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- Classes flagged with an Academic Honor Code violation may be late or retroactively dropped or withdrawn with official approval (see below).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