Reduced Course Load (RCL)

Overview

F-1 students are required to maintain a full course load during the academic year. However, F-1 regulations allow for a “Reduced Course Load” (RCL) in certain, limited circumstances.

According to 8 CFR (Code of Federal Regulations) § 214.2(f)(6)(iii), the Designated School Official (DSO) may allow an F-1 student to engage in less than a full course of study as provided below. If you cannot or will not meet the full course load requirement due to any of the circumstances listed below you must request a reduced course load. To discuss and check your eligibility for an RCL, please contact your PDSO/DSO in advance of registration and prior to enrolling less than a full course load or withdrawing from any courses.

A student who wishes to drop below full time must obtain the approval from a DSO in advance. A student who drops below a full course of study (after the drop-add period) without prior approval of a DSO will lose their F-1 status.

Notes:

Full Course Load by Academic Level

Academic Level	Minimum Total Credits Required	Minimum In-Person Courses Required
Undergraduate Students	3.0	2
Graduate Students	1.50	1

Note: You must be registered in a full course load during your first semester of admission.

These are the minimum enrollment requirements that international students in F-1status must meet in order to maintain their SEVIS record in active status at Elmhurst University. If you need verification of your enrollment for other purposes (ex. – home country tax forms, loan requirements, etc.) – please request an Enrollment Verification letter (issued by the Office of Registration and Records).

Authorizable Reasons for an RCL

Academic Difficulties

You may apply for reduced course load due to academic difficulties if your Academic Advisor (UG)/Program Director (GR) verifies your academic situation. Immigration regulations specify four academic difficulty reasons for which a reduced course load may be approved:

• Immigration regulations specify four academic difficulty reasons for which a reduced course load may be approved:
  • Initial difficulties with the English language (usable only in student’s first year)
  • Initial difficulties with reading requirements (usable only in student’s first year)
  • Unfamiliarity with American teaching methods
  • Improper course level placement

• A student may be authorized for an Academic Difficulties RCL basis only for a single term during any one course of study at a particular academic program level, and must resume a full course load of study at the next available term (excluding J-Term and summer).
• A reduced course load for academic difficulties must consist of at least 1.5 credits for undergraduate students and at least 0.75 credits for graduate students.

Source: [8 CFR § 214.2(f)(6)(iii)(A)]

Medical Conditions

A student must apply for RCL if, due to a temporary illness or medical condition, they are unable to be enrolled in a full course load (or, if necessary, no course load).

• The student must provide medical documentation from a U.S. licensed medical doctor, doctor of osteopathy, or licensed clinical psychologist, to the DSO to verify the illness or medical condition.
• The letter from the medical provider cannot be dated more than 30 days before the start of the term for which the RCL is requested.
• The letter from the medical provider must recommend either that the student be part time or not enrolled due to medical circumstances, otherwise the RCL can only be authorized for half enrollment.
• The letter must be on official letterhead and signed by the issuing doctor
• A reduced course load for a medical condition can be granted for a period of time not to exceed an aggregate of 12 months while the student is pursuing a course of study at a particular program level.
• The student must provide current, updated medical documentation for each requested semester and the DSO must authorize the drop below full time for each new term.

Source: [8 CFR § 214.2(f)(6)(iii)(B)]

Completion of Course of Study

A student must apply for RCL in their final term if fewer courses (i.e., less than a full course load) are needed and required to complete the student’s academic program.

• Students should apply for graduation prior to applying for this RCL reason
• A student’s Academic Advisor (UG)/Program Director (GR) will verify the end of the student’s academic program in the Academic Verification step after the student submits their form

Source: [8 CFR § 214.2(f)(6)(iii)(C)]

How to Apply for a Reduced Course Load

1. Meet with your Academic Advisor (UG)/Program Director (GR) or licensed medical professional physician (DO, MD or licensed clinical psychologist) to discuss your need and required verification (official letter or Academic Verification)

2. Log in to myElmhurst Portal
3. Click on the “Etrieve Forms” app
4. Complete the F-1 Reduced Course Load Request form and:
   • Attach the identified required evidence based on your request reason.
   • If Academic Advisor (UG)/Program Director (GR) verification is required your assigned faculty will be prompted to complete an Academic Verification section after you submit your section of the Reduced Course Load form.
5. International Student Services will determine your eligibility for an RCL and authorize the requested RCL if eligibility is met
6. An electronic I-20 with the authorized RCL on the 2^nd page will be issued to you electronically

Elmhurst University Academic Leave of Absence Processes

Any student that is authorized for an RCL needs to follow any required withdrawal process for their Elmhurst University record (ISS handles the SEVIS record RCL process only), as well as follow-up with their Academic Advisor (UG)/Program Director (GR) to discuss your academic program and Student Financial Services (SFS) to discuss your scholarships.

