NMSU branding
New Mexico State University

New Mexico State University

2016-2017 Graduate Catalog


Leaving Graduate School

Leave of Absence/Continuous Enrollment

Students working on advanced degrees who plan an interruption in studies for a calendar year should address a request for leave of absence through their department head, alerting the dean of the Graduate School. The student must submit a formal letter through their department head to the Dean of the Graduate School. Email will not be accepted. The request should include the beginning date and the anticipated ending date for the period of absence. A graduate student on leave of absence will be expected not to use university facilities and place no demands upon the university faculty and staff, and, therefore will pay no fees. Time spent in leave-of-absence status will not be counted toward time limits.

A graduate student who fails to register for one calendar year without obtaining a leave of absence from the Graduate School will be considered withdrawn from the university. For information on resuming studies after such absence, see Readmission.

Administrative Withdrawal

When an administrative withdrawal from a course is initiated for a student who is representing the university at an official out-of-town event, the withdrawal will become effective upon the return of the student to the university from that event or five class days after the signed drop slip arrives in the dean’s office, whichever is sooner.

Military Withdrawal

For special provisions consistent for military personnel, see the section on Military and Veterans Programs (MVP).

Student Medical Withdrawal

A medical withdrawal applies to a student who becomes seriously ill, injured, or hospitalized and is therefore unable to complete an academic term for which they are enrolled. The attending physician must provide a letter on official letterhead with an original signature, stating the date(s) within the semester that the student was under medical care and that the student must withdraw because of the medical condition. This letter must be submitted within the semester or no later than one academic year after the end of that term for which the withdrawal is being requested.

Once the information is reviewed a determination will be made if the student is eligible for consideration of tuition or other refunds (Students receiving funds awarded by the University Financial Aid and Scholarship Services should be aware of policies regarding withdrawal from the University). At the Las Cruces campus, medical withdrawal begins at the Registrar’s Office. At all other campuses, medical withdrawal begins at the Student Services Office.

Withdrawal Due to Medical Conditions of a Family Member

A student who must withdraw because of a medical condition of an immediate family member will need to submit a letter from the family member’s attending physician on official letterhead with an original signature, stating the date(s) within the semester that the student’s immediate family member was under medical care, and confirm that the student must withdraw to attend to the immediate family member’s medical condition. This letter must be submitted within the semester or no later than one academic year after the end of that term for which the withdrawal is being requested.

For purposes of this policy, “immediate family member” includes spouse, a domestic partner as defined in the NMSU Policy Manuel 7.04 Domestic Partnerships, a child, parent or legal guardian, a sister or brother, a grandparent, or a grandchild. Such familial relationships created by law are also included (i.e. mother/father in law; half or step siblings); other relationships can be considered on a case–by-case basis.

Once the information is reviewed a determination will be made if the student is eligible for consideration of tuition or other refunds (Students receiving funds awarded by the University Financial Aid and Scholarship Services should be aware of policies regarding withdrawal from the University). At the Las Cruces campus, medical withdrawal begins at the Registrar’s Office. At all other campuses, medical withdrawal begins at the Student Services Office.

Withdrawal from NMSU

Withdrawal from any NMSU campus is an official procedure that must be approved as indicated on the withdrawal form. All such withdrawals will be registered on the student’s transcript. It is the student’s responsibility to initiate withdrawal from the university and to obtain necessary signatures. Students who leave without following the official procedure are graded appropriately by the instructor. On the Las Cruces campus, withdrawal begins at the Registrar’s Office. At all other campuses, withdrawal begins at the Student Services Office. Applicable dates are published on the approved university academic calendar or under important dates at http://registration.nmsu.edu.

Students who withdraw from all courses for the semester should do so in person through the Registrar’s Office. Students who are unable to come in person may submit an e-mail using their NMSU e-mail account to registra@nmsu.edu.

A student who withdraws from all classes for the semester will retain access to their NMSU account per current policy but will lose access to other services and privileges available to enrolled students.

Financial information concerning drops and withdrawals can be found at http://uar.nmsu.edu/withdrawals/.  Financial Aid Recipients should contact University Financial Aid and Scholarship Services before withdrawing. Students receiving funds awarded by the University Financial Aid and Scholarship Services should be aware of policies regarding withdrawal from the University.

The Federal Higher Education Act requires the University to calculate a Return of Federal Student Aid Funds for students who withdraw (officially or unofficially) from all classes on or before the 60 percent attendance point in the semester. Using a pro-rata schedule, the percentage of the semester attended is used to calculate the amount of the student’s earned versus unearned Federal student aid funds. The unearned portion of Federal student aid funds will be returned to the appropriate aid program(s). Students withdrawing from classes are responsible for payment of any balance due after the required return of Federal student aid funds.