Frequently Asked Questions About Student Petitions

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ACADEMIC UNIT WHERE THEY ATTENDED DURING TIME OF REQUEST OR UNIT WHERE THEY ARE ENROLLED CURRENTLY?
Student petitions are always submitted through the college/campus in which the student is currently enrolled, no matter where the student attended during the time of the request. Students are responsible for obtaining documentation from another college/campus if applicable.

IF STUDENT IS NOT CURRENTLY ENROLLED AT PENN STATE?
Students who are not currently enrolled will submit their petition through the college/campus in which they were last enrolled. Students who plan to re-enroll, however, should petition through the college/campus in which they plan to re-enroll.

IF STUDENT IS IN NON-DEGREE STATUS?
Non-Degree and World Campus students planning to enroll in a degree program will submit their petitions through the college/campus in which they plan to pursue a degree. Students who are not pursuing a degree at Penn State or are undecided about a college/campus will submit their petitions through the Division of Undergraduate Studies if at University Park and the campus of enrollment if not at University Park.

It is not necessary for students to be physically present to prepare a student petition. Students can normally work with their college/campus representative via email, phone, and fax to gather and submit documents for their petitions.

Students must initiate their petitions with their college/campus. If petitions or documents to be included with petitions are sent directly to the Senate office; this will delay the petition. Authorized petition submitters in the colleges/campuses will help students prepare their petitions and make sure that all of the necessary documentation is included. There will then be a review at the college/campus level, after which the petition will be submitted to the Senate office to be reviewed by the Senate Committee on Education.

WHAT HAPPENS TO STUDENT PETITION MATERIALS IF THEY ARE ACCIDENTALLY SENT TO THE SENATE OFFICE DIRECTLY?
If the Senate office receives petition materials sent by students and not initiated at an academic unit, a Senate office staff member will contact the student by email. Arrangements will be made to forward the materials to the correct authorized petition submitter based on the college or campus in which the student is currently enrolled. If confidential documentation is included, such as medical documents, the student will need to send permission via email to the Senate before the materials can be forwarded.

Penn State’s World Campus is not considered an academic unit, but a delivery unit, meaning that it does not confer degrees. Degrees are conferred through the college/campus identified for each individual program. Student petitions for World Campus students will include a letter from a World Campus adviser.

DO STUDENTS NEED TO PROVIDE SUPPORTING DOCUMENTATION ABOUT THEIR EXTENUATING CIRCUMSTANCES?
The Senate Subcommittee on Undergraduate Petition Review requires at least one piece of supporting documentation to be included with the student letter. Students should provide all documentation that they think may help make their case stronger, to an extent. Meaning that the Senate committee does not want to review a student’s entire medical file. They would much prefer a letter from a medical or mental health provider providing a diagnosis, explaining the Student’s illness, the severity and time frame for the illness, and how it may have affected the student’s academic performance during the term that the student is requesting a retroactive action.

HOW OFFICIAL DOES SUPPORTING DOCUMENTATION NEED TO BE?
Supporting documentation should be as official as possible. If a student is providing a letter from an instructor, medical or mental health provider, attorney, etc., it should be on letterhead and contain a signature. Emails from instructors or other University personnel should include the headings with descriptive information (i.e., To, From, Subject, etc.).

WHAT KIND OF SUPPORTING DOCUMENTATION IS THE SENATE COMMITTEE LOOKING FOR?
Supporting documentation provided varies based on the type of petition that is being prepared and on the student’s extenuating circumstances. Documentation should link directly with statements in the student letter. The following are some examples:

  • Obituary or death certificate
  • Medical documentation
  • Mental Health documentation
  • Employer documentation for work/school conflicts
  • Military documentation for deployment or other military-related circumstances
  • Financial documentation
  • Court documents

WHAT IF STUDENTS DO NOT HAVE ANY DOCUMENTATION TO PROVIDE? CAN A FAMILY MEMBER WRITE A LETTER OF SUPPORT?
If no other documentation can be provided, a letter from a family member may be provided. However, official documentation directly relating to extenuating circumstances always makes a case stronger.

WHEN DO STUDENTS NEED TO OBTAIN DOCUMENTATION FROM COURSE INSTRUCTORS?
Students should obtain documentation from course instructors any time they feel that information will help in the assessment of the petition. Remember that it is not required that an instructor provide information for a petition. It is provided only upon their willingness to do so.
The following are some examples:

  • Instructors must always be contacted concerning grade change forms for courses that are completed and now need to be added to a student’s transcript (i.e., retroactive late add, retroactive grade change).
  • Any time a retroactive late drop or withdrawal is being requested, documentation from instructors is valuable to the Senate committee if instructors knew of the student’s situation and may be able to verify any of the student’s statements.

HOW DO STUDENTS CONTACT COURSE INSTRUCTORS FOR DOCUMENTATION?
If a student is comfortable contacting their instructor(s) via email, they may do so after inquiring from the college/campus petition submitter what information should be provided in the instructor’s letter or email. If not, the authorized petition submitter for each college/campus should be able to assist with contacting instructors by corresponding with the relevant department. Remember that it is not required that an instructor provide information for a petition. It is provided only upon their willingness to do so.

