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National Guard and Reservist Mobilization/Activation

Authority: Academic Affairs and Enrollment Management
Date Enacted or Revised: January 17, 2006; Revised October 6, 2015; March 20, 2022

McNeese State University adheres to the Louisiana Board of Regents Uniformed Service Mobilization policy (Academic Affairs Policy 2.21) and the University of Louisiana System Reservist and National Guard Mobilization/Activation policy (PPM S-II.XXII.-1a).

Preamble

Louisiana public higher education recognizes that many students serve our country in the reserve forces of the US Armed Services and the Louisiana National Guard, and that these students are subject to unforeseen mobilization/activation in response to local, regional, national, or international emergency situations. It is the policy of Louisiana public higher education to minimize the effects of this disruption as much as possible.

In order to qualify under the provisions of this policy, students must present a copy of military orders indicating their mobilization or activation to the Office of the Registrar. Students should contact the Office of the Registrar as soon as they are notified of the call-up. The Office of the Registrar will inform them of the procedures to be followed and will notify appropriate University officials as needed. If, due to time constraints between the time of notification and the time of actual mobilization or activation, students cannot present their orders as required, the parents, guardians, or spouse of the student may do so. Toward this end, the following policies are adopted by the University.

Awarding of Academic Credit/Grades

  • Mobilization/activation during the first 14 class days of a regular semester (seven days for summer sessions) will result in the complete withdrawal of the student from the University without penalty and without grade.
  • Mobilization/activation during the period between the 15th class day (eighth class day for summer sessions) and the last day to withdraw from classes will result in the awarding of the grade of WM (withdrawal for military activation) in all classes in which the student is officially enrolled.
  • Mobilization/activation during the period between the next class day after the last day to withdraw from classes and approximately one to two weeks (five to ten class days) prior to the end of a regular semester (three to six class days for a summer session) will result in the student:
    • Choosing to take the grade of WM in all courses in which the student is officially enrolled; or
    • Requesting, with the concurrence of the instructors of the affected courses in which the student is officially enrolled, to take an incomplete grade in some or all of these courses. Students are cautioned that prolonged absence may affect their ability to complete the coursework required for removal of incomplete grades. The student may choose to take the grade of WM in some courses and request the grade of incomplete (with the instructor’s concurrence) in other courses.
  • Mobilization/activation during the last five to ten class days of a regular semester (three to six class days for a summer session) will result in the student:
    • Choosing to take the grade of WM in all courses in which the student is officially enrolled;
    • Requesting, with the concurrence of the instructors of the affected courses in which the student is officially enrolled, to take an incomplete grade in some or all of these courses. The student may choose to take the grade of WM in some courses and request the grade of incomplete (with the instructor’s concurrence) in other courses;
    • Requesting, with the concurrence of the instructors of the affected courses in which the student is officially enrolled, to receive a final grade in some or all of their courses based upon the student’s work in the courses up to the date of mobilization/activation. The student may request incomplete grades (with the concurrence of course instructors) in some courses, choose the grade of WM in some courses, and request final grades based on coursework completed (with the concurrence of course instructors) in some courses; or
    • Requesting, with concurrence of the instructors of the affected courses in which the student is officially enrolled, to take an early final examination in some courses so the instructor can determine a final course grade for the student. The student may request in some courses (with the concurrence of the course instructors) to receive a final grade based upon coursework prior to the date of mobilization/activation, request incomplete grades, choose the grade of WM, and request early final exams.

Time Limit for Removing Incomplete Grades

If the mobilized/activated student requests (with the concurrence of the course instructors involved) incomplete grades in all or some of the courses in which they are officially enrolled, the student shall have no longer than one year after conclusion of the involuntary term of active duty to meet with University officials and work out a timetable for removing the incomplete grade(s).

Academic Status Upon Re-enrollment

  • When students whose higher education academic careers are interrupted by mobilization/activation re-enroll at the University within one year of completing their involuntary term of active service, the University will make every possible effort to place these students back into their academic studies track as close as possible to the same place the students occupied when mobilized/activated. The normal readmission application fee will be waived for these students.
  • Reasonable attempts should be made to give preferential enrollment into high demand courses necessary for these students to continue their studies with as little interruption as possible.
  • Time spent on active duty should not be counted in determining the catalog under which the student must meet curricular or degree requirements; involuntary mobilization/activation will not be considered a break in continuous attendance, for catalog purposes. A person who, upon being offered separation from involuntary active duty, reenlists or otherwise voluntarily extends active duty, may be considered to have broken continuous attendance.
  • In instances of substantial change to curricula or course inventory during the period of involuntary military service, the University will make reasonable accommodations with substitute courses, independent study, or other appropriate means. If a student’s curriculum no longer exists at the time of re-enrollment, the University will reasonably assist the student in changing to a new curriculum or transferring to an institution where the desired curriculum is available.

Refunds

  • If a student elects to withdraw from all courses during the first 14 class days of a regular semester (seven days for summer sessions), 100% of all tuition and fees shall be refunded, including student insurance and other non-refundable fees. Room and board charges will be refunded on a pro-rata or unused basis, whichever is appropriate.
  • If a student elects to withdraw from all courses after the 14th class days of a regular semester (7th class day for summer sessions), 100% of all tuition and fees shall be refunded, excluding student insurance and other non-refundable fees. Room and board charges will be refunded on a pro-rata or unused basis, whichever is appropriate.
  • If a student elects to take a grade of I and/or a final grade in some of their courses and withdraw from others, the refund shall be that portion of tuition and fees for those courses in which the student chooses to withdraw. Room and board charges will be refunded on a pro-rata or unused basis, whichever is appropriate.

Scholarships

If a student is mobilized/activated while holding a University scholarship, then that student shall have this scholarship, or an equivalent scholarship, upon reenrolling after the student’s period of involuntary active duty so long as the student remains otherwise eligible. This provision shall lapse if the student does not re-enroll at McNeese within a one-year period from the time of separation from their involuntary active duty period.

Books

If course textbooks are to continue being used in subsequent semesters or terms for courses from which a mobilized/activated student withdraws, the University will arrange for the purchase of these textbooks by the University Bookstore, when possible.

Student Grant and Loans

Students who have been awarded grants or loans and are mobilized/activated at any time during the semester or term should be advised to consult with the Office of Financial Aid in order to obtain clarification and/or further information on the status or repayment requirements of any existing grants and loans for attending college. Students on any state aid (e.g., TOPS, GO) should be urged to contact the Louisiana Office of Student Financial Assistance before leaving the campus.

Insurance Coverage for Spouses/Dependents of Mobilized/Activated Students

When applicable, the University will work closely with spouses of students who are mobilized/activated to ensure maximum medical insurance coverage to the extent allowed by the insurer for the spouse and dependents of the student.

Communication

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

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