Petitions for Exception to Policy
You have the right to submit a written petition for an exception to a UC San Diego Division of Extended Studies policy, such as the drop or refund policy, if you are unable to continue enrollment and/or meet the requirements of the respective policy for one of the following reasons:
- Sudden serious personal illness, injury or hospitalization
- The sudden serious illness, injury, hospitalization or death of a close member of your family
- Compulsory military service
- A documented administrative error that affected your enrollment
- Extreme and unusual circumstances which were beyond your control
Your petition must include documentation demonstrating the circumstances behind your discontinued enrollment and/or inability to meet policy requirements.
Click here for guidelines and examples of acceptable supporting documentation.
Concurrent Enrollment Students:
Because the Concurrent Enrollment program is held to campus policies and guidelines, this policy does not apply to Concurrent Enrollment courses.
UC San Diego Division of Extended Studies partners with businesses, civic leaders, nonprofits and UC San Diego to provide a range of public programs that enhance the region's quality of life and global reputation. For courses offered in conjunction with these partnerships, the partner entities may have separate drop or refund policies. In those instances, the partner entity’s policy may supersede Extension’s drop, refund, and/or exceptions policy.
Email at email@example.com to find out which policy applies.
Before you pursue a petition for an exception to policy, you should:
- Consider and exhaust your other options.
- Talk to your instructor about the possibility of an Incomplete Grade, if applicable.
- Talk to the Academic Department for the course or program to find out if they can offer additional assistance such as a credit for a future course or section.
- Review all relevant policies and related documentation.
How to Petition
Please allow two weeks for us to review your petition and any supporting documentation.
Generally, petitions should be submitted within one year from the last day of the quarter in which the course was held or the issue occurred. UC San Diego Division of Extended Studies has the right to approve or deny your petition if the reason for the request would not significantly affect your potential for academic success, if you do not supply adequate documentation to support your claim, or if your petition and supporting documentation do not meet the guidelines outlined in the Guidelines for Supporting Documentation document.
Student Conduct Policy
All UC San Diego Division of Extended Studies students are part of the UC San Diego community and are expected to follow University and UC-wide policies, including the Student Conduct Code. The UC San Diego Student Conduct Code represents the pride and values that define our community, and include the UC San Diego Principles of Community, which further illustrate the expectations for all members of our community. The code defines our community’s applicable standards and authorizes the administration of student conduct at UC San Diego Division of Extended Studies. The code applies to all UC San Diego undergraduate, graduate, professional school and Extension students. The code also applies to:
- Applicants who become students for alleged violations committed as part of the application process
- Applicants who become students for alleged violations committed on campus and/or while participating in University-supported activities that take place in the period following the student’s application submittal up to his or her official enrollment
- Former students for alleged violations committed while a student.
In addition, UC San Diego Division of Extended Studies students must follow the UC San Diego Division of Extended Studies Academic Integrity Policy, which administers all instances of academic misconduct including but not limited to: plagiarizing, cheating on exams, allowing someone access to your online course and improper or missing citations in coursework.
Reports of alleged violations involving sex offenses, including sexual assault and sexual misconduct, will be handled under the policies and procedures set forth in the University of California’s Sexual Violence and Sexual Harassment Policy.
For further information on any of these policies, please contact the UC San Diego Division of Extended Studies Registrar:
Americans with Disabilities Act (ADA) Compliance
Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 prohibit discrimination against individuals with disabilities. According to these laws, no otherwise qualified individual with a disability shall, solely by reason of his/her disability, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of a public entity.
Students who believe they have experienced discrimination because of their disability should contact the Office for the Prevention of Harassment and Discrimination (OPHD) at (858) 534-8298, firstname.lastname@example.org, or reportbias.ucsd.edu.
Information for Students with Disabilities
Nondiscrimination and Sexual Harassment
The University of California, in accordance with applicable federal and state law and University policy, does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, physical or mental disability, medical condition (cancer-related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship or military service. The University also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence and stalking. This nondiscrimination policy covers admission, access and treatment in University programs and activities.
If students have questions about student-related nondiscrimination policies or concerns about possible discrimination or harassment, they should contact the Office for the Prevention of Harassment and Discrimination (OPHD) at (858) 534-8298, email@example.com, or reportbias.ucsd.edu. Students are encouraged to seek assistance as soon as possible, as time limits may apply to complaint resolution processes.
The Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act of 1974 is a federal law that protects the privacy of student education records.
Who is protected under FERPA
Parents of students in Pre-College Programs:
- Any student, regardless of age, who is or has ever been enrolled in any course at UC San Diego is protected and has certain rights under FERPA.
Parents of students who attend UC San Diego (regardless of the student's age) do not have rights under FERPA. However, in some circumstances, parents of students who are financially dependent for income tax purposes may be granted “view-only” access to their student’s educational records. The quickest, easiest way for parents to receive information about their student's grades, financial statements, and other information is for their student to provide it to them. Parents who wish to access their student’s records without the student’s written consent must provide an IRS tax transcript for the most recent tax year in which the student has been claimed as a dependent to Extension Student Services.
