At Arkansas State University College of Veterinary Medicine (A-State CVM), the faculty and staff are committed to student success. Doctor of Veterinary Medicine (DVM) students in need of support should contact the Office of Admissions, Students, and Research (OASR), which will assist the student in reaching the appropriate CVM and/or University student support services.
Overview of Withdrawal Process
Matriculated students may elect to withdrawal from the A-State CVM DVM program at any time for academic, health, or personal reasons. The Associate Dean for Admissions, Students, and Research (ADASR) will meet with the student to review the request and ensure the student understands the academic, programmatic and financial repercussions of withdrawal.
During this meeting, the student will receive specific instructions on how to withdraw and may be given specific re-enrollment terms based upon the circumstances of the withdrawal. A follow-up e-mail will be sent by the ADASR or OASR to the student’s official University e-mail account outlining the withdrawal instructions, requirements for re-enrollment (if applicable), and reminders to contact appropriate offices (e.g. Financial Aid and University Housing). Students are strongly encouraged to save this information in an accessible location as continued access to a student’s Arkansas State University e-mail address is not guaranteed.
Academic Repercussions
Years 1 through 3: Students who withdraw after the semester starts and prior to the A-State withdrawal deadline (see A-State Academic Calendar for current deadlines) receive course grades of “W” which do not affect the student’s academic standing. Students who withdraw after the withdrawal deadline will receive an “Incomplete (I)” for all incomplete courses and must complete the course(s) by the end of the following semester per University policy otherwise the student will be issued a failing grade for the course(s). Students who stop attending classes without completing the withdrawal process will automatically receive an “F” in all enrolled courses per University policy.
Year 4: Completed rotations will receive a course grade of “Pass (P)” or “Fail (F)” as outlined in the course syllabus. Incomplete rotations will be given a course grade of “W” which do not affect the student’s academic standing, if the withdrawal is requested prior to the A-State withdrawal deadline (see A-State Academic Calendar for current deadlines). Students who withdraw after the withdrawal deadline will receive an “Incomplete (I)” for all incomplete rotations and must complete the rotation(s) by the end of the following semester per University policy otherwise the student will be issued a failing grade for the rotation(s). Students who cease to attend clinical rotations without completing the withdrawal process will automatically receive an “F” in all incomplete rotations in which they were enrolled per Arkansas State University policy.
Programmatic Repercussions
All students who withdraw must appeal as described in the CVM Student Handbook for readmission. Students who are in the National Guard or an Armed Services Branch are except from this process and will be automatically readmitted after submitting a copy of official National Guard or Armed Services deployment orders. The date of deployment must align with the semester withdrawn from the DVM program.
Students withdrawing for medical and/or mental health reasons must provide a “return-to-work” or “return-to-school” letter from a licensed medical professional to the ADASR before appealing for readmission. This letter will be placed in the student’s academic record.
Financial Repercussions
Students should consult with the A-State Financial Aid Office as withdrawal may impact future financial aid eligibility.
See the Tuition and Mandatory CVM Fee Reimbursement section information below >>
Withdraw Process
To initiate withdrawal from the DVM program, the student must declare their withdrawal intent in writing to the Associate Dean for Admissions, Student Programs, and Research (ADASR). The ADASR will then follow the process outlined in the “Overview” section. At all times during this process, a student seeking a withdrawal must continue to follow the Attendance and Excused Absence Policy until the withdrawal is complete.
Tuition and Mandatory CVM Fees Reimbursement
Because the A-State CVM DVM program is a highly competitive process with limited seats, the CVM has a college specific tuition and mandatory fee reimbursement policy and procedure.
Withdrawal before or during the first three days of the semester:
The DVM student will receive full tuition and CVM fee refund. Enrollment-related costs (e.g. background check fees and seat deposits) are non-refundable. Refunds are processed by the A-State Treasurer; the student should review the Treasure’s website additional details.
Withdrawal after the first three days of the semester:
The DVM student will not receive a tuition and fee refund. The student has the right to submit an appeal for an exception to the tuition and mandatory fee refund policy if extenuating circumstance(s) exist. To initiate an appeal, the student must submit a written request to the CVM Dean within three University business days from the date of withdrawal. The written request must include the reason for the appeal and third-party documentation (if applicable) supporting this appeal. The CVM Dean may request additional relevant materials deemed necessary for the decision process. If the student refuses to grant access to the records or materials, the CVM Dean may deny the request without further review. A decision will be provided to the student and the A-State Treasurer. The decision is final.
DVM students who are in the National Guard or an Armed Services Branch who withdraw due to official military orders are exempt from this policy and will receive full tuition and CVM fee reimbursement upon submitting a copy of the official orders of National Guard or Armed Services deployment. The CVM will notify the A-State Treasurer, and the student should review the A-State Treasurer website for additional details.
