Out of Term Separation

Out of Term Separation is a request to separate from a prior term due to extenuating circumstances beyond the control of the student. Out of Term Separations are only permissible within two years from the end of the term from which the separation is requested; for example, if a student wishes to separate from spring semester 2015 the request must be submitted prior to the end of the spring 2017 semester.

 

Minimum steps required to Separate

 If the student has questions, contact the Student Services Office of the college of the student's primary major to discuss the request and explore other possible options.
 

Students who want to proceed with an Out of Term Separation must submit a petition to the Out of Term Separation Committee for consideration. A complete petition consists of four components:
 

  • A completed Out of Term Separation, Student Separation request.

  • A written statement from the student explaining the circumstances beyond the student’s control that prevented the student from separating during the applicable term(s).

  • A formal statement from an appropriate third party to document the extenuating circumstance (for example, a licensed treating professional or a university staff/faculty member familiar with the situation).  For medical conditions, view medical documentation guidelines.

  • A written statement from the student’s academic advisor/major professor.The advisor/major professor will submit this statement directly to the Out of Term Separation Committee by email: otwc@iastate.edu.

 

Upload your complete petition or:

                                                 2433 Union Drive
                                                 10 Enrollment Services Center 
                                                 Ames, IA 50011

Workday Student Seperation Request Steps:
  • Log into Workday and search “Create Request"
  • Open “Create Request”
    • Request Type = “Student Separation”
    • Click “OK”
    • This will open the Student Separation request form. Answer the questions.
      • For the question: Are you requesting to leave the institution? You will want to select “Retroactive separation requested for an already concluded semester and/or during finals week of the current semester (Out of Term Separation)”
    • Click “Submit”
  • IMPORTANT!! Once you click “Submit”, you will receive a Workday pop-up “Complete Questionnaire”. This must be completed as part of the process. If you don’t receive the pop-up, check your Workday tasks inbox.
    • Complete the Questionnaire
    • Upload supporting documentation as directed to CyBox
    • Click submit
 Complete petitions will be reviewed at the next regularly scheduled meeting of the committee.

Details

Out of Term Separation is a request to separate from a prior term due to circumstances beyond the control of the student. Specifically the extenuating circumstance must have prevented the student from initiating a standard separation during the applicable term(s). The student must provide appropriate documentation of significant extenuating circumstances when requesting an Out of Term Separation. Out of Term Separations are only permissible within two years from the end of the term from which the separation is requested; for example, if a student wishes to separate from spring semester 2015 the request must be submitted prior to the end of spring 2017.

Requests for Out of Term Separations are held to a higher standard, given these requests alter an established academic record and could have significant impact on financial aid eligibility, academic status, and capacity for future success. As such, special consideration and coordination is required beyond the college level.

The Out of Term Separation Committee (OTWC) is a centralized university committee charged with authorizing a student’s petition to separate from a prior term. The Out of Term Separation Committee is comprised of representatives from the College Student Services Directors, Office of Student Financial Aid, the Dean of Students Office; Thielen Student Health Center, Accounts Receivable, Student Counseling Services, and the Office of the Registrar.

  • Complete petitions will be reviewed at the next regularly scheduled meeting of the committee. Students requesting Out of Term Separation should allow at least 60 calendar days for a decision related to any separation petition.

 

The Out of Term Separation Committee will determine whether to approve or deny the request, and determine appropriate academic record and/or financial adjustments. Any subsequent changes to a student’s academic standing will be determined by the college Academic Standards Committee for the student’s primary major.

The decision of the Out of Term Separation Committee will be communicated in writing to the student, and the appropriate College Official(s) within 60 calendar days. If an Out of Term Separation is approved, the student’s record will be updated to reflect the committee’s decision. Any decision of the Out of Term Separation Committee may be appealed, in writing and on the record, to the Associate Provost for Academic Programs. An appeal, stating the reasons why the decision is not supported by substantial evidence or is contrary to law, must be filed within ten (10) class days of the committee’s decision.

 

 

Separation Policy

Separation Terminology

Roles and Responsibilities

Tuition Appeal