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Policy

The following policies and procedures will assist enrolled students who may be called to active duty in the armed forces, including National Guard and Reserve, with little notice. The policy is provided in order to minimize disruptions or inconveniences for students fulfilling their unanticipated U.S. military responsibilities in the midst of an academic semester or term. Further inquiries may be made to the Oxford Veterans Services Coordinator in the One Stop for Student Success Services or Veterans Services Coordinator at the regional campuses.

Student or spouse as member of the Reserves or National Guard

A student who is called, or whose spouse is called, to active duty in his or her status as a member of the Reserves or the National Guard will be eligible for a refund of certain fees, provided:

1. The active duty begins during the semester of current enrollment;
2. The student officially withdraws from classes;
3. The student provides documentation to the Office of the University Registrar or Office of Regional Records and Registration that the withdrawal is due to a call to active military duty;
4. No academic credit has been granted for the current semester or term of enrollment, unless a sprint class has been completed.

Refund Policies

Tuition and Fees: If the withdrawal occurs during the semester or term and the fees have been paid, and a refund of fees is due per the University refund schedule, a refund will be sent to the student following any recalculation of financial assistance. If fees have not been paid or if other miscellaneous charges have not been paid, the amount of the refund will be reduced by the amount outstanding.

Housing, Residence Hall and Meal Plan Fees

If the withdrawal occurs during the semester or term and the fees have been paid, a prorated refund will be given. Proration is calculated on a daily basis for the period after the effective withdrawal date. If fees have not been paid or if other miscellaneous charges have not been paid, the amount of the refund will be reduced by the amount outstanding.

If a registered student is called to active duty during the course of a semester or term (defined as the first day of classes through the last day of classes), the student has options available.

Class Completion.

If the majority of the term or semester has elapsed, the student may ask the instructor(s) for permission to receive a standard letter grade or grade of Incomplete in the class in which he or she is enrolled.

An instructor may assign an earned letter grade, if requested by the student and if the instructor deems it to be academically justified. Grades will be recorded in accordance with the current academic policy and deadlines (W grades).

Alternatively, the instructor may assign an Incomplete grade if deemed academically appropriate and feasible.  In the spirit of this policy, faculty should make every effort to accommodate students’ needs by making and documenting alternate and reasonable arrangements for the students to make up exams and other assessments that may be missed. The duration of the Incomplete(s) will follow the normal policy of Incomplete(s) (see policy “Grades and Scholarship” section “Change of Grade and Removal of Grade of Incomplete”) which is the last day of classes of the next semester in which the student is enrolled, excluding summer or winter term for undergraduate students and winter term for graduate students.

Documentation of the arrangement should be kept on file in the department office of each enrolled class.

Withdrawal

If a registered student is called to active duty during the course of a semester or term (defined as the first day of classes through the last day of classes), the student has the option of withdrawing from the University following the normal policy for withdrawal (see the section of this policy titled “Registration Procedures”). It is the student’s responsibility to initiate the withdrawal at the Office of the University Registrar or Office of Regional Records and Registration and to provide documentation of the call to active duty in the armed services. The effective date of withdrawal will be the date the student submits the withdrawal form to the Office of the University Registrar. The official transcript will indicate the courses from which he or she has withdrawn and the date of withdrawal. A notation of official withdrawal for active military service will be recorded on the student’s academic record.

If timing does not permit the student from making all necessary arrangements for withdrawals, the student may ask the Veterans Services Coordinator at the One Stop for Student Success Services or Veterans Services Coordinator at the regional campuses to assist with the process for withdrawal or for arranging the terms for Incomplete grades on behalf of the student.

The University may be required to provide any refunds to a funding agent other than the student, such as student financial aid programs.

Related Form(s)

Change of Schedule

Additional Resources and Procedures

Websites

• ÍÃ×ÓÏÈÉú Forms
• Medical Leave of Absence

FAQ

Not Applicable.

Policy Administration

Next Review Date

7/1/2023

Responsible Officer

• Senior Associate Registrar
• General Counsel

Legal Authority

Not Applicable.

Compliance Policy

Yes

Revision History

Amended July 2018; Edited July 2019

Reference ID

Student Handbook 1.2

Reviewing Bodies

• Administrative
• ÍÃ×ÓÏÈÉú University Senate