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*Please note, this page is a work in progress and more scenarios/exception types will be added over time. If you do not see your student’s specific situation described here, start with the general tips below and let us know if you have any questions about the information/documentation that would be needed for your student’s situation. Thank you!

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  • The program should verify that the request was initiated prior to the deadline and that it is "stuck" in EASy (if you need assistance viewing a closed EASy request, please submit a ticket to support.ucsd.edu). 
  • If the request is missing departmental and/or ISEO approval, the coordinator should open a ticket with GEPA's Financial Support Unit (https://support.ucsd.edu/services) and provide the following information:
    • PID
    • Quarter
    • Course/s
    • Confirmation that the EASy request was submitted before the deadline but closed before being approved
    • If applicable, confirmation that the department approves of the request
    • If applicable, proof of ISEO approval if the student is on an F-1/J-1 visa  
  • If the request is only missing FSU approval, follow the same process above, excluding the last 2 bullet points.
  • If FSU approves, they will alert the Registrar to process the request.

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Weeks 1-2:   students may add, drop, change units or grade option via WebReg.
Weeks 3-10: students may add by using the Registrar’s EASy system (After week 10 this is a retroactive request: see Petition process below). 
Weeks 3-9:   students may drop by using the Registrar’s EASy system (After week 9 this is a retroactive request: see Petition process below).  
Weeks 3-4:   students may change the grade option by using the Registrar’s EASy system. (After week 6 this is a retroactive request: see Petition process below). Refer to the Registrar's webpage on changing grade option and units. 
Weeks 3-10: students may change number of units for a course by using the Registrar’s EASy system. (After week 10 this is a retroactive request: see Petition process below)

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titleExample: Retroactively dropping a class from a previous quarter (retroactive means the request was initiated AFTER the deadline)

Information to consider including in the exception letter (in addition to the “General Information” detailed at the top of the page):

  • Official supporting documentation explaining personal circumstances that prevented the student from withdrawing from the class by the deadline. Please make sure no grade has been assigned for the class (if one has been assigned the instructor will need to address that). 
  • Did the student attend the entire class?
  • What efforts did the student make to complete the class? What prevented the student from completing the class?
  • Would an Incomplete be appropriate? If not, why not?
  • If applicable: How was the student able to successfully complete other classes during the quarter in question?
  • Why not repeat the class? (only applicable if the student was assigned an F or U)
  • If applicable, confirmation from the Registrar/TritonLink that the student attempted to drop via WebReg/EASy prior to the 9th week of that quarter.
  • Instructor letter (or email) included with the dept’s exception letter:
    • What was the student’s participation like? When did the student stop attending class?
    • Confirmation that the instructor approves of/agrees with the withdrawal (if a grade was assigned, agreement to change the grade to a W). 

Optional: A letter of explanation from the student.

NOTE: If a student enrolled in the wrong research course (usually a 298 or 299) a petition to drop the incorrect section and add the correct section is required. The only way to “switch” sections is via the retroactive petition process to add and drop.


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titleExample: Retro Retroactively adding a class to a previous quarter

Information to consider including in the exception letter (in addition to the “General Information” detailed at the top of the page):

  • Official supporting documentation explaining personal circumstances that prevented the student from adding the class by the deadline. 
  • If applicable, confirmation from the Registrar/TritonLink that the student attempted to add via WebReg/EASy.
  • If approved, the grade will need to be entered by the instructor via eGrades.

Optional: A letter of explanation from the student.

NOTE: If the request is to add a course more than a calendar year old then the grade should be included on the General Petition. If approved, the Office of the Registrar will record the grade.


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titleExample: Retro Retroactively removing a W from a class dropped in a previous quarter (or after week 4 of the current quarter)

Information to consider including in the exception letter (in addition to the “General Information” detailed at the top of the page):

  • Official supporting documentation explaining personal circumstances that prevented the student from dropping the class before the W deadline. 
  • Explanation of why the W needs to be removed - what the harm is in leaving the W. 
  • If applicable, confirmation from the Registrar/TritonLink that the student attempted to drop via WebReg/EASy before the deadline.

Optional: A letter of explanation from the student.

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