Leave of Absence Definition & Terms

Any student* who requires time off from their academic program for personal or medical reasons, but who intends to return to the University within the next term, may request a leave of absence. A student may request a leave of absence by completing an Application for Leave of Absence form, available in the Division of Student Affairs. Students applying for a leave of absence for personal reasons must request the leave prior to the last day of the first week of classes. Students are limited to one leave per academic calendar year at Elmhurst University. This leave is not to exceed 180 days. A student on a leave of absence is responsible for meeting their financial obligations to the University.

• Graduate students, please see the Graduate Leave of Absence for Graduate specific information.
• New students who have registered for classes but who have withdrawn from all their courses prior to the sixth day of class in the Fall or Spring terms may not take a leave of absence. They should contact the Office of Admission to discuss deferring their admission.

Process for Requesting a Leave of Absence

• Office of Student Affairs: Meet with the Director of Student Support Services and Intervention to complete the Application for Leave of Absence.
• Office of Student Financial Services: Meet with Student Financial Services to protect future eligibility for scholarships, grants and/or student loans and regarding outstanding balances to a student account.
• Office of Registration and Records: Meet with Office of Registration and Records to discuss the implications of interrupting enrollment.

Communication with Students on Leave of Absence

• All students are expected to check their Elmhurst University email address in a timely fashion while on leave. All official communication from Elmhurst University faculty and staff will continue to be sent to a student’s Elmhurst University email address.
• When a request for a leave of absence is approved, the student will receive a letter from the Office of Student Support Services and Intervention outlining the process and procedure.

Returning from a Leave of Absence

• All undergraduate students returning from any type of leave of absence must complete a re-entry form before registering for classes and returning to Elmhurst University. The re-entry form can be obtained through the Division of Student Affairs. Re-entry forms must be completed no later than 6 weeks prior to the first day of classes. Students should meet with their advisor prior to re-entry to discuss course selection and a plan to return for the upcoming term. In some cases, a meeting with the Office of Student Affairs will also be required.
• If the student whose leave is approved does not return at the end of one term, the student will automatically be withdrawn from the University, with the withdrawal date being the last date the student attended the University. Any outstanding account balance is immediately due in full.
• Students that have not attended another college since leaving Elmhurst University and have been enrolled at Elmhurst University within the last 5 years can submit the Program Reinstatement form found on the Office of Registration and Records website. Students that do not meet these requirements should re-apply through the Office of Admission.

Withdrawing from the University

• Should it be necessary for a student to withdraw from the University, they must submit the University Withdrawal form via Etrieve. All courses will not be dropped until this form is submitted. The effective date of withdrawal is determined by the date that the student submits the form. After the end of 10th week, withdrawal forms will not be processed until the end of the term.
• Students withdrawing from the University will be responsible for all financial obligations incurred. The University may be required to return a portion or all of the funding for those students receiving federal and/or state aid. The timing of a student’s withdrawal will impact the amount of tuition charged and could impact the balance due.

Graduate Students

• Withdrawal from Courses 
  • In general, students who withdraw from a cohort-model graduate course must also withdraw from the graduate program and the University. A graduate student who withdraws from a course without requesting a Leave of Absence will be required to reapply for admission to the University through the Office of Admission with approval from the appropriate program director. Students must consult with the program director and follow appropriate withdrawal or Leave of Absence procedures. The Office of Registration and Records establishes the effective date of the withdrawal for graduate students. Withdrawal charges will be computed according to the length of the course and the number of calendar days into the term. For more information, contact the Office of Student Financial Services.
• Leave of Absence 
  • A Leave of Absence may be granted to a student in good academic standing who can demonstrate to the program director that extraordinary circumstances prevent continued enrollment and full participation in the academic program. A student may request a Leave of Absence by completing an application for a Leave of Absence. If a Leave of Absence is approved by the associate dean, program-specific re-entry requirements established in consultation with the program director must be satisfied. Students are limited to one leave, not to exceed 180 days, within a 12-month period. Students who are enrolled in a graduate program that uses a cohort model may not be able to resume the program after six months. In this and other situations requiring a longer interruption of studies, it may be necessary for the student to withdraw from the university and be readmitted at a time when they can resume their studies. Policies on readmission vary by program. Application for readmission to the program of study is not required for a student returning after a Leave of Absence, although the student must meet with the program director to determine the appropriate time to register for classes. A student on a Leave of Absence may follow early registration procedures.
• Degree Completion Deadline
  • Graduate students must complete all requirements for the awarding of the degree within five years of initial enrollment in their course of study. Failure to complete all requirements within the five-year period requires an application for readmission to the program. All requirements for the degree that are in place at the time of readmission to the program must be completed for the awarding of the degree. The program director will determine course equivalency of all graduate work completed prior to readmission to the program.
• Repetition of Courses
  • In non-cohort programs, students must receive permission from the program director to repeat a course. Students may repeat a course no more than one time and may repeat a maximum of two courses only. In cohort programs, a student who wishes to repeat a course out of sequence or delay enrollment to repeat a course in sequence with a new cohort group must discuss this with the program director. In all cases involving the repetition of courses, individual program policies take precedence. It is the student’s responsibility to know the policies of their program.