Housing

When a resident student (who lives on campus) withdraws from the semester, they will have 48 hours to vacate their residence hall after the Registrar processes their withdrawal and notifies Campus Residences. This process involves very specific steps that are important to follow to avoid unnecessary financial charges. Knowing that you have 48 hours to leave campus can help you plan for the help you might need to remove your belongings from campus.

• Step 1

  The first step is to connect with your Residence Hall Director (RHD) to inform them of your plan to submit a  withdrawal and inquire about starting the Check Out process. The RHD will explain the necessary steps, including a timeline to vacate your room and turn in your room key. 

• Step 2

  Once you have connected with your Residence Hall Director (RHD) and are familiar with the Check Out process, you will need to pack up your belongings. In the event that a student is not able to remove their belongings please contact your RHD or Area Office Manager to learn about available options. 

• Step 3

  Check Out with your RA or a professional staff member from your residential community. This process will involve a review of the room and formally handing in your room key. This is a very important step as the room will continue to be considered occupied if a student has not finished the Check Out process. This means a student will continue to be charged daily for occupying the room until they formally hand in their room key. 

Your housing bill will be prorated to the day of check out. Students who take a non-medical or military leave of absence will need to use the waitlist to request possible future housing. If you have additional questions related to your housing bill or vacating housing please check the “Housing Agreement Cancellation, Termination, and Financial Liability Information” website. 

Academics

What happens to my grades? 

Students who complete a Semester Leave of Absence will have their grades for the semester converted to a W grade (withdrawal). Grades of W are considered explainable grades for the majority of programs. Students are often concerned that a grade of W will “look bad” on their transcript. However, it has been our experience that taking the necessary time off by withdrawing has led to successful student outcomes. Meanwhile, students who persist when they are dealing with difficult circumstances often do not receive grades they feel are up to their standard. 

Any grade earned, including a W grade, counts as an attempt for the course. This means that the classes you have withdrawn from will be subject to the university’s retake policy. You can find information related to the retake policy in the University Bulletin. Students should connect with an Academic Advisor to discuss this process. 

Connect with an Academic Advisor

Financial Aid Implications

Federal regulations require the Office of Financial Aid and Scholarship Services to apply a formula established by the U.S. Department of Education to determine the amount of Federal financial aid a student has earned as of the date the student’s withdrawal is processed. If you are considering a leave of absence, please consult with your advisor in the Office of Financial Aid and Scholarship Services before officially changing your enrollment status or withdraw from the University, as any status changes may impact your financial aid.

Meal Plan

If you withdraw from the semester, you do not need to do anything to cancel your meal plan. This is an automatic process that is initiated when your withdrawal is processed. Students who withdraw from the University will be billed a prorated portion of the meal plan up to and including the official withdrawal date. Prorations are calculated on a weekly basis. Any questions related to your meal plan should be directed to mealplan@stonybrook.edu.