Policy Regarding Call-up of Students to Active Duty in the Military

Last Updated 9/25/2024

The call to active duty presents an extreme hardship upon students. In an effort to assist those students who are called to active duty, the campus has established the following policy.

Students who are called into active military duty during the course of an academic term, including the National Guard and Reserve active duty, will receive refunds and course credits as follows:

Departure during the first fifteen calendar days after classes have begun for the term:

  • Grades and Credit: No course credit or grades will be given.
  • Registration will be shown on UIS records but not on transcripts. Pursuant to normal University policy, students who withdraw from courses do not receive course credit.
  • Charges: Tuition, fees, and student health insurance premium will be refunded in full. Applicable housing charges including cancellation fees will be waived and refunded.

Departure after the fifteenth day but before mid-term:

  • Grades and Credit: No course credit or grades will be given.
  • Registration will be shown on UIS records but not on transcripts. Pursuant to normal University policy, students who withdraw from courses do not receive course credit.
  • Charges: Tuition and fees will be refunded in full. Applicable housing charges including cancellation fees will be waived and refunded. The refund of student health insurance premiums will be determined by the insurance company.

Departure after mid-term through the twelfth week of the semester:

Grades and Credit: Students will either be withdrawn or take an incomplete in all courses in progress at the time of departure as follows:

  • Prior to departure, the student may withdraw from all courses. No course credit or grades will be given. Pursuant to normal University policy, students who withdraw from courses do not receive course credit.
  • Prior to departure, the student may take an incomplete for all courses. An incomplete due to military call-up (DFR grade) will appear on the student’s records and academic transcript. The student must complete the course by the end of the second semester after the return from active duty.
  • If the student does not make a decision prior to departure, all courses will be recorded as incomplete. Upon return from active duty the student must either withdraw from all courses or complete the courses by the end of the second semester after the return from active duty.
  • Charges: For students who withdraw, tuition and fees will be refunded in full. For students who take an incomplete for all courses, tuition and fees will not be refunded. Applicable housing charges including cancellation fees will be waived and refunded. The refund of student health insurance premium will be determined by the insurance company.

Departure after the twelfth week through the end of the semester:

Grades, Credit and Charges: Students will have the option to do the following:

  • Withdraw with a full refund of tuition and fees
  • Take an incomplete
  • Receive credit for the course.

Credit for undergraduate students may take the form of a letter grade or grade of CR for each course in which they have attained a grade of C or better at the time of withdrawal, as determined by the faculty member.

Credit for graduate students may take the form of a letter grade or grade of CR for each course in which they have attained a grade of B or better at the time of withdrawal, as determined by the faculty member.

Additional Notes:

  1. Students receiving financial aid will have tuition and housing refunds applied to the financial aid programs from which funds were awarded according to guidelines established by federal and state financial aid regulations. Students should consult with Financial Assistance concerning the impact of military call-up on financial aid conditions and eligibility.
  2. Students enrolled in irregular term courses will be treated in a manner consistent with the policies outlined above.
  3. Students who are called to active duty will not be subject to Financial Assistance and/or academic satisfactory progress standards for the withdrawal term.
  4. Textbooks in good condition which were purchased during the semester in which call-up occurs will be repurchased prior to departure by the Bookstore at the prices paid by the student.
  5. Students called to active duty may receive a full refund on parking hang tags if the hang tag is presented to Parking Operations prior to departure.
  6. Appeals of actions under this policy may be filed with the Registrar. All appeal time frames established by UIS (e.g., housing policy, parking tickets, library fines, etc.) will be held in abeyance during the period of active duty.
  7. Students who have chosen to withdraw from their course or courses due to military leave have the right to request priority registration during a subsequent term for the course or courses from which they have withdrawn.

Please contact the UIS Registrar for assistance with this process.