Admin Withdrawal Procedure | JCTC

Administrative Withdrawal Procedure

It is the goal of Jefferson Community & Technical College to foster an environment in which each student is able to fully pursue his/her academic goals. When life circumstances prevent a student from achieving these goals, it is the intent of the college to provide a mechanism whereby the student may withdraw from his/her studies and return to them when able.

All administrative withdrawal requests for Fall 2020, Spring 2021, & Summer 2021 must have been filed by September 15, 2021.

Policies for an administrative withdrawal:

  • Administrative withdrawals remove the student from active enrollment in course(s) and a grade of ‘W’ is applied for all drops after the last day to drop at 100%. Withdrawals after the 100% date will receive a 50% refund until the last day to withdraw at the 50% rate.
  • An administrative withdrawal does not remove the student’s financial obligation to Jefferson Community & Technical College. A student could be eligible for a refund only if the withdrawal happens within one of the established refund periods.
  • Withdrawals will be processed based on student documentation and/or the last date of attendance in class.

Procedures for an administrative withdrawal:

  1. Students who seek an administrative withdrawal from Jefferson because of life circumstances must submit a written request to the Dean of Student Affairs offices. An administrative withdrawal request may be made only in extraordinary cases in which serious illness or injury (or other life circumstances) prevents a student from continuing their classes.
    • The student must provide the College with:
      • Written request for withdrawal, describing the reason for the withdrawal. Additionally, the student must explain how the life circumstance, illness or condition, affected their ability to maintain their status as a student at the College and why withdrawing from courses through the regular process was not an option for them.
      • Students must also provide the College with documentation of the life circumstance such as a letter from their healthcare provider, recommending a withdrawal from the College for medical reasons. This letter must state the specific rationale for the recommendation, including why the illness or condition prevented the student from maintaining their status as a student. The letter must be on physician’s stationery, and include the date of the onset of the illness or condition. A statement recommending withdrawal without the supporting rationale will not be considered.
  2. Students who are granted an administrative withdrawal will receive a ‘W’ for courses attempted during that term.
  3. Students should be aware that withdrawals may negatively impact the Satisfactory Academic Progress requirement for financial aid.
  4. Submit the supporting documentation as mentioned above, to Kem Hargrove:
    • Email:
    • Office location: Downtown Campus, Jefferson Educational Center, suite 500 (200 W. Broadway)
    • Mailing address:  109 E. Broadway, Louisville, KY 40202
    • Fax: 502.213.2540