Active Military Policy

Policy Concerning Students Called to Active Military Duty

This policy applies to students who are members of the U.S. Armed Forces (active or reserve component), and who are called to active military service under federal authority, for a period of more than 30 consecutive days under a call or order to active duty of more than 30 consecutive days. This does not include National Guard service under state authority during that semester or term.

The primary point of contact for the following procedures will be the Office of the Veteran Military and Family Resource Center who will coordinate with Academic Advisors, the Dean of Students, Offices of the Registrar, Bursar and Financial Assistance.

Notification of Military Service - Procedures

1. The student (or an appropriate officer of the armed forces or official of the Department of Defense) must give oral or written notice of such service to the school as far in advance as is reasonable under the circumstances. This notice does not have to indicate whether the  student intends to return to the school and may not be subject to any rule of timeliness. (Timeliness must be determined by the facts in each case.) 

2. Upon notice of official mobilization, unit memorandum or official orders and a letter requesting withdrawal from classes, the following will occur:

A. Students called to active military duty during the first half of the semester or term will be officially withdrawn from classes and awarded a full refund of course fees.

B. Students called to active duty during the last half of the semester or term may:

1. withdraw and receive a full refund of course fees for the semester as listed above; or

2. request incomplete grades in their courses. Course requirements for classes granted an incomplete by the instructor must be completed within one calendar year following the end of the tour of duty or the course grade will revert to the tentative grade assigned or a "W" (withdraw).

C. Those students living in University housing will have their charges for room and meal plans prorated to the date their contract is terminated. All cancellation charges will be waived. The housing deposit will be refunded provided there are no damages to the residence.

D. Those students receiving financial aid will be subject to the refund policies as provided by agencies sponsoring the aid.

E. Textbooks may be returned to the USI Bookstore (accompanied by current semester receipt or proof of purchase from the USI Bookstore) for a full refund of the cost of the textbooks.

F. Upon return from active duty, the student should contact the Veteran, Military & Family Resource Center for procedures to readmit and resume their studies.

READMISSION PROCEDURES: (IAW Chapter 3, Volume 2 Student Financial Aid Handbook, Pages 2-70-2-71)

At the time of readmission, the student may submit documentation of military service that caused the student's absence.  Notice is not necessary if the service occurred was classified deemed to compromise any aspect of the students mission.

1. Provide oral or written notice of her intent to return to the VMFRC within three years after the completion of the period of service. (A student who is hospitalized or convalescing due to an illness or injury incurred or aggravated during the performance of service must notify the school within two years after the end of the period needed for recovery from the illness or injury)

2. The student will be re-admitted into the next class or classes in the program beginning after he provides notice of intent to re-enroll, unless he requests a later date or unusual circumstances require the school to admit him at a later date

3. The student will be admitted with the same academic status and the same program.

4. The academic department will arrange for course enrollment as per its policies and practices (including notification of the Registrar’s office).

5. The VMFRC office will assist with any additional return processes for the campus (such as campus housing).

RESERVE COMPONENT - ANNUAL TRAINING

The Department of Defense has noted that they are unsure of where and what climate the next conflict may occur.  To address that, the concept of "two weeks in the summer" is now a two week training event at any point in the training year so the military member receives the benefit of training in different climates and conditions.

This new guidance can have an impact on students as they try to complete their educational goals in a timeframe that complies with their Veteran Affairs (VA) Educational Benefits.  When that occurs, the following will occur:

A.  The service member will contact their advisor and course instructor(s) to notify them of the training requirement.  Orders may not be available at this time unless the training is less than 30-days from starting, however a Commander's Memorandum will suffice until official orders are furnished.   However, official orders must be presented when the student returns to class or withdraws.

B. With guidance from the Advisor, the student will determine if they will:

1. Remain in all classes.  Absences will be excused and all work will be made up.  Instructors must give the student an opportunity to resume all work without penalty. 

2. Withdraw from all classes.  The student may determine that a break in the courses will put them too far behind on the information to make them successful in the course.  If this occurs,  the student will make the determination to withdraw from their course load for that semester.  Students will not use this as an opportunity to reduce their course load.  When this option applies, the aforementioned policy will be in effect.  Students should contact the Veteran, Military & Family Resource Center for a withdraw worksheet.

C. In order for absences to be excused, work to be considered without penalty and withdraw policies to be in effect, the military member must produce official orders.  Commander's memorandums can not initiate or sustain this policy.