Veteran students

The State of Wisconsin grants priority registration for students who have served or are serving on active duty under honorable conditions in the United States armed forces, including Reservists and members of the National Guard. At the University of Wisconsin-La Crosse, priority registration allows service members to register at the front of their class, meaning that a service member of sophomore standing will be able to register before other sophomores. To receive this benefit, a DD-214 or a Notice of Basic Eligibility (NOBE) must be filed with the Veteran Educational Benefits Coordinator prior to registration

Withdrawal Policies and Procedures for Students Called to Active Military Duty

I. POLICIES

The following policies and procedures apply only to those students who are current service members and called to active duty, or to the immediate family members of a current service member called to active duty, immediately prior to or during an academic term in which they are enrolled. These policies and procedures do not extend to individuals, or the immediate family members of individuals, who voluntarily enlist during an academic term in which they are enrolled. Students should be referred to the Veteran Educational Benefits Office (116 Graff Main Hall) and Student Life Office (149 Graff Main Hall) for assistance and guidance with the following processes.

1. Withdrawal Options and Related Fee Refund Policies
   1. Students called to active duty prior to the beginning of an academic term who elect to withdraw from the university will receive a 100% refund of all fees, including deposits and all housing and meal plan fees. Students may elect to have their deposits applied to a future term.
   2. Students called to active duty after the beginning of an academic term must choose one of the following options before departing for active duty or two weeks after returning from active duty:
      1. Withdraw from the University - Students choosing this option will receive a full refund of academic (deposit, tuition and segregated) fees and the prorated refund of housing and meal plan fees. No withdrawal fee will be assessed. Refunds of special course fees will be reviewed on an individual basis. The actual withdrawal date will be recorded; it will not be backdated.
      2. With the permission of the course instructors, accept the grades earned to that date in each of their courses, or take the grade of Incomplete ("I") in some or all courses. Students who choose this option are not eligible for the refund of academic fees (deposit, tuition and segregated) or special course fees, but are eligible for the prorated refund of housing and meal plan fees.
      3. Withdraw from some courses and request grades and/or Incomplete grades in some courses. Students who choose this option will receive a 100% refund of academic fees (deposit, tuition and segregated) only for those courses from which the student withdraws and the course load drops below the minimum credits in the fee plateau, i.e., drops below 12 credits for undergraduate students. Refunds of special course fees will be reviewed on an individual basis and refund of housing and meal plan fees will be prorated.
   3. Housing and Meal Plan Fees:
      1. Students called to active duty before the beginning of an academic term shall receive a 100% refund of fees.
      2. Students called to active duty after the beginning of the academic term shall receive a refund based upon the unused portion of the fee.
      3. Students will be expected to move their belongings out of the residence hall unless special arrangements have been made with the residence life staff. The prorated amount will be determined based on date of proper and completed checkout.
      4. Deposits will be refunded.
2. Financial Aid Policy
   1. Unearned financial aid will be returned to the U.S. Department of Education.
   2. Perkins Loan recipients will be granted a military deferment that will relieve the borrower of repayment responsibility while on active duty.
   3. Stafford Loan recipients should contact their lender or guarantee agency to request that their loans be maintained in an in-school status which will relieve them of repayment responsibility while on active duty for a period of up to three years. If needed, the Financial Aid Office will contact the lender or guarantee agency on behalf of the student. Note: the National Student Clearinghouse file will not indicate in-school status.
   4. Students may need to appeal satisfactory academic progress in future semester, (i.e. pace or maximum timeframe requirements). Deployment will be considered in the appeal process.
3. Academic Record Policy
   1. Students called to active duty prior to the beginning of an academic term will have no academic record for that term.
   2. Records of students who are called to active duty after the beginning of an academic term and who elect to withdraw from the university will show the notation: "Withdrew (date)." No credit will be earned. Withdrawal marks of "EP/EF" will be recorded for each course; these grades do not affect GPA.
   3. For students who receive "Incomplete" grades, the following applies:
      1. Permission of the instructor is required for each course.
      2. The length of time to complete Incompletes will be extended as necessary. (For more information, refer to the University Incomplete Grade Policy in the catalog.)
   4. For students who have completed enough work to receive permanent/final grades, those will be submitted, recorded and calculated into the GPA according to standard procedures.
4. Re-entry Policy
   1. Students called to active duty are guaranteed re-entry upon the completion of active duty.
   2. The usual re-entry application and financial aid deadlines will be waived. Housing will be guaranteed also.
   3. Readmission decisions, if necessary because of academic standing, will be made on an individual basis.
5. Veterans Administration Regulations

