Students Affected by Call-Up to Active Military Duty Policy
Students Affected by Call-Up to Active Military Duty Policy
Purpose
This policy serves to articulate expectations that will be enacted should students currently serving in any branch of the United States military reserves be called-up to serve our country. This policy serves to: assure students facing possible Call-Up to active duty, including pre-deployment requirements, and involuntary transfer that they have the University’s full cooperation and support during this difficult period and facilitate the ability of these students to achieve their educational goals at the University of Dayton. This policy provides for a total refund or credit of tuition, fees, room and board payments, and/or where feasible, accommodations to permit students to complete selected course work.
Scope
This policy applies to all students.
Policy History
Effective Date: September 10, 1990
Approval: March 25, 2025
Policy History:
- Approved in original form: September 10, 1990
- Approved as amended: April 1993
- Approved as amended: January 3, 1996
- Approved as amended: May 1999
- Approved as amended: September 5, 2000
- Approved as amended: May 14, 2016
- Approved as amended: March 25, 2025
Maintenance of Policy: Registrar, and Director of Financial Aid Initiatives and Compliance, Strategic Enrollment Management; Director of Student Accounts, Finance and Administrative Services; and Director of Military and Veteran Services, Office of the Provost
Policy
Military and Veteran Programs and Services (MVPS) will serve as the contact unit to assist students with their questions, options and concerns. MVPS works in conjunction with the offices of Student Accounts, Registrar, Financial Aid, Student Development, and appropriate Dean of the student’s academic unit. Realizing that the length of time between notification of call-up and reporting for duty could be short and that not every situation is alike, students are encouraged to contact MVPS to make preliminary plans and to ease concerns about their academic future. MVPS will be responsible for documentation serving for re-entry into the University.
The University will make every attempt to be as flexible as possible during this situation. Each student involved will have decisions to make and those decisions will vary from person to person. Students are strongly encouraged to contact MVPS with both the decision-making process and the logistics involved. It is also suggested that the student have a FERPA release on file in the event the student cannot be reached.
ACADEMIC IMPLICATIONS
The Registrar and MVPS will work with each individual student and with a representative from the Dean's Office of the student’s school/college to assist the student in making the best possible decision regarding current academic coursework and re-entry into the University academic community.
Timing of departure may influence a student to choose to attempt completion of credits (i.e., factors could include number of weeks remaining in the semester, proximity to the end of the syllabus, etc.). The staff member and members of the guidance team will assist in facilitating methods by which the courses in which an "in progress" has been registered may be completed. If the decision made by the student and their faculty member is to attempt completion of last-attended semester course work, a portion of the tuition fee will not be refunded as the student will be considered enrolled for the entire semester for the designated/chosen course(s) to be continued. A student may choose to withdraw from all current courses and all records of registration for these courses will be deleted from the student's record.
In every case, an official DROP/ADD form also must be completed and submitted to the Registrar who will withdraw a student from courses with appropriate date.
REFUNDS/FINANCIAL AID
The University will offer two general options regarding refunds for students who are called-up by the United States government for active service and who supply the necessary documentation of their call-up to the University of Dayton.
Due to the special nature of this situation, these options will apply to any portion of the semester during which the student may be called-up. This differs from the standard percentage refund format established for students withdrawing from the University. Students receiving financial aid should discuss refund options with Financial Aid and/or the Office of Student Accounts. Completion of the Drop/Add form is necessary to determine appropriate refund and/or credit of charges.
At the time of withdrawal, a full refund and/or credit of charges will be made to the student and/or sponsoring agency. Other areas impacted such as dining and housing, should be contacted to discuss refund options.
For those courses where the student and the instructor agree that a grade may be awarded in the future, a portion of the tuition fee will not be refunded as the student will be considered enrolled for the course(s) to be continued.
APPEAL
Any appeals of the decisions issued regarding tuition, fees, housing, or dining determinations should be directed to MVPS.