Exceptions to University Policies

The university’s status as an accredited institution requires that all students and the university follow all university policies. If a student has extenuating circumstances that the student believes justify an inability to follow a particular academic or financial policy, the student may apply for an exception to university policy (ETUP).

Requests for exceptions to a policy are reviewed by committee on a monthly basis. Requests must be accompanied by supporting documentation, and must include a student statement describing the extenuating circumstances necessitating an exception to established university policy, as well as a letter from the student's Academic Advisor, who will submit the completed ETUP request on the student's behalf. See the ETUP form for complete instructions regarding required documentation and the submission process.

Exceptions must be submitted within 120 days from the end of the academic semester (last day of classes) in which the emergency or situation occurred; beyond this time limit, exception requests will not be considered. The reviewing committee, in its sole discretion, shall determine whether such extenuating circumstances justify the use of the ETUP process in lieu of established university policy. A request for an exception does not guarantee an approval in whole or part. It is the student's responsibility to submit a completed request that includes all information necessary for the committee to conduct a thorough review. The committee will not seek information beyond that which has been submitted in the request.

All decisions made by the ETUP committee are final. Once a decision has been made, the student is notified via university email and the decision is documented in the student's file in Student Administrative Services. Students should allow thirty (30) days for a decision to be made, and an additional month for any return, if applicable, to be issued.

The ETUP process is limited in scope and is only available when the situation is so unique that it cannot be addressed through other university policy, or when the circumstances necessitate an alteration in university policy. Students should refer to the Student Handbook, Academic Catalog, and consult with their Academic Advisor or Student Affairs staff to determine what university process is most appropriate to address their concerns. Failure to utilize established university policy to resolve grievances prior to the submission of an ETUP will result in the dismissal of the ETUP request.

Students who receive financial aid: Please be aware that changes to your schedule or registered credits may impact your current Financial Aid package, as well as your future aid eligibility, regardless of the outcome of your ETUP. Similarly, an approved ETUP that results in a reduction to tuition charges could also result in a corresponding reduction to institutional and/or state aid. Please contact the Financial Aid office with questions before applying for an exception. 

Students who receive federal aid: Naropa must adhere to federal regulations that may require the return of a portion of federal aid for students who withdraw from or cease attending their classes during a semester. This calculation is separate from the ETUP process. Please review the policy here under "Return of Title IV Funds Policy" for additional information.

Naropa accepts exception requests regarding stated withdrawal policy due to medical and family emergencies. With proper documentation, students can be academically withdrawn from specified courses,receiving a 'W' grade that carries no adverse GPA impact. Requests submitted with proper documentation are reviewed for tuition reduction in accordance with standard refund schedules maintained by Student Financial Services. If a student requests the withdrawal from some, but not all semester courses due to a medical situation, the student and their health care provider must explain why withdrawal from those particular courses is necessary in order for such a withdrawal to be evaluated for tuition reduction. The university is unable to grant tuition reductions in whole or part in the absence of substantive documentation.

Unpaid tuition and fee balances will accrue interest penalties on a monthly basis congruent with university policy, regardless of ETUP submission. Interest penalties may be re-evaluated only in the case of a successfully approved ETUP. Courses added late as a result of an ETUP outcome may incur additional charges to the student's account. Finally course and student fees are generally not refundable as a part of an Exceptions Request. Exceptions to Policy may only be approved by the ETUP committee. Students are not to rely upon communications from faculty or other staff regarding the viability or status of exceptions requests.

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