I. Purpose
This procedure establishes the process by which students may request a late class drop, withdrawal, and/or refund through the Hardship Appeal Committee.
II. Scope
This procedure applies to all Kaskaskia College students requesting a hardship withdrawal, late drop, or balance forgiveness for a current or previous term.
III. Standard Implementation
The Office of Records serves as the committee lead and is responsible for scheduling Hardship Appeal Committee meetings on a monthly basis or as needed. The committee reviews student requests and determines appropriate outcomes in accordance with the steps outlined below.
A. Committee Membership
The Hardship Appeal Committee consists of one representative from each of the following offices:
- Office of Records
- Office of Accounts Receivable
- Office of Financial Aid
B. Forms
A "Request for Hardship Withdrawal" form must be submitted within the term for which the request is being made. This form is available on the Kaskaskia College website, the internal student portal, or from any student services representative.
The committee will accept forms for previous terms to review for Balance Forgiveness purposes. Students must provide any supporting documentation. The committee cannot approve the changing of grades or backdating a withdrawal from a previous term.
C. Procedure
1. Completed forms received from students are routed to the Hardship Appeals Committee.
2. The committee will gather information as appropriate for presentation at the next Appeals Committee meeting. Examples of information gathered by the committee for consideration include, but are not limited to:
- Student narrative statement of need.
- Information pertaining to student attendance.
- External documentation providing evidence of hardship.
- Federal financial aid implications and the overall best interest of the student's academic record.
3. An "Appeals Checklist" is used to provide consistency in the review process and is located at the bottom of the Committee Review Action form. One of the following four outcomes will be determined for each student request:
- Request will be tabled until the next meeting, pending need for additional information.
- Request for late drop and refund will be granted based on the information provided by the student and the subsequent research.
- Request for late withdrawal and refund will be granted based on the information provided by the student and the subsequent research.
- Request will be denied based on the information provided by the student and the subsequent research.
4. Action items resulting from the committee's review process, along with the party responsible for each action, will be documented by the Records Office in an Excel spreadsheet that is electronically accessible to all committee members. These items will also be recorded on an "Appeals Committee Action Form," which remains with the original request form. The Appeals Committee Action Form will further document the actions taken in response to each item, ensuring that all required steps are completed. The Excel spreadsheets are retained permanently.
5. The Office of Records will notify the student of the results of their request via student email if the student is currently enrolled in courses, or by direct mail if the student is no longer enrolled.
6. Pertinent documentation will be scanned into the student's permanent record.
7. In situations involving a potential staff or faculty performance issue or training opportunity to prevent similar appeals in the future, a Notification of Appeals Committee Action Form with appropriate documentation will be provided to the appropriate academic Dean for further action.
IV. Compliance and Monitoring
The Office of Records is responsible for maintaining all appeal documentation and ensuring that all action items are completed following each Hardship Appeal Committee meeting. Excel spreadsheets documenting committee actions are retained permanently and made electronically accessible to all committee members.
V. Approval History
Created: 09/14/2022; Updated: 04/27/2026