WHAT SHOULD STUDENTS ASK INSTRUCTORS TO STATE IN THEIR DOCUMENTATION?
Information provided by instructors for student petitions varies based on what type of petition is being prepared and on the student’s extenuating circumstances. The college/campus petition submitter should be able to provide guidance. Remember that it is not required that an instructor provide information for a petition. It is provided only upon their willingness to do so.

The following are some examples:

  • If a student is claiming that they have missed classes due to medical issues an instructor may provide information about the student’s attendance or about their knowledge of the student’s situation.
  • In the case of a LionPATH petition an instructor may provide information about being aware that the student had intended to drop the class. An instructor may also provide information about attendance, which may show that the student had not attended classes since the day they thought the class was dropped.
  • If a student confided in an instructor about extenuating circumstances affecting their academic performance, the instructor may be willing to verify that with the student’s permission.

TO WHOM SHOULD INSTRUCTORS SEND SUPPORTING DOCUMENTATION?
If instructors are comfortable giving documentation directly to students they may do so, except in the case of grade change forms and administrative course cancellation forms, which must be sent to the authorized petition submitter. Instructors may also send documentation directly to the authorized petition submitter.

FOR RETROACTIVE LATE ADD PETITIONS THAT ARE APPROVED, WHAT HAPPENS IF INSTRUCTORS ARE NOT ABLE TO PROVIDE GRADES?
If instructors are no longer employed by the University and are not accessible to provide grades for past terms, the authorized petition submitter for each academic unit should contact the department for the relevant course(s) to assist them with either contacting the instructor or determining if the grade(s) have been retained by the department. If neither of these options is viable, an F will be assigned for the course.

IF MEDICAL PROVIDERS ARE WILLING TO PROVIDE DOCUMENTATION TO SUPPORT A PETITION, SHOULD THEY SEND THE DOCUMENTATION TO THE SENATE OFFICE DIRECTLY?
All petition documentation should be sent to the authorized petition submitter at each college or campus. Since petitions are reviewed at the college/campus level before being sent to the Senate, all documentation needs to be included at that level in order for the submitter to make a recommendation to the Senate subcommittee.

IF STUDENTS PROVIDE CONTACT INFORMATION FOR A MEDICAL OR MENTAL HEALTH PROVIDER, WILL SOMEONE FROM THE SENATE COMMITTEE CONTACT THEM?
NO. Students are expected to provide all documentation in writing with their petitions at the time of submission. Neither Senate Office staff nor Senate Committee Members will contact anyone on a student's behalf.

Most forms that are necessary to process student petitions are listed on the Student Petitions website. Exceptions to this would be grade change forms and administrative course cancellations forms, which are only available through the departments and are not provided to students.

After a petition has been submitted, students can expect a decision within three weeks from the time the petition is received at the Senate Office.

An expedited review is occasionally requested in certain situations that require a faster processing time for a petition. Students would ask their Adviser or College/Campus Petition Contact. Some examples are:

  • Financial aid deadlines
  • Student is a potential graduate of the current term and it is close to graduation
  • Student needs to register for the current or approaching term and cannot do so unless the petition is approved
  • Visa issues; sometimes petition actions can affect students’ Visa status

An expedited petition will be given priority and normally is processed within 1-2 weeks from the time the petition is received at the Senate Office.

ARE STUDENT PETITIONS REVIEWED ON THE SENATE MEETING DATES LISTED ON THE UNIVERSITY FACULTY SENATE WEBSITE?
No. The Senate Committee on Education reviews petitions continuously throughout the academic year, including summer terms. Petition review is not coordinated with plenary meetings of the University Faculty Senate.

WHO REVIEWS STUDENT PETITIONS – FACULTY, ADMINISTRATORS, STUDENTS?
Student petitions are reviewed by the Senate Subcommittee on Undergraduate Petition Review, which is made up of 5 or more faculty members, mainly from the Senate Committee on Education.

HOW ARE PETITIONS REVIEWED?

Following is the review process:

  • One subcommittee member reviews the petition, and if they approve the petition, it is officially approved.
    • If the first reviewer does Not approve the petition, it will go on to a second reviewer.
  • If the second reviewer does Not approve the petition, it is officially Not approved.
    • If the second reviewer approves the petition, it will go on to a third reviewer.
  • If the third reviewer does Not approve the petition, it is officially Not approved.
    • If the third reviewer approves the petition, it is officially approved.

CAN STUDENTS CALL AND TALK WITH THE FACULTY MEMBER WHO IS REVIEWING THEIR PETITION(S)?
No. The Senate Committee on Education expects that by the time a petition is submitted, students should have included all of the necessary information and documentation in their petition for the committee to render a decision.

ARE STUDENTS' NAMES WHITED OUT IN PETITIONS, OR IS ALL INFORMATION AVAILABLE TO THE WHOLE SENATE COMMITTEE?
Students’ names are not ‘whited out’ because all petitions are logged into a database and used for informational purposes. Also, student petitions need to be accessed if there are any questions about the petitions. Original petitions are also used in the review process in the case of an appeal.

