Late & Retroactive Actions

About

Authorized staff members may perform the following late and retroactive actions on a student's behalf under specific circumstances. Please note:

  • Most late or retroactive processes may not be applied to students who have graduated, unless it applies to a separate, in-progress career.
  • Classes flagged with an Academic Honor Code violation may be late or retroactively dropped or withdrawn with official approval (see below). If the student is ultimately found to be in violation, a Z indicator will be added on the student's academic record after the final grade is assigned.

Late Enrollment Actions

Late enrollment actions are processed within the same term, but after published deadlines.

Processing Period

After third Wednesday of term

Process

Special Action Form (instructor's approval required; college approval required for back-dating and full refund)

Effective Date

Back-date to third Wednesday of term

Tuition/Billing

Full refund automatically applies

Financial Aid

Needs notification and last date of attendance (LDA)

Circumstances for Approval

  • University error
  • Deployment
  • Student did not self-enroll and never attended a class meeting
  • Documented medical or other extenuating circumstance beyond the student's control (e.g., illness, accident) that occurred prior to the no-record drop deadline

Processing Period

After drop deadline through last day of standard term (colleges and schools may have further restrictions on this time period)

Process

Special Action Form (instructor's & dean's approval required)

Effective Date

Date of drop

Tuition/Billing

No refund

Financial Aid

Needs notification and last date of attendance (LDA)

Circumstances for Approval

After the 10th week of a standard semester (prorated for special sessions, including summer term), classes may not be dropped unless there is a documented medical or other extenuating circumstance beyond the student's control (e.g., accident, illness). (APS 1025: Uniform Grading Policy)

Processing Period

After third Wednesday of term

Process

Letter from college

Effective Date

Back-date to day before start of term

Tuition/Billing

Full refund

Financial Aid

No last date of attendance (LDA) needed if student never attended

Circumstances for Approval

  • University error
  • Student did not self-enroll and never attended a class meeting
  • First-time student did self-enroll, but never attended a class meeting

Processing Period

After third Wednesday of term

Process

Withdrawal form

Effective Date

Back-date to third Wednesday of term

Tuition/Billing

Full refund, minus $200 withdrawal fee

Financial Aid

Needs notification and last date of attendance (LDA)

Circumstances for Approval

  • Deployment
  • Documented medical or other extenuating circumstance beyond the student's control (e.g., illness, accident) that occurred prior to the no-record/100 percent refund deadline

Advise students of option to seek incomplete (I) grades if they completed at least 75 percent of class.

Processing Period

After 100 percent refund deadline through last day of standard term

Process

Withdrawal form (active) or by dropping all classes through self-service (passive)

Effective Date

Date of withdrawal for active withdrawals; date of most recent class drop for passive withdrawals

Tuition/Billing

Refund based on effective date (students with documented extenuating circumstances may file a tuition dispute with the Bursar's Office)

Financial Aid

Needs notification and last date of attendance (LDA)

Circumstances for Approval

None

Processing Period

Through last day of standard term (after grade rosters are generated, see Retroactive Class Adds below)

Process

Special Action Form or enrollment override by department (access closes when grade rosters are created; see Enrollment Access & Administrative Deadlines)

  • Variable credit adjustments can only be made within the catalog-approved credit range published in the course catalog
  • Instructor's permission required if adding a class after the initial add period (may be no longer than the first 15 percent of an academic term, as mandated by CCHE; APS 1025: Uniform Grading Policy)

Effective Date

Actual add date

Tuition/Billing

Tuition/fees updated, if applicable, after nightly tuition calculation (runs for approximately three weeks after end of term)

Financial Aid

Notify OFA if adjustment is due to university error. Student contacts OFA if additional aid is needed.

Circumstances for Approval

None

Retroactive Enrollment Actions

Retroactive enrollment actions are processed after a term has concluded. 

Process

Only applies to record (W) drops; no record drops are reserved for university error

Effective Date

Date of approval

Tuition/Billing

No adjustment unless student files tuition dispute (refer student to Bursar's Office website to see if tuition dispute is an option)

Financial Aid

No impact

Circumstances for Approval

  • University error
  • Extreme documented extenuating circumstances impacting only one class

Administrative, no-record cancellations are only intended for students who were registered, but never enrolled for their first semester at CU.

Process

Letter of approval from Student Support and Case Management (SSCM) or college/school/program

Effective Date

Date of approval

Tuition/Billing

No adjustment unless student files tuition dispute (refer student to Bursar's Office website to see if tuition dispute is an option)

Financial Aid

No impact

Circumstances for Approval

Documented extenuating circumstances that prevented the student form withdrawing by the published deadline

Variable credit adjustments can only be made within the catalog-approved credit range published in the course catalog.

Process

Change of Record form from college/school/program

Effective Date

No effective date; added to term

Tuition/Billing

Tuition/fees updated, if applicable (Bursar's Office notified after Office of the Registrar receives Change of Record form)

Financial Aid

No notification needed; student contacts Office of Financial Aid to request more aid, if necessary

Circumstances for Approval

University error

Grading Actions

Deadline

Third Friday of standard term (prorated in summer or special session classes); no exceptions unless due to university error

Process

College, school or program submits Change of Record Form (adjustments made only in accordance with setup in course catalog and schedule of classes; exceptions apply to Colorado Law students in non-law classes)

Tuition/Billing

No impact

Financial Aid

If needed, student contacts Office of Financial Aid for recalculation of satisfactory academic progress (SAP)

Circumstances for Approval

After published deadline, may only be approved due to university error; student must petition for letter grade (originally graded as pass) to their college/school/program

Deadline

Only accepted for three most recently completed semesters, including summer; grade appeals in colleges/schools/programs should follow same published deadline as grade change request

Process

Instructor submits Change of Record Form or uses grade-change workflow

Tuition/Billing

No impact

Financial Aid

If needed, student contacts Office of Financial Aid for recalculation of satisfactory academic progress (SAP)

Circumstances for Approval

  • University, instructor or computational error
  • Student-initiated request for additional review of previously submitted work

If the student retakes the course, their prior attempt remains graded as incomplete (see Credits & Grading).

Deadline

Third Friday of standard term (prorated in summer or special session classes); no exceptions unless due to university error

Process

Instructor assigns I grade at grade-roster level (some colleges, schools and programs have additional procedures; see Credits & Grading)

Tuition/Billing

No impact

Financial Aid

If needed, student contacts Office of Financial Aid for recalculation of satisfactory academic progress (SAP)

Circumstances for Approval

Student-initiated request; a substantive amount of work (at least 75%) must have been completed

Add/Drop Calendar

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