Student Affairs Policies

V-7.00(A)

UMB POLICY ON STUDENTS WHO ARE CALLED TO ACTIVE MILITARY DUTY DURING A NATIONAL OR INTERNATIONAL CRISIS OR CONFLICT

Student Affairs   |   Approved November 1, 2001


Responsible VP/AVP

Bruce Jarrell, MD, FACS


Revision History

Approved by the President, November 6, 2001


Purpose

This policy applies to all UMB students who are ordered to active military duty by the United States or an ally of the United States during a national or international crisis or conflict.

Policy Statement

Policy:

When a student is ordered to active military duty by the United States or one of its allies during a national or international crisis or conflict the student will receive special consideration from the student's school and UMB administration so that the student may fulfill his or her active duty obligations without being subject to inappropriate financial penalties or other adverse effects of USM or UMB policies otherwise applicable to students who withdraw from or interrupt their course of study. In addition to following this policy, schools and campus administration should establish flexible policies and procedures to accommodate the special requirements of students called to active military duty during a national or international crisis.

Appropriate accommodations may vary from time to time, depending on circumstances, but may include, as examples:

  1. Encouraging faculty to suspend penalties for students who miss deadlines for assignments or who miss classes as a result of a national or international crisis or conflict;
  2. Establishing procedures for directing students having special difficulties to support services within the school or at the campus counseling center;
  3. Posting classroom materials on web-sites or list-serves for those unable to attend classes;
  4. Permitting audio taping of classes.

Procedures:

A student who is called to active military duty during a national or international crisis or conflict should report to the Dean of Student Affairs at the student's school with appropriate military orders or other documentation. The Dean or designee will determine if the student is qualified under this policy. If the student is qualified, the Dean or designee will assist the student in order to minimize the adverse effects of institutional policies otherwise applicable to students who withdraw from or interrupt their course of study.

Each school will develop a form or other documentation to be signed by the Dean or designee indicating that the student's military and academic status have been reviewed, and whether or not the student is qualified under this policy. If qualified, the Dean and the student will review options regarding attendance, tuition and fees, financial aid, health insurance, and housing.

In most cases, the student is responsible for contacting the appropriate UMB offices in order to adjust the student's status to accommodate an interruption of study under this policy. When a student cannot make such arrangements, the student should provide the name, address, and phone number of a person with power of attorney for the student so that the Dean and the student's representative can take action on the student's behalf.

Attendance

Students qualified under this policy may request permission to:

  1. Withdraw from school - transcript will show withdrawal for military service.
  2. Obtain a leave of absence - transcript will show leave of absence for military service; usual time limits to return from a leave of absence will be suspended indefinitely unless otherwise specified. At the end of a student's leave of absence, the school will facilitate re-enrollment at the appropriate point in the student's academic program.
  3. Receive an incomplete grade - transcript will show incomplete; usual time limits to convert an incomplete to a grade will be suspended indefinitely unless otherwise specified.
  4. Be evaluated for a final grade on the basis of having completed a substantial amount of the course work - transcript will show course completed with grade

Each school will make its own policy about appropriate options, whose input is required to approve an option, and who can grant approval. For example, courses involving classroom instruction may be treated differently from courses based on clinical rotations. An instructor's approval may be necessary before offering the option of a final grade for substantial course work.

Upon approval of one or more options, the school's Dean or designee will notify the Registrar.

Tuition and Fees

A student who receives approval from the Dean or designee of the student's school to withdraw from school under this policy may request a complete refund of tuition and fees. The Dean or designee will make appropriate changes in the Student Information Management System and notify the Office of Student Accounts. Upon notification by the Dean or designee, the Office of Student Accounts will provide a refund of tuition and all fees, either to the student at the student's current address or to the student's lender. Confirmation will be sent to the office of the Dean of Student Affairs at the student's school.

Financial Aid:

Students should determine how to manage outstanding student financial aid including loans, grants, and work study, by contacting the Office of Financial Aid

In accordance with U.S. Department of Education guidance, a qualified student is not required to return financial aid that has been disbursed to the student to cover living expenses. (See
http://www.ifap.ed.gov/dpcletters/GEN0113.html)

Student Health Insurance

Students who wish to drop health insurance coverage should apply for a pro-rated refund by presenting documentation signed and dated by the Dean or designee to the Bursar's Office

Students who do not withdraw from school and who wish to retain health insurance coverage for themselves and their families under the student health insurance plan should not apply for a refund. Student health coverage is provided on a per-semester basis. If a student does not request a refund of the student health fee, health insurance through the student health insurance plan will continue automatically until the end of the current semester. If the student is on a leave of absence for active military duty for the United States or an ally of the United States during a national or international crisis or conflict, student health insurance will remain in force as long as the student continues to pay the health insurance fee. A student's family cannot be insured under the student health insurance plan unless the student continues to be insured under the plan.

Housing

Students who wish to terminate housing agreements early may receive a pro-rated refund. Students should present documentation signed and dated by the Dean or designee and apply to the Assistant Director of Student Housing.

Disputes

In case of a disagreement in the interpretation or implementation of this policy, a student may appeal in writing to the Assistant Vice President for Student Affairs. The decision of the Assistant Vice President may be appealed by a student or a Dean of a school to the Vice President for Academic Affairs, whose decision will be final.

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