Ohio UniversitySUPERCEDED - Academic Policy and Procedure

12.060:  Students Called to Active Duty

Valid until SUPERCEDED on August 27, 2012

Current Version


Approved on July 31, 2003Signatures and dates
on archival copy


March 1, 2003 

Initiated by:

Debra Benton
University Registrar

Reviewed by:

Herman ("Butch") Hill, Chair
Policy and Procedure Review Committee

Endorsed by:

Gary North
Vice President for Administration

Approved by:

Stephen Kopp

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Ohio University has developed the following guidelines for registered students called to active duty during the course of a quarter.


When registered students are called to active military duty, it often is not possible for the students to have anticipated the effect this has on their enrollment status. Therefore, faculty and staff are encouraged to be as flexible as possible with the students who wish to make arrangements to complete coursework for credit. Following are options available to these students.

If a registered student is called to active duty during the course of a quarter (defined as the first day of classes through the last day of classes), the student has the option of withdrawing from the University with a full tuition refund. The Registrar will process the withdrawal as effective within the first 15 calendar days of the quarter (courses removed from the student's record) and issue a full tuition refund. Policy 12.050, "Canceling Registration, Dropping Classes, and Withdrawing" provides additional details regarding the use of class action codes in special circumstances.

If the fifth week of the quarter (class drop deadline) has passed, and the instructor agrees, the student has the option of arranging for Incomplete grades in one or more of the classes in which he or she is enrolled and dropping without financial penalty from the other classes, if any.

If the final examination week has begun, then neither cancellation nor withdrawal is an option. Students may be able to complete the final exams and those not able to do so will be given Incompletes.

The duration of Incompletes resulting from any of the above provisions will be the normal six weeks into the next quarter in which the student is enrolled.

Students receiving veterans benefits will have to comply with any regulations issued by the Veterans Administration relative to the timing of their benefits. During Desert Storm, the Veterans Administration "applied mitigating circumstances" where appropriate, as presented by the student, and they paid veteran benefits based on enrollment up to the date of withdrawal which, at Ohio University, was the date on which the student was required to report to active duty.

Students receiving financial aid who choose the full withdrawal option will be treated as a withdrawal in accordance with the Return of Title IV Funds regulations. The date of withdrawal will be the earlier of the date the student begins the withdrawal process, or the date that the student otherwise provides the notification. Federal and state funding agencies may issue specific guidelines which must be followed.

For financial aid recipients choosing the partial withdrawal option (Incompletes in one or more courses), financial aid eligibility will be based on the criteria of the specific aid program (i.e. number of credit hours).

Students living in University housing will be charged on a week-by-week prorated basis determined by the date on which they must leave the University.


In order to effect these policies, the student must present proof of having been called to active duty. To do this, the student should fax (740-593-4184) or mail a copy of the call-up orders to the Veterans Certification Clerk, Office of the Registrar, Chubb Hall, Ohio University, Athens, OH 45701. Along with this, the student should include a written statement indicating which of the options described in the Policy section he or she has chosen to exercise, for each course in which he or she is enrolled.

In the case of Incomplete grades (I's) the arrangements must be worked out by the student and the instructor.


Proposed revisions of this policy should be reviewed by:

  1. Policy and Procedure Review Committee

  2. Faculty Senate


There are no forms that are specific to this policy.

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Dick Piccard revised this file (http://www.ohio.edu/policy/s12-060.html) on May 10, 2012.

Please E-mail any comments or suggestions to "policy@ohio.edu".