go home


Types of Petitions

Late addition of course(s) or late registration
Late withdrawal from individual course(s)
Late withdrawal from a full semester
Retake (3rd or more attempt)

Overload
Underload
Late section or credit change
Waiver of the waiting period
Academic renewal
Conditional reinstatement from suspension



Late addition of course(s) or late registration

If you wish to late add a course(s) or late register for the fall or spring semester after the add/drop deadline, but prior to the end of the 4th week, please complete the Late Add/Registration Form available under "Forms" on the Registrar's website, www.stonybrook.edu/registrar.  The form must include proper signatures and be submitted and processed by the end of the 4th week of the semester.  

If you wish to late add a course(s) or late register for the fall or spring semester after the 4th week of the semester, a petition is required.  You must justify your lateness and submit a letter on official letterhead from the Undergraduate Program Director, instructor, or academic department representative of the department offering the course.  In addition to the faculty member’s (or designee’s) signature, the letter should include your name, your Stony Brook ID #, the course name/number (i.e., PSY 103), section (if applicable), semester, and # of credits.  The letter should also indicate either that you have been attending, or that the instructor will provide a means for you to make up missed work.

Note that if your request for a late addition will increase your semester enrollment to more than 19 credits, you may need to also request an overload.  Click here for more information on Overloads.

Deadline:  Approved petitions for late additions must be processed within 5 business days from the date you are notified via your Stony Brook email account.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Late withdrawal from individual course(s)

In the fall and spring semesters, if you are a full-time student, you are required to maintain a minimum of 12 credits.  If you add/drop courses during the first 10 business days of the fall or spring semester, you do not receive a withdrawal (W) on your academic record for any courses dropped.  After the add/drop period ends, and through the end of the 9th week of the fall or spring semester, you may drop a course(s) and receive a withdrawal (W) on your academic record as long as you maintain a minimum of 12 credits.  A “W” has no GPA impact and you do not earn credit for the course.

Approved requests for late withdrawals of individual courses are rare exceptions.  If you wish to late withdraw from an individual course(s) in the current semester or a prior semester, you must document fully your inability to withdraw by the date specified in the academic calendar.  Requests for late withdrawals of individual courses should include documentation that specifically links to the particular course(s) in question, and that demonstrates extenuating circumstances beyond your control

Non-attendance in a course(s), the difficulty of course material, volume of work, or your academic performance in the course(s) as factors by themselves are not considered sufficient reasons to request a late withdrawal.  The factors, individually and/or collectively, must be linked to a specific situation(s) beyond your control.  For example, if you were in a car accident that required you to go to physical therapy on a specific date and time, and resulted in missing a particular class or scheduled exam(s), provide medical documentation that specifically notes the dates/times of your therapy as well as a copy of the course syllabus that shows the conflict with the exam date.  You may also provide a letter of support from your instructor that includes your last date of attendance in the course.

Note that if your request for a late withdrawal will reduce your semester enrollment to less than 12 credits, you will also need to request an underload.  Click here for more information on Underloads. 

Approval of a petition for a late withdrawal does not result in changes of financial liability.  If you are approved for a late withdrawal of a class(es), you are responsible for all tuition and fees for that class(es).  You may make a request in writing to the Bursar’s Office related to a tuition refund if there are extenuating circumstances, but only after a late withdrawal has been approved and processed.

Deadline:  Approved petitions for a late withdrawal from individual course(s) must be processed within 5 business days from the date you are notified via your Stony Brook email account.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Late withdrawal from a full semester

In the fall and spring semesters, you have until 4 p.m. on the last day of classes to withdraw from the entire semester and receive a withdrawal (W) in all courses on your academic record.  For winter and summer withdrawal deadlines, check the academic calendar here.  A “W” has no GPA impact and you do not earn credit for the course. 

Approved requests for late withdrawals of full semesters are rare exceptions.  If you wish to late withdraw from the entire current semester or a prior semester, you must document fully your inability to withdraw by the date specified in the academic calendar.  Requests for late withdrawals of a full semester should include documentation that demonstrates extenuating circumstances beyond your control

Non-attendance in a course(s), the difficulty of course material, volume of work, or your academic performance in the course(s) as factors by themselves are not considered sufficient reasons to request a late withdrawal from the semester.  The factors, individually and/or collectively, must be linked to a specific situation beyond your control.  For example, if you were hospitalized for a period of 2 weeks during the semester, and due to your absence from class, you missed several assignments and/or exams, you should provide medical documentation that specifically notes the dates of your hospitalization that connect with assignment due dates/exam dates on each course syllabus.  You may also provide letters of support from your instructors that include your last date of attendance in the course(s).

