How to Handle Drop Requests

Teaching is more than conveying course content, but rather involves supporting and guiding students as they mature and attempt to handle challenges of all sorts.  One situation that may provide a teaching moment is when handling drop requests, particularly with Lower Division courses, such as Freshman Level courses of the Core Curriculum.

As per university policy, many freshman level Core courses need to be completed in a timely manner.  Also, data shows students' performance during their freshman year is a strong indicator of their future academic success.  Furthermore, if students delay, postpone, drop, or fail, it can adversely affect them and put them behind their peers.

A student, however, particularly a young, freshman student might not understand the full ramifications of dropping, so ALA and Core faculty are encouraged to make “a drop” situation a chance to engage with the student and talk with them about what it takes to succeed at the university.

Before looking at how to handle a drop request, it is important to understand that not all students are eligible to drop.  Thus, when talking about dropping with any audience, please add, “if the student is eligible.”  Similarly, students should not make a decision about dropping or even request a drop before first knowing their eligibility.  Most students are eligible to drop, but some are not, including:

• any student trying to drop RHET 1010, CORE 1010, or RHET 1020 if they have previously postponed the course,

• any student who has signed a petition/contract to have a Core Timely Completion Policy registration hold released,

• any student who is on their last or second-to-last attempt to pass RHET 1010, CORE 1010, or RHET 1020,

• students who are facing possible consequences for an academic integrity violation in the class.

Thus, when students mention that they might want to drop, please immediately instruct them to first check their eligibility.  This inquiry can be done with any RHET administrative assistant in the RHET offices or the Core Curriculum office.  Either the student or the faculty member can make the inquiry.

That said, as indicated earlier, the choice to drop is not just a technical one, but there is the bigger question of whether the student should drop.  This is where a student can often use wise counsel.  Students might be thinking about dropping for a variety of non-ideal reasons, including:

• thinking that another faculty member (a following semester) might be easier,

• not wanting to do the work required to pass,

• not having the life or time management skills to succeed,

• a general struggle with adapting to university life,

• having a hidden disability that is affecting them (see How to Handle Disability Cases?).

We don’t want to see students slip into a multi-semester spiral of dropping and failing their courses, and any of the above reasons could lead to that.  So, early and caring intervention can help students before they run into more serious problems at the university.

So, when a student talks with you about dropping, explore with them their reasons why.  Help them see if these are reasons that can be overcome.  Let them know that the Office for Student Wellbeing is available to help and that you want to work with them to see them succeed.

However, there are times when dropping may be the best choice.  Assuming they are eligible, then when a student is clearly going to fail, then a drop on their transcript will affect them less than an F.  In such a case, a drop may be best.

Importantly, since there is an official drop deadline, every faculty member should announce the deadline to their students.  Also, all faculty should make sure that all students have received some type of grade on a major assignment and that they have received enough feedback on their progress in the course that they would be able to make an informed decision about dropping. As part of this process, we encourage all faculty to invite any student who is considering dropping to first talk with them.

If a student has questions about dropping that you are not certain about, you can refer them to this student FAQ. 

When a student does formally submit a drop request form, at some point in the process your approval is required.  You should not approve their drop until you have checked that the student is eligible.  Also, you will be the only one who knows if the student is facing an academic integrity violation in your class.  If the student is, then you should first talk with the Department Chair before approving or rejecting the student’s request.

The approval form gives you a chance to give your comments.  These are not essential to the approval process, but any information provided is appreciated.

If you have any questions, please don’t hesitate to ask your Associate Chair or Chair, who would be glad to help you with any questions.  You are also welcome to contact the Core Curriculum(corecurriculum@aucegypt.edu)with any questions.