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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!


Letters of exception are needed when a department requests an exception to policy. Requests are reviewed by

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Interim Associate Dean

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Thad Kousser and/or Interim Dean

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Judy Kim.

A General Petition is needed along with a letter of exception for requests (see examples below) that also require review by Academic Senate's Educational Policy Committee (EPC). (General Petitions are submitted via DocuSign)

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titleExample: Lift Academic Probation Hold

How to submit exception letter: Formal letter to the GEPA Associate Dean, sent via email to Norienne Saign. Letter must be signed by the dept/program chair and student’s faculty advisor, if applicable. 

Information to include in exception letter (in addition to “general” points listed above):

    • If applicable, explain any extenuating circumstances that resulted in the academic difficulty and how they were resolved or are being addressed.
    • Specific academic plan for future success, including specific course plan for the future quarter/s, expected grades, and whether failed courses will be repeated and when.
    • Include any planned support/resources being provided, such as planned check-ins with a faculty advisor.
    • “Consequences” if the student does not meet the agreed upon expectations/academic plan (i.e. dismissal from the program, etc.) and confirmation that the student understands the plan.

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titleExample: Leave of Absence with GPA below 3.0

How to submit exception letter: Attach/upload to Leave of Absence tool in Student Database

Information to include in exception letter (in addition to “in general” points listed above):

  • Why an LOA is needed vs. withdrawing and being readmitted (i.e. housing, student health insurance, mental comfort).
  • Specific academic plan for success upon the student’s return from leave (similar to a probation letter).

Please note this important update regarding requests made in EASy: 

In cases where the student initiated a request in EASy before the deadline, but due to administrative delay, the EASy request was automatically closed after the term ended and was not routed to the Registrar's Office, a formal petition may not be required. Instead, the program should follow the steps outlined below to process the request without a petition to GEPA Academic Affairs/EPC.  

  • The program should first 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). 
  • The approvals that could be missing are: 1) department/program, 2) ISEO (J1 / F1 student), 3) GEPA Financial Support Unit. In all cases, the program should open a ticket with GEPA's Financial Support Unit (https://support.ucsd.edu/services). If program approval and/or ISEO approval are also missing, the program will need to provide confirmation of approval from both in the request to FSU. Please provide the following information in the ticket:  
    • 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 confirmation of program / ISEO approval.
    • If FSU approves, they will alert the Registrar to process the request.

Note: if the request was NOT initiated prior to the deadline, please see the process for retroactive requests below. 

Petitions Regarding Enrollment Actions: Require a General Petition

Outlined below are the processes for requesting retroactive actions. An action is retroactive if the request is made after an established deadline (see summary below). Retroactive requests are first reviewed by Sr. the Associate Dean Judy Kim; if she recommends approval is recommended, GEPA forwards the request to EPC for their final decision. The GEPA advisor will contact you once EPC has made a decision.

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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: Retro 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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