Approval of a petition for a late withdrawal does not result in changes of financial liability.  If you are approved for a late withdrawal of a full semester, you are responsible for all tuition and fees for that semester.  You may make a request in writing to the Bursar’s Office related to a tuition refund if there are extenuating circumstances, but only after a late withdrawal has been approved and processed.

Deadline:  Approved petitions for a late withdrawal from a full semester must be processed within 5 business days from the date you are notified via your Stony Brook email account.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Retake (3rd or more attempt)

If you wish to retake a course for the third or more time, submit a letter on official letterhead from the Undergraduate Program Director or academic department representative of the department offering the course.  This letter should include the faculty member’s (or designee’s) signature and should agree to admit you to the course if your petition is approved. 

If your retake petition is approved, note that you will not be enrolled in the course unless there is a seat available at the time you process the petition (which will not be until the first day of the semester).  If you are seeking permission to override a closed class or section, that information must be noted in detail in the faculty member’s letter of support. 

Deadline:  Approved petitions for 3rd or more attempts in the fall and spring semesters may be picked up in the Office of Undergraduate Academic Affairs and processed beginning on the first day of classes.  All approved retake petitions must be processed by the 10th day of the semester (last day of add/drop).  Click here to view the academic calendar and specific deadlines.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Overload

If you wish to enroll in more than 19 credits, but no more than 23 credits in the fall or spring semester, your credit limit will be raised automatically to 23 credits on the 3rd business day if you have a 3.0 minimum cumulative GPA and no I, R, NR, Q, or missing grades on your record.  No petition is required.  If you register for more than 19 credits, you will be billed a $20 overload fee.

If you wish to enroll in more than 19, but no more than 23 credits in the fall or spring semester, and have at least a 2.5-2.99 cumulative GPA, you may submit a petition to request an overload. 

If you wish to enroll in more than 9, but no more than 12 credits in one summer session, and you have at least a 2.5 cumulative GPA, you may submit a petition to request an overload.

In your request, please include how an overload fits into your overall academic plan and how you will ensure that your grade point average will not be harmed as a result of the additional credit load.  Note that if your overload petition is approved, the Registrar’s Office will increase your credit limit to the approved level, and you will be responsible for registration of the additional course(s).  If your overload request involves a late add or special permission from an instructor to add you to a closed class or special section, include that documentation with your petition.

Deadline:  Approved petitions for overloads must be processed by the 10th day of the fall or spring semester (last day of add/drop), unless it is also a late addition of a course(s).  Late additions resulting in overloads must be processed no later than the end of the 4th week of classes in the fall or spring semesters, or the end of the 1st week of classes in summer semesters.  Click here to view the academic calendar and specific deadlines.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Underload

In the fall and spring semesters, if you are a full-time student, you are required to maintain a minimum of 12 credits.  If you are a full-time student and need to register for less than 12 credits, you may petition for an underload.   Petitions for underloads are required after day 10 of the semester, once the add/drop period ends and you are locked into full-time status.

Approved requests for underloads are rare exceptions.  Non-attendance in a course(s), the difficulty of course material, volume of work, or your academic performance in the course(s) as factors by themselves are not considered sufficient reasons to request an underload.  The factors, individually and/or collectively, must be linked to a specific situation(s) beyond your control.

In your petition, you should document the extenuating circumstances outside of your control and of temporary duration that make you unable to complete 12 credits.  If you are currently enrolled, indicate the specific course(s) you wish to withdraw from.  If your petition is approved, you will receive a withdrawal (W) for such courses on your academic record.  You also will be required to meet the academic standing requirements for part-time matriculated students for the semester in question.  You may not underload in two consecutive semesters.  

Note that approved underloads may result in a loss of financial aid, so you should first consult the Office of Financial Aid in 180 Administration Building for further information. 

Approval of a petition for an underload does not result in changes of financial liability.  Students who are approved for an underload are responsible for all tuition and fees for that class/semester; students may make a request in writing to the Bursar’s Office related to a tuition refund if there are extenuating circumstances, but only after an underload has been approved and processed.

Deadline:  Approved petitions for an underload must be processed within 5 business days from the date you are notified via your Stony Brook email account.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Late section or credit change

You may request to change sections of a course and/or the number of credits for variable credit courses (i.e., internship and independent study) through the end of the 9th week in the fall or spring semester and through the end of the 1st week in a summer session via completion of the “Section/Credit Change” form on the Registrar Office’s website located here. No petition is required.