ON WHAT BASIS DOES THE SENATE COMMITTEE ON EDUCATION APPROVE STUDENT PETITIONS?
 A student petition is a request for a waiver of a Senate policy, so in order for a petition to be approved, students must present a case that is compelling enough for the Senate Subcommittee on Undergraduate Petition Review to decide that an exception is warranted. Decisions are rendered based on students’ extenuating circumstances and the supporting documentation provided in each petition. Each case is reviewed on an individual basis and none are exactly the same. Elements that improve the chance of a petition being approved are:

  • For Retroactive Withdrawal and Retroactive Late Drop petitions, presenting a case in a way that demonstrates how extenuating circumstances affected academic performance.
  • Providing an explanation of steps being taken to prevent students from being in the same situation again.
  • Providing written documentation for each and every extenuating circumstance mentioned in the student letter.
    • Students need to provide at least one piece of supporting documentation in order to have their petition submitted.
  • Ensuring that petition documentation is as official as possible, meaning that letters should contain letterhead and signatures, and emails should contain the header with To/From/Date/Subject.
  • Ensuring that petition documentation reflects the semester(s) for which the student is requesting a retroactive action.
    • For instance, providing a letter for being seen by a physician during the Fall 2020 semester is not necessarily helpful if the student is requesting a retroactive withdrawal for the Spring 2020 semester, unless the letter specifically states that the student’s issues started during the Spring semester and continued.
  • For medical documentation, a letter from a student’s health care provider describing the diagnosis, severity, duration, and timeline of an illness/injury and ideally explaining how the illness/injury may have affected their academic performance is always much more helpful than providing appointment dates, lab results, or after visit summaries.
  • Letters of support from an instructor or adviser who were aware of a student’s extenuating circumstances are always helpful.
  • Be sure that the petition makes good sense. If there is documentation provided but the Senate committee cannot figure out how it relates, it is not helpful.

WHAT LEVEL OF CONFIDENTIALITY IS GIVEN TO STUDENT PETITIONS?
Student petitions are highly confidential and are reviewed only by a small group of faculty comprising the Senate Subcommittee on Undergraduate Petition Review. Once petitions are received by the Senate office, no petition materials are released without permission from the student.

HOW LONG ARE STUDENT PETITIONS KEPT AFTER SUBMISSION?
Student petitions are retained for three years in accordance with the University's General Retention Schedule.

Students may check the status of their petitions by using the Student Petition Status Form. (Must be connected to GlobalProtect VPN to use the form) Follow instructions on the form.

Statuses will be one of the following:

  • With Adviser/Submitter (with Adviser or College/Campus Petition Submitter)
  • In Process
  • Approved
  • Not Approved
  • Cancelled

There is no time limit for submitting a student petition. Occasionally students may submit valid retroactive requests post-graduation. However, prompt resolution of transcript discrepancies is encouraged for the best outcome.

When submitting a petition post-graduation, students should carefully review their academic record to ensure that removing credits (via retroactive late drop or retroactive withdrawal) will not compromise their degree conferral.

The student petition process handles revisions to the student’s academic record (transcript) only, and does not include the handling of any tuition adjustments. These matters need to be petitioned separately through the Fee Assessor in the Office of the Bursar.

Students who are preparing a petition for tuition adjustment can request that the Senate forward documentation directly to the Office of the Bursar to be included in their petition. Students need to provide the Senate with written permission before their documentation can be forwarded (email is acceptable afb11@psu.edu).

Students who are preparing academic progress appeals can request that the Senate forward petition documentation directly to the Office of Student Aid to be included in their appeal. Students need to provide the Senate with written permission via email before any documentation can be forwarded (email is acceptable afb11@psu.edu).

There is an appeal process in place for student petitions (except for alternative grading petitions). In order to prepare an appeal, students must have new, additional documentation and/or rationale that was not included with the original petition. Prior to beginning the appeal process, students should be sure to read their petition decision email, which contains reasons that their petition was not approved, and suggestions for making their case stronger for an appeal. Students should do their best to provide what the Senate committee suggests. The appeal process is the same as the original petition process, and appeal petitions are initiated by students at their colleges/campuses.
A retroactive late drop is when a student is requesting to late drop only one course or some of the courses scheduled for a term, but not all of them. A retroactive withdrawal is when a student is requesting to withdraw from all courses scheduled for a term.

No. According to Senate Policy 49-20, in conjunction with Administrative Policy G-9 Procedures for Academic Integrity, a student who has received an academic sanction as a result of an academic integrity violation may not drop or withdraw from the course at any time. These drop actions include regular drop, late drop, withdrawal, retroactive late drop, and retroactive withdrawal.

If a retroactive withdrawal is approved, all courses will remain on the transcript, but grades will be replaced with the letter “W” for withdrawal.
No. The Senate Committee on Education knows that information about late dropping courses and other student related information is provided for all students in a number of ways throughout the term. Students are expected to take responsibility for knowing about policies and procedures that affect them.

Specific questions concerning student petitions should be directed to Anna Butler (afb11@psu.edu), Administrative Support Assistant, Office of the University Faculty Senate.