Registration and Records Student Appeal Process

The University of Hawai‘i-West O‘ahu recognizes that, on rare occasions, extenuating circumstances may prevent students from adhering to the established policies, procedures, and published deadlines of the University. It is the student’s responsibility to provide a clear and concisely written statement of appeal and provide supporting evidence (i.e., documentation).

You are responsible for consulting with the appropriate office(s) prior to submitting a student appeal to determine what effect this decision may have on your degree completion, continued eligibility, or if repayment is required. Offices include:

Instructor (See syllabus for contact information)
College Success Advisor (uhwoadv@hawaii.edu)
Financial Aid Office (uhwo.finaid@hawaii.edu)
Veteran Benefits (uhwova@hawaii.edu)
International Student Advisor (uhwoadv@hawaii.edu)

All documents submitted with the student appeal packet become the property of the University and will not be returned to you.

Appeal Process
Deadlines
Appeal Information
File for an Appeal

Appeal Process

The Office of the Registrar reviews appeals on a time permissive basis.
Normal processing time is from three to five weeks; however, depending on the complexity of the appeal, receipt of supporting documentation, and/or time to communicate with other involved parties, processing time may extend beyond that time frame.
All communication will be via your hawaii.edu e-mail.
Requests for an exception to other University of Hawaiʻi campus’ policies or procedures must be submitted to each institution individually following their respective appeal processes. This form only pertains to UH- West O’ahu.
Appeals are reviewed on a case-by-case basis with consideration of all documentation provided.
All supporting documentation must be submitted with the appeal packet.
Filing an appeal does not guarantee approval.
You will be notified via your hawaii.edu e-mail of the decision. Your College Success Advisor will also be included in the notification to provide additional support.

Deadlines

Appeals should be submitted as soon as your situation is impacted. The final due date is 30 days after the last day of instruction. Appeals after this will not be considered. See when the last day of instruction is on the academic calendar.

The Office of the Registrar reserves the right to verify all information, including contacting doctors and instructors, and may review all academic progress at UHWO, such as attendance and course progress. Additional releases may be required.

Appeal Information

Types of Appeals

Course Drop/Withdrawal Appeal
- Students must officially withdraw from appealing course(s) during the withdrawal period before their appeal will be reviewed OR Course drop/withdrawal appeals will only be considered when there were extenuating circumstances beyond the student’s control that kept them from adhering to the normal deadlines.
- You are responsible for consulting with the appropriate office(s) prior to submitting a student appeal to determine what effect this decision may have on your continued eligibility or if repayment is required. Offices include:
  - Financial Aid Office (uhwo.finaid@hawaii.edu)
  - Veteran Student Services (uhwova@hawaii.edu)
  - International Student Advisor (uhwoadv@hawaii.edu)
  - Student fees: 100% of the mandatory student fees are only refundable before the first day of instruction, or if you completely withdraw from all UH campuses during the 100% refund period.
Academic Standing
- Students who fail to meet the minimum scholastic requirements of the University will be placed on academic probation or be suspended or dismissed. For purposes of measuring this minimum requirement, GPA is used. Regulations governing academic probation, suspension, and dismissal are applied at the end of the fall and spring semesters.
- Campus policy on academic probation, suspension, and dismissal
- Academic Status in the campus General Catalog

Describe Extenuating Circumstances

Provide a written explanation of extenuating circumstances which includes dates corresponding with circumstances and timeline in your appeal, along with supporting evidence; how it prevented you from completing your course work. Include steps you took to address the issue/problem at the time it occurred and name of person(s) contacted. Appeals will not be considered without supporting documents on official letterhead. The institution expects students to accept responsibility for their academic performance unless there have been extenuating circumstances. There are certain situations that will not be considered for petitions.

Situations that merit an appeal:
- Medical Issue: Physical or Psychological (Yourself or immediate family member)
- Bereavement: Passing of a family member
- Military: Orders for active duty, deployment, training etc.
- Legal issue: Subpoenas, divorce, witness testimonies, court mandated responsibilities, etc.
Situations that DO NOT merit an appeal:
- Academic difficulty: Failing grades and/or desire to clean‐up academic record
- Overcommitted: Course load, student activities, and/or employment without additional circumstances beyond student’s control
- Financial issue: Students are responsible for securing payments and following up on their financial aid to ensure it will disburse on time)
- Illegal activities that you were involved in.

Supporting Documents

Medical Issue

Supporting Documentation: A signed letter on official letterhead from the attending health care provider, physician, counselor, or licensed practitioner, which specifies the following:

The date of onset of illness or accident
The dates you (or your family member) were under professional care
The general nature of the medical condition

Bereavement

Supporting Documentation: A copy of death certificate, obituary, or memorial service program verifying date of death within the requested term.

Military

Supporting Documentation: A copy of military orders with specific dates of deployment.

Legal Issue

Supporting Documentation: A signed letter on official letterhead from an appropriate official such as, attorney, law enforcement agent, court official, or other appropriate source, which specifies the following:

The date of incident
The dates you (or your family member) were affected by the incident and the general nature of the incident

Please note: This does not include illegal activity that you were involved in.

File for an Appeal

Before filling out the form, please follow these steps:

Student reviews the Registration and Records Student Appeal Informational.
Student consults with faculty, academic advisor, Veteranʻs advisor, and financial aid advisor as needed.
Student determines if their appeal meets the extenuating circumstances.
Student gathers relevant documents and completes appeal form.
Appeal is reviewed by committee.
Student receives notification of appeal decision.

Start Appeal Process

Appeal Process
Deadlines
Appeal Information
File for an Appeal

Questions?
Office of the Registrar
Location: Campus Center, C-141
Phone: (808) 689-2900
Email: uhwo.records@hawaii.edu