Requests made after these deadlines must include the petition as well as the signed “Section/Credit Change” form.  In your petition, provide an explanation why the section or credit change was not submitted by the deadline noted.

Note that if your request for a late credit change will reduce your semester enrollment to less than 12 credits, you will also need to request an underload.  Click here for more information on Underloads. 

Deadline:  Approved petitions for a late section or credit change must be processed within 5 business days from the date you are notified via your Stony Brook email account.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Waiver of the waiting period

If you withdrew from the fall or spring semester after the add/drop period and your cumulative grade point average is less than 2.0, you are required to “sit out” one fall or spring semester before returning to the University.  This period of time away from the University is intended to help you address any issues that are negatively impacting your academic studies, such that you will have a successful return to Stony Brook in the future.  

If you wish to seek a waiver of the one semester waiting period, submit a petition as well as documentation supporting such a request.  Click here to refer to item #4 in the “Petition Process” page for more details.

Deadline:  Approved petitions for a waiver of the waiting period must be processed within 5 business days from the date you are notified via your Stony Brook email account.  

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Academic renewal

Academic renewal is considered if you who have been away from the University for 10 or more consecutive fall and spring semesters, and earned between 12 and 24 credits at Stony Brook after your return.  If approved, academic renewal “restarts” your grade point average.  While all grades from earlier coursework continue to appear on your Stony Brook transcript, only the new grades earned after the 10 or more semesters of absence are factored into the cumulative grade point average.

If this applies to you, provide a letter with your petition explaining why you should be granted academic renewal.  The letter should include a copy of your most recent Stony Brook transcript as well as information about your intended academic major and plan/timeline for degree completion.

Note that if you are approved for academic renewal, you must earn at least 36 total credits post-rematriculation (including the 12-24 credits that were part of the initial renewal request) to qualify for graduation.  If you wish to be considered for a degree with distinction, you must earn at least 55 total credits post-rematriculation. 

Deadline:  Approved petitions for academic renewal must be processed within 5 business days from the date you are notified via your Stony Brook email account.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.
go to top



Conditional reinstatement from suspension

If you have been placed on academic suspension, it means that you are not allowed to return to Stony Brook to take courses during the following fall or spring semester, unless you are granted conditional reinstatement.  Note that if you were suspended at the end of a fall semester, you are eligible to enroll in the winter session; if you were suspended at the end of a spring semester, you are eligible to enroll in summer I and II classes.   

You are eligible to petition for conditional reinstatement if you meet one of the three criteria below:


Questions to Consider

Petitioning for conditional reinstatement has no guarantee of approval.  You are requesting an exception to the academic policy of the University, so you must ensure that you have a good reason(s) to make such a request.  Before you decide to petition, spend some time reflecting on your academic path and progress.  Ask yourself the following questions:


Asking yourself these types of reflective questions may help you to determine if an immediate petition for conditional reinstatement is the best course of action for you.  Some students decide that for them, taking classes at another school, working, or just taking time to reevaluate their academic plans and progress can prove fruitful in the long run.  It’s important to petition when you are really ready to come back and prepared to make the kind of positive changes you will need to achieve academic success. 

Documentation
In addition to completing the petition form, your petition for conditional reinstatement must present convincing evidence that supports your continued enrollment at Stony Brook and indicates your ability to graduate in a reasonable period of time.  Please include the following pieces of information with your petition:

  1. Typed, well-written letter:  Identify past obstacles to your academic progress, how these obstacles have been resolved, and reasonable evidence for strong future performance.  Include specific strategies to improve your academic performance, such as how you will ensure you have adequate study time, how you will maintain sustained focus, and how you will utilize campus resources to improve your grade point average.

  2. One way to organize your letter is to address the following:

    • The Past:  Explain how you got into academic difficulty to begin with, what circumstances caused you to struggle academically.
    • The Present:  Describe what you been doing since your suspension, or in your most recent semester if the suspension just occurred: taking courses, working, healing, etc.
    • The Future:  Present an academic plan. An academic plan may clarify a potential major or change of major, outline a specific course load for a given semester(s) or project a graduation date.  Submitting an academic plan can help the University to understand that you are serious about completing your degree and that you have put a reasonable amount of thought into how you are planning to do so.

  3. Major checklist:   Speak with your major department advisor to secure a major checklist, clearly indicating what major requirements are remaining.  Obtain the signature of your major department advisor on the major checklist (and minor checklist, for students in the College of Business).  If you do not yet have a declared major, indicate what major you plan to pursue and/or what courses you have completed toward this intended major.

