Military Service Mobilization/Activation and Readmission Policy

Purpose

McNeese State University complies with the Louisiana Board of Regents Uniformed Service Mobilization Policy (Academic Affairs Policy 2.21), the University of Louisiana System policy on reservist and national guard mobilization/activation (Policy and Procedures Memorandum S-II.XXII.-1a), and applicable federal regulations (34 CFR §668.18 and related Federal Student Aid Handbook guidance).

This policy ensures that students who serve in the U.S. Armed Forces, including the National Guard and Reserves, are provided academic and financial protections during periods of involuntary mobilization or activation and have guaranteed rights to readmission upon return.

Eligibility and Notification

Students are eligible for protections under this policy if they are called to or volunteer for active duty in the U.S. Armed Forces, including the National Guard or Reserves, for more than 30 consecutive days under a call or order to active duty for a covered service. Covered service includes:

• Active duty in the Armed Forces
• Full-time National Guard duty under federal orders
• Service for training or other related purposes as defined by federal law

Students must submit a copy of their military orders to the Office of the Registrar (registrar@mcneese.edu) as soon as practicable. When possible, students should also notify their academic dean upon receipt of orders. If advance notice is not feasible due to military necessity, a parent, guardian, spouse, or an appropriate military officer may notify the University on the student’s behalf. The University will not deny readmission based on failure to provide advance notice, provided the failure is due to military necessity.

Enrollment and Academic Options Upon Mobilization or Activation

Depending on when involuntary mobilization or activation occurs during the term, the student has the following enrollment and academic options:

• Mobilization or activation prior to or on the 14^th class day of a regular semester (7^th class day for summer):
  • Enrollment will be canceled, and no grades or penalties will be recorded.
  • The student will receive a 100% refund of tuition and fees paid, including non-refundable fees and, if applicable, student insurance.
  • Room and board payments will be refunded on a pro-rata or unused basis.
• Mobilization or activation after the 14^th class day of a regular semester (7^th class day for summer) through the last date to withdraw from courses:
  • The student will receive a grade of W (withdrawal) in all enrolled courses, and the student’s transcript will be annotated to indicate withdrawal due to military activation.
  • The student will receive a 100% refund of tuition and fees paid, excluding non-refundable fees and student insurance.
  • Room and board payments will be refunded on a pro-rata or unused basis.
• Mobilization or activation after the last date to withdraw from courses through the date classes end (before the final exam period):
  • With faculty approval, the student may choose one or more of the following options:
    • Receive a grade of W (withdrawal).
    • Receive a grade of I (incomplete), with up to one year after release from active duty to complete coursework.
    • Receive a final grade based on coursework completed to date.
    • Take the final exam early to determine the final grade.
    • Use a combination of the above options across different courses, as appropriate.
  • For courses in which the student receives a grade of W:
    • The student will receive a refund of tuition and fees paid only for withdrawn courses, excluding non-refundable fees and student insurance.
    • Room and board payments will be refunded on a pro-rata or unused basis.
  • All enrollment decisions and grade determinations must be made in consultation with the involved faculty. The University will work in good faith to ensure minimal academic disruption while preserving academic integrity and standards.

Financial Aid and Scholarships

Students receiving federal, state, or institutional aid should consult the Office of Financial Aid and Scholarships before departure to determine the impact of mobilization on aid eligibility, deferment, or repayment status. Students using Louisiana aid programs (e.g., TOPS, GO Grant) should also contact the Louisiana Office of Student Financial Assistance (www.osfa.la.gov) before leaving.

Institutional scholarships held at the time of mobilization will be reinstated upon re-enrollment, provided the student remains otherwise eligible and re-enrolls within one year.

Textbooks

If course materials remain in use in subsequent semesters, the McNeese Team Store will, when possible, arrange to repurchase textbooks from students called to active duty.

Medical Insurance

The University will work with students and their families to maintain the maximum allowable insurance coverage through the student’s provider during the period of mobilization.

Readmission and Academic Status

McNeese State University complies with 34 CFR §668.18 regarding the readmission of servicemembers. A student whose attendance is interrupted due to military service is entitled to readmission with the protections below.

Eligibility Window

The student must notify the University of intent to return:

• Within three years of completing military service; or
• Within two years after recovery if hospitalized or convalescing from service-related illness or injury.

Students who miss these deadlines may still be readmitted under the institution’s general readmission policies.

Readmission Rights

The student will be readmitted:

• To the same program (or the most similar one available).
• With the same number of completed credit hours.
• At the same academic standing as when last enrolled.

If the original program is no longer offered, the University will make reasonable efforts to accommodate the student in a comparable program.

Tuition and Fees

• No readmission fee will be charged.
• If readmitted to the same program, the University will assess the tuition and fee charges the student was or would have been assessed for the academic year during which they left; however, if the student’s veterans education benefits or other service member education benefits will pay the higher tuition and fee charges that other students in the program are paying for the year, the University will assess those charges to the student as well.
• If admitted to a different program, and for subsequent academic years for a student admitted to the same program, the University will assess no more than the tuition and fee charges that other students in the program are assessed for that academic year.

Placement and Support

The University will make reasonable efforts to help the student resume academic progress. This may include providing refresher or remedial coursework or allowing additional time for program completion.

Denial of Readmission

Readmission may only be denied if:

• The student is dishonorably discharged or otherwise disqualified under federal law; or
• Readmission would require beyond-reasonable efforts that place undue hardship on the University.

Any denial will be issued in writing with an explanation of the determination.

Communication

This policy is distributed via the Academic Catalog and the University Policies webpage.