"A student called to active duty may also have his or her entitlement restored if training is interrupted only if they did not receive credit for a course and must retake at another time."

{Citation: 38 CFR 21.7576(e)(1)(ii)}

II. PROCEDURES

1. Student
   1. Contact the Veteran Educational Benefit Office to initiate military withdrawal.
   2. Submit a copy of orders/activation papers to Veteran Educational Benefits Office.
   3. Return textbooks to the Textbook Rental.
   4. Notify Stafford Loan lending agency, if applicable.
2. Veteran Educational Benefits Office
   1. Provide initial communication to campus offices on pending military withdrawals. File a copy of the student's call-up orders in the student's file as documentation for financial auditors.
   2. Receive and distribute military orders to Student Life.
   3. Notify VA of any student called to active duty who is receiving benefits.
3. Student Life Office
   1. Coordinate withdrawals from the university, filing of Incomplete forms, and other processes deemed necessary to assist students who are called to active duty, if time does not permit student to complete the process. For graduate students, notify Graduate Studies and the student's Graduate Program Director.
   2. Forward copy of military withdrawal paperwork to the Cashiers' Office and Records and Registration Office along with withdrawal form.
   3. Student Life will work with the Cashiers' Office to apply the appropriate withdrawal date for a refund, if applicable.
4. Cashiers' Office
   1. Process full refunds of academic fees and prorated refunds of housing and meal plan fees, as indicated by the above policies.
   2. Enforce financial aid repayment policies as directed by the Department of Education.
5. Records and Registration Office
   1. Process either university withdrawals or course withdrawals as appropriate with date of withdrawal.
6. Financial Aid Office
   1. Identify active duty students' files to ensure proper allowances for satisfactory academic progress, waiver of repayment of unearned federal grants and maintenance of in-school status for loans.

CAPS first approved 11/9/01; updated 2/25/09.
Revision approved by CAPS 3/5/21, Graduate Council on 4/16/21, and Faculty Senate on 4/27/2021.

Short Term Military Absence Policy and Procedures

I.  Policy

Military students and their immediate family members who are enrolled as students shall not be penalized for class absence due to unavoidable or legitimate required military obligations, or medical appointments at a VA facility, not to exceed ten percent of instruction hours. Special permission may be granted by the instructor to exceed ten percent. Students are responsible for notifying faculty members of such circumstances as far in advance as possible and for providing documentation (military orders or VA appointment letter) to the Veteran Educational Benefit Office to verify the reason for the absence. The faculty member is expected to provide reasonable accommodations or opportunities to make up exams or other course assignments that have an impact on the course grade. Students are not relieved from completing assignments or group work. For longer term absences that will exceed the 10% of instruction hours, students should be referred to the Military Withdrawal Policy.

II. Procedures

1. Student
   1. Contact the Veteran Educational Benefit Office to request short term military absence.
   2. Submit a copy of orders/appointment notification/documentation to Veteran Educational Benefits Office.
2. Veteran Educational Benefits Office
   1. Receive and review student request and documentation for short term military absences. Notify student if the absence meets or does not meet the criteria established under the policy. Consult with Student Life as needed.
   2. Provide communication to faculty/instructors for affected classes on absences that meet the criteria of the short term military absence policy. File a copy of the student's documentation in the student's electronic file.
   3. Notify Student Life on students who meet the criteria and forward a copy of paperwork.
3. Student Life Office
   1. File student’s paperwork for future reference.