Administrative Record Changes

An Administrative Record Change (ARC) is a formal request to change your course schedule after the official add/drop period has ended. You may submit an ARC request for the following reasons:

• Late Add
• Late Drop
• Late Withdrawal

Note: Medical Withdrawals are a type of Late Withdrawal. For details please visit the Withdrawals page  

ARC requests are only considered with documented, and extraordinary circumstances.

Late Add 

You should enroll during the open registration period before the start of each semester to avoid a late fee. If you’re unsure which course(s) to take, register for a placeholder course (UCF 1500) to hold your spot.  You then can adjust your schedule during the Add/Drop period, as specified in the UCF Academic Calendar, after consulting with your Graduate Program Director or advisor.  

If you wait until the semester has started, enrollment is still possible during the Add/Drop period but will incur a late fee. Additionally, to add a class after it has started, you must obtain the instructor’s permission. Late additions are typically only approved under extenuating circumstances and must be requested by your program or department.

Acceptable Late Add Reasons:  

• You were enrolled in the incorrect number of hours for a research class.
• You were enrolled in the wrong section of a class, such as the undergraduate level of a dual-level course.
• You did not receive faculty permission for a special course, (e.g. research) until after the Add/Drop deadline, but the request was initiated before the deadline. 
• Your visa was not approved until after the Add/Drop deadline.

Unacceptable Late Add Reasons:  

• You did not pay your library or parking fines on time to lift a registration hold.
• You forgot to register before the end of the Add/Drop period.
• You failed to initiate registration for a research course on time.

Late Drop 

A Late Drop removes enrollment from your academic record, including from the transcript, due to an extraordinary circumstance. A refund is issued along with the Late Drop.

Extraordinary circumstances are serious, unexpected events that prevent you from completing courses for that term.  For that reason, Late Drops are typically approved for all courses taken that semester (not just one). 

Acceptable Reasons for Late Drop: 

• You were unexpectedly called to military duty.  
• You experienced a death in your immediate family.
• You experienced a family medical or other significant family-related emergency. 
• You were impacted by a natural disaster, (e.g. loss of a home). 

Unacceptable reasons include dissatisfaction with a course or poor academic performance. In these cases, you are encouraged to speak with your instructor. Alternatively, you may withdraw from one or more classes before the University withdrawal deadline (see the Academic Calendar). 

Withdrawn courses will remain on your academic record with a grade of “W“, and you will still be responsible for the associated tuition. However, a “W” grade does not impact your GPA.  

Late Withdrawal 

The Late Withdrawal period is between the day after the regular withdrawal deadline and the last day of the semester. Late Withdrawals are intended for situations that arise after the withdrawal deadline has passed. We understand that life doesn’t always follow deadlines. So, if everything was going well until the deadline then something unexpected happens (e.g., a job transfer), you can apply for a Late Withdrawal. However, you must provide documentation showing that the event occurred beyond your control and outside the normal withdrawal period. 

A Late Withdrawal must be submitted by the end of the term.

Late Withdrawals are typically granted for all enrolled courses in a given semester and are not selective.  

Acceptable Reasons for Late Withdrawals: 

• You unexpectedly had a job transfer that prevented you from completing the course. 
• You experienced the death of a friend or non-immediate family member after the withdrawal deadline. 

Evaluate Your Situation:

• Late Withdrawals are usually requested late in the semester. If you’re passing the course and believe you could resume course activities the following semester, you might want to consider discussing an Incomplete Grade with your professor. An Incomplete allows you to finish the remaining coursework within the next semester, with a timeline arranged with your instructor. For more information, visit the Incomplete Grade page.
• If you feel you won’t be able to complete the remaining work by the end of the semester, a Late Withdrawal may be your best option.
• If your situation involves a medical emergency, family crisis, or other extraordinary circumstances, you may qualify for a Medical Withdrawal or Late Drop. These include situations like the death of an immediate family member, involuntary military deployment, a natural disaster, or serving as a primary caregiver for someone with a debilitating illness.
• If your reason for seeking a Late Withdrawal is poor performance, dissatisfaction with the course, or loss of interest, please consult your instructor. Be sure to act during the normal drop or withdrawal periods, as these reasons are not valid for administrative record changes.