  4. Academic plan:  Utilizing your degree progress report on SOLAR, provide a list of outstanding DEC and skill courses as well as total upper division and degree credits remaining.  Include an academic plan (sample schedule) of coursework for the following semester.  Include course name, credits per class, and how each class applies to your degree (i.e., major or general education/DEC class).  You may find the Semester Planning Grid helpful.

  5. GPA calculation:  Utilizing your degree progress report on SOLAR, complete a future grade point average calculation using the Future GPA Calculator on the Academic and Transfer Advising Services website, here.   Using a 2.5 anticipated GPA for future coursework, determine how many credits you would need to earn in order to achieve a 2.0 cumulative GPA.  An advisor can help you with this calculation.

  6. Relevant documentation and letters of support:  Include letters of support relevant to your request.  Supporting documentation can include a number of different kinds of materials, depending on your circumstances. The following is a list of potential supporting documents:


Note:  Original documents are not required.  Legible, unmodified photocopies are acceptable.  All documentation will be kept confidential. 

Deadlines

If you were suspended at the end of the fall 2014 semester or any prior term, and wish to apply for conditional reinstatement, please note the following deadlines:

To be considered for winter or spring 2015, the deadline to submit your petition and documentation, and have a zero balance due is Friday, January 16, 2015 at 5 p.m. EST.  Petitions for winter/spring 2015 reinstatement may be submitted for review starting November 1, 2014.

Important Note:  Undergraduate Academic Affairs will not review your petition unless you have a ZERO BALANCE due to the University.  Please check SOLAR and verify that you do not have an outstanding balance due before submitting your petition.

Students who are approved for conditional reinstatement will receive an e-mail with detailed information from the Office of Undergraduate Academic Affairs and will be billed a $50 reinstatement fee.  This fee must be paid within 5 business days in order for the reinstatement to be processed by the Registrar’s Office. 

Please submit all petitions and documentation to:

Undergraduate Academic Affairs
E-3310 Melville Library
Stony Brook University
Stony Brook, NY  11794-3351

Phone:  (631) 632-7080
Fax:  (631) 632-9259

Approved Petitions for Conditional Reinstatement

If your petition for conditional reinstatement is approved, you are eligible to return the following semester.  You will receive an e-mail describing the terms and conditions of your reinstatement, which includes paying a $50 reinstatement fee (and a $50 rematriculation fee if you have been away from the University for 4 or more consecutive fall/spring semesters).  Once this fee is paid, your academic record will be updated to reflect your conditional reinstatement.  Typical expectations of a conditionally reinstated student include a minimum 2.5 semester GPA, maximum credit limit, and guidelines on academic majors/programs you may (or may not) pursue.  You will be assigned an academic advisor with whom you will need to speak with regularly during your conditional reinstatement semester(s). 

At the end of your first semester of conditional reinstatement, your record will be reviewed to determine whether or not you met the terms and conditions of your reinstatement.  If you met the terms of your conditional reinstatement, you will be granted an additional semester of conditional reinstatement; this process will continue until you either reach good standing (2.0 cumulative GPA) or graduate.  If you fail to meet the terms of your reinstatement, you will be dismissed from the University.

Denied Petitions for Conditional Reinstatement

If your first petition is denied, you are eligible to submit an appeal with new documentation that will be reviewed by the Committee on Academic Standing and Appeals.  To do so, please see your academic advisor to obtain an appeals petition.  If you do not submit an appeal or your appeal is denied, you will have to sit out for at least one fall/spring semester and submit a new petition at a later date.

During your time away from campus, a wise course of action may be, when appropriate, to enroll in courses at another college as a full-time student (at least 12 credits) if possible, and achieve the highest grades you can in that coursework.  If you hope to eventually return to Stony Brook, the transcript from the other school you attend in the meantime can be used as documentation for your next petition for conditional reinstatement.

Before enrolling in courses at another school, please check with an advisor in Academic and Transfer Advising Services, E-2360 Melville Library, (631) 632-7082, option 2.  An advisor can let you know if the course(s) you are planning to take at another school will satisfy general education/DEC requirements.  If you need to know if such course(s) may satisfy major, minor, or upper division program credits, you will need to see an advisor from the respective academic department. You can also look here for a list of pre-evaluated course equivalencies. Not only can you use transcripts from other schools as documentation for reinstatement, but you can continue to make progress toward your degree even while out on suspension.  Note that if you are successfully reinstated, transfer coursework is applicable to your Stony Brook degree as long as you earn a C or better in a particular course at an accredited institution.  However, transfer grades are not factored into your Stony Brook GPA.

If taking courses at another school is not an option for you, you may submit a letter(s) of support, for example, from an employer or other appropriate authority (i.e., doctor or counselor).