cameron Carden Act implementation as required.

Compliance with Federal Law

The College will comply with all obligations under Section 504 of the Rehabilitation Act of 1973, as amended, and Title II of the Americans with Disabilities Act, as well as other applicable federal and state laws.

Optional processes related to absence approval, withdrawal requests, documentation standards, deadlines, refund calculations, academic record notation, and re-enrollment review are governed by appropriate administrative procedures and are not established by this Policy.