Military Activation & Withdrawal Guide

Some EKU students have had their college careers affected, involuntarily, by military deployment. Below is information regarding University policy on this matter, explaining various options available to these students. Any questions should be directed to the Office of the Registrar at 859-622-2345.

Students Called to Active Duty

A student who is called to active duty or whose spouse/legal guardian or sponsored dependent is called to active duty may be unable to complete courses in which they enrolled. If military activation or mobilization affects the ability of a student to complete a course, the University provides several options, including withdrawal from the course and/or University or taking an incomplete and completing the course(s) following completion of active duty. A student who is activated (not simply enlisting) by the military should speak with each instructor to determine which of the three following options is best. In each case it is advised that the instructor be given a copy of the student’s activation orders.

Receive a grade – For students deployed to military action after the 12th week of the semester the instructor has the option of assigning the student a grade in the class based upon work completed. That grade would be submitted during normal final grade submission, no additional work would be required of the student.
Receive an incomplete due to military activation – If the instructor feels that the portion of the semester remaining, and volume of uncovered material is such that it can be made up in a reasonable amount of time and effort, a grade of “Incomplete for Military Activation” may be given. The instructor or the student must ensure that a copy of the student’s military orders are received by the Registrar’s Office. Without a copy of these orders the student cannot receive the “Incomplete for Military Activation” grade. The instructor completes an Incomplete Grade Contract and notes on the contract that this is due to military activation. If the instructor has a copy of the military orders they should be attached to the Incomplete Contract. Once the Registrar’s Office receives a copy of the military orders the normal “I” grade will be converted to “IM”. It should be noted that the student is responsible for contacting the instructor once they are discharged from duty. The date of military discharge starts the student’s clock counting down the two years allowed to complete the “IM” grade.
Receive a military withdraw from a class, or from the university as a whole – The student should send a letter requesting a withdrawal and enclose a copy of the activation notification. The Office of the Registrar staff will process the withdrawal which also triggers a 100% refund or reduction of tuition. The letter should be addressed to: EKU Registrar, Whitlock CPO 58, 521 Lancaster Avenue, Richmond, KY 40475-3158 (FAX Number: 859-622-6207). The letter and active duty orders can also emailed to reg.records@eku.edu from the student’s EKU email address.
The letter must include the following information:
Student name and Student EKU ID Number
A statement that the student wishes to withdraw completely from the University OR listing the individual courses for withdrawal.
Student’s signature (absolutely mandatory), and the date.
It is mandatory that a copy of the activation notification be enclosed with this letter.

Tuition Refund

If a student is called to active duty, a Military Withdrawal will be processed with a hundred percent (100%) refund. The procedure is that a copy of the activation papers along with the request to be withdrawn should be sent to The Office of the Registrar, SSB CPO 58, Eastern Kentucky University, 521 Lancaster Avenue, Richmond, Kentucky 40475-3102. The request does not need to be sent prior to leaving. It can be accepted later, but there must be a copy of the activation as documentation.

Dining Services Refund

For flex-dollars and Colonel Card dollars, a refund of the full remaining account balance will be made.

For board plans, a pro-rata refund proportional to the time remaining in the semester will be made.

The procedure is that a copy of the activation papers along with a copy of the request to be withdrawn should be sent to The Card Office, Attention: Lisa Robinson, Powell 17, Eastern Kentucky University, 521 Lancaster Avenue, Richmond, Kentucky 40475-3102.

Housing Refund

For Housing refunds, a pro-rata refund proportional to the time remaining in the semester will be made. The procedure is that a copy of the activation papers along with a copy of the request to be withdrawn should be sent to The Director of Housing, Coates SSB CPO 51, Eastern Kentucky University, 521 Lancaster Avenue, Richmond, Kentucky 40475-3102.

Student Financial Assistance

If a student has received Title IV federal financial aid and is activated prior to attending 60% of the term (for Fall 2002 it is October 21, 2002) then the student may be responsible for any required return of title IV funds. For additional information, please contact The Office of Student Financial Assistance, Coates SSB CPO 59, Eastern Kentucky University, 521 Lancaster Avenue, Richmond, Kentucky 40475-3102.

Students Who Volunteer for Military Service

A student who volunteers for military service during a semester makes the decision to join the military instead of being a student, and does so while the semester is in progress, (instead of completing the semester and then joining), is not eligible for Military Withdrawal, Military Incomplete, or to receive a grade early in the semester. The spouse of a student who volunteers for military service and cannot complete a semester will not be eligible for Military Withdrawal, Military Incomplete, or to receive a grade early in the semester.

University Policy
Academic Regulation: 4.3.14ACR
Military Activation and Course Completion