Students have the right to inspect and review their education records.
University officials with a legitimate educational interest:
UC San Diego Division of Extended Studies must respond to requests for access to records within 45 days of receiving the request. The right of inspection and review includes the right to access with an explanation and interpretation, or the right to a copy of the records when failure to provide a copy would prevent the student from inspecting and reviewing.
Students who wish to request access to their education records should submit a written request identifying the specific record(s) they wish to inspect. All requests should be submitted to the Extension Registrar, who will make arrangements and communicate with the student about the format and timing of access.
Students have the right to request an amendment to their education records. If a student believes a record is inaccurate, misleading or otherwise in violation of their privacy rights under FERPA, they may submit a written request to the UC San Diego Division of Extended Studies Registrar. The request must clearly identify the part of the record the student wants changed and specify why it should be changed. The registrar will notify the student of the decision in writing and advise the student of the procedures to appeal when appropriate.
Students have the right to prevent the unauthorized disclosure of their records. FERPA prevents the unauthorized disclosure of student education records without a student's prior consent. However, FERPA allows certain exceptions regarding the release of education records without a student's prior consent. Some exceptions include disclosure without prior consent to:
Officials requesting information via a judicial order or lawfully issued subpoena:
- A University official includes anyone employed by UC San Diego Division of Extended Studies, UC San Diego or University of California in an administrative, supervisory, academic, research or support staff position (including law enforcement personnel and health staff); a person or company with whom UC San Diego or UC has contracted (such as attorney, auditor, or collection agent); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee.
- A University official has a legitimate educational interest if the information requested is relevant and necessary for the official to perform a task or determination that is an employment responsibility or to perform a task that is related specifically to the official’s participation in the student’s education or to perform a task that is related specifically to the discipline of the student, and provides a service or benefit to the student or the student’s family.
- UC San Diego Division of Extended Studies will make a reasonable effort to notify the student of the order or subpoena in advance of compliance unless the order or subpoena is in a criminal case and expressly prohibits such notification.
Students have the right to authorize additional individuals to have access to their education record. Students may authorize, in writing, someone else to have access to view and/or update their education record. Students who wish to authorize the release of records to other individuals should complete and submit the FERPA Release form.
The completed FERPA Release form should be submitted to UCSD Diego Division of Extended Studies Student Services:
Students have the right to file a complaint about FERPA violations. If a student believes that UC San Diego Division of Extended Studies has failed to comply with the requirements of FERPA, they may file a complaint with the U.S. Department of Education by writing to:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
Students have the right to waive the above rights. Students may waive, in writing only, their right to inspect, review, amend and prevent disclosure of their education records.
Education records are any records kept by UC San Diego that are directly related to a student and considered “personally identifiable.” The records may be stored in any media including, but not limited to, paper (handwritten or printed), computer information systems, video or audio recordings, microfilm or microfiche and any other electronic media such as email.
Education records do not include:
- Records or notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person except a temporary substitute for the maker of the record.
- Medical or psychological treatment records created by professional treatment providers to be used in connection with the treatment of students.
- Employment records if employment is not contingent on being a student and the record is used only in relation to the individual's employment. Work-study and graduate assistant employment records are considered education records and are protected under FERPA.
- Records created and maintained by a law enforcement unit of the institution used only for law enforcement purposes.
- Information about a person that was collected after the person was no longer a student at UC San Diego and does not relate to the person as a student.
Public Directory Information
Directory information is information contained in a student's education record that would not generally be considered harmful or an invasion of privacy if disclosed. This information is considered to be public information and may be disclosed without student consent.
UC San Diego has designated the following information as “directory information”:
- Name, local and permanent address, email address, and phone number
- Enrollment status
- Dates of attendance
- Certificate field or area of study
- Certificates, honors and awards received
Restricting the release of directory information (FERPA Block):
UC San Diego Division of Extended Studies students have the right to request that their directory information be restricted from public disclosure. This restriction is sometimes referred to as a “FERPA Block.”
Generally students should consider requesting a FERPA Block in serious situations where the release of their directory information creates a risk to their personal safety or privacy. Students should keep in mind that a FERPA Block will prohibit the release of information about their attendance and awards to employers, other educational institutions, credit card companies, scholarship committees, etc.
Students should contact the Extension Registrar at firstname.lastname@example.org, (858) 534-0424, or at our La Jolla Student Services Location for consultation before requesting a FERPA block.
State of California Information Practices Act of 1977
UC San Diego Division of Extended Studies is committed to complying with the State of California Information Practices Act of 1977. We do not disclose information from student records unless authorized by the student, or if required by the law.
The principal purpose for requesting personal information such as name, address, or Social Security number is to enroll the individual as a student with UC San Diego Division of Extended Studies. Failure to supply this information will delay or may even prevent enrollment in UC San Diego Division of Extended Studies courses or programs.
The information provided may be used by various University departments to verify student enrollment status and, if required by law, will be disclosed to State and Federal governmental entities. Students have the right of access to their records by contacting the UC San Diego Division of Extended Studies' chief operating officer.
TERMS AND CONDITIONS