Academic Petition Process

Students are responsible for managing their own registration and are required to adhere to published policies and deadlines. However, the Academic Petition Review Committee exists to review cases where extraordinary circumstances prevent a student from doing so.

Resources and Policies

• Academic policies can be found in the current Course Catalog.
• View important deadlines on the Academic Calendar.

Submitting a Petition

Students who have experienced extraordinary circumstances may submit an academic petition to request an exception.

Note an Older Records:  Petitions to change terms that are 3 years or more old may be submitted, however, sufficient information may not be available to evaluate your request. 

Students may petition any WOU registration and student-record related policies, including but not limited to:

• Late course add/drop
• Late course withdrawal
• Graduation application deadlines
• University Degree Requirements
• Extension of incomplete grades
• Registration overload
• Late change of grade mode

Petition Criteria

Petitions to the Academic Petition Review Committee (APRC) are intended to address specific situations. To be considered, the circumstances must be:

• Extraordinary: Situations that fall outside of typical academic challenges.
• Beyond the student’s control: Events that the student could not have reasonably prevented.
• Documented: Supported by verifiable evidence or paperwork.
• Remedied: The issue must be resolved, or significant progress must have been made toward a remedy.

Access the Form

You can locate the petition in two ways:

• Vist the Registrar’s Forms Page.
• Download the Academic Petition (PDF) directly.  

Prepare Your Materials

Read the petition directions carefully and provide all requested information. The Registrar’s Office cannot accept incomplete petitions.

Submit the Petition

You may submit your completed petition and supporting documentation through the following methods:

• By Email: Send your materials as a PDF attachment to registrar@wou.edu.
  • Note: Materials must be sent from your WOU email account to be accepted.
• In Person: Turn in your petition at the Registrar’s Office.
  • Note: Be prepared to show a picture ID if delivering in person.

Supporting Documentation

While you are not required to submit documentation, it greatly helps your case. Please be aware of the following:

• The committee is less likely to approve a petition that does not have verifiable documentation.
• The submission of documentation does not guarantee that your petition will be approved.

For more detailed advice, please review the Documentation Guidelines.

Instructor and Advisor Input

Depending on the type of petition you submit, you may be required to provide recommendations from your course instructor(s) or academic advisor.

Important: Students are required to obtain instructor and/or advisor input as part of the process. A petition is not considered complete until the instructor and/or advisor responds to the request for information. The Registrar’s Office cannot accept incomplete petitions.

Disclosing Sensitive Information

If your petition requires an explanation involving confidential information related to sexual harassment or sexual violence, please begin the process by visiting one of the following locations to speak with a confidential employee:

• Abby’s House
• Student Health and Counseling Center

Mandatory Reporting

It is important to understand the difference in how staff members handle disclosures:

• Confidential Employees: Are not required to report to a University official and typically will not share information without your permission.
• Non-confidential Staff: Professional staff, faculty, and student staff members are required by federal law to report information related to sexual harassment or sexual violence to a University official, which will result in an investigation.

Support Documentation

You can ask a confidential employee to provide a letter of support. This letter can be used as verifiable documentation for your petition process. 

Exceptions to Confidentiality

While confidential employees prioritize your privacy, they may be required or allowed to share information in certain circumstances, such as:

• If a court order is presented.
• If there is reason to believe a student is at high risk for suicide or violence toward others.
• If a minor is being abused.

Review Timeline and Deadlines

The Academic Petition Review Committee meets weekly on Wednesdays to review cases.

Weekly Deadline

• Tuesday at 12:00 PM (Noon): This is the deadline for a petition to be reviewed during the same week.
• Important Note: Students are required to obtain instructor and/or advisor input as part of the process. A petition is not considered complete until the instructor and/or advisor responds to the request for information. The Registrar’s Office cannot accept incomplete petitions.

Receiving Your Decision

• Thursday Afternoon: The committee will send their decision to you via email no later than Thursday afternoon of the week your petition was reviewed.

Requests for Additional Information

Sometimes the Committee requires more details to make a decision. If this applies to your case, please note the following:

Information Requested from You

• Notification: You will receive an email no later than Thursday aftternoon if the Committee needs more information from you.
• Deadlines: Please provide the requested information as soon as possible.
• Two-Week Rule: If you fail to respond with the requested information within two weeks, the Committee will take no further action on your petition.

Information Requested from Faculty or Staff

• Notification: You will be notified if the Committee needs additional information from faculty or staff.
• Process: The Registrar’s Office will reach out to faculty or staff on the Committee’s behalf.

The Appeals Process

If your initial petition is denied, you have the right to appeal. Each level of appeal requires the previous step to have been completed.

Level 1: Re-submission to the Committee

To begin an appeal, you must re-submit a petition to the Academic Petition Review Committee.

• Requirement: You must include new information and/or new documentation for the committee to reconsider your case.

Level 2: Appeal to the Dean

If your first appeal is denied by the committee, you may request that your petition materials be forwarded to the Dean of your college.

• Your Statement: You have the option of including a written statement addressed directly to the Dean.
• Undeclared Majors: Your petition will be reviewed by the Dean of Liberal Arts and Sciences.

Level 3: Appeal to the Provost

• Final Decision: The decision of the Provost is the final step and is not appealable.

Academic vs. Financial Decisions

The decision of the Academic Petition Review Committee relates strictly to your academic request. It has no bearing on your student bill or debt with the institution.

Refund Requests

Requests for exceptions to the refund schedule must be submitted to Accounting & Business Services.

For more information concerning refunds, you can reach them through the following:

• Website: Visit the Accounting & Business Services website.
• Phone: Call 503-838-8201.