POLICIES AND PROCEDURES
BOARD OF REGENTS
STATE OF LOUISIANA
SECTION II 8.2
RESERVIST AND NATIONAL GUARD MOBILIZATION/ACTIVATION
FOR LOUISIANA PUBLIC HIGHER EDUCATION INSTITUTIONS
(Revised 9/01)
POLICIES
I.
Awarding of Academic Credit/Grades
1, 2
A.
Mobilization/Activation during the first fourteen (14) class days of a regular
semester [seven (7) days for summer sessions]
3
will result in the complete
withdrawal of the student from the college or university without penalty and
without punitive grade. Tuition and fees which have been paid will be refunded
100 percent exclusive of student insurance fees and other nonrefundable fees.
Room and board payments will be refunded on a prorated basis.
B.
Mobilization/Activation during the period between the fifteenth (15
th
) class day
[eighth (8
th
) class day for summer sessions]
4
and the last day to withdraw from
classes with a grade of “W” will result in the awarding of the grade of “W” in all
classes in which the student is officially enrolled. Tuition and fees which have
been paid will be refunded 100 percent exclusive of student insurance fees and
other nonrefundable fees. Room and board payments will be refunded on a pro
rated basis.
C.
Mobilization/Activation during the period between the next class day after the last
day to withdraw from classes with a grade of “W” and approximately one (1) to
two (2) weeks [five (5) to ten (10) class days] prior to the end of a regular
semester [three (3) to six (6) class days for a summer session]
5
, will result in the
student:
1.
choosing to take the grade of “W” in all courses in which the student is
officially enrolled. In this case, tuition and fees which have been paid will
be refunded 100 percent exclusive of student insurance fees and other non
refundable fees. Room and board payments will be refunded on a prorated
basis; or
2.
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 “W” in
some courses and request the grade of incomplete (with the instructor’s
concurrence) in other courses. This option will result in a refund of that
portion of tuition paid for those courses in which the student chooses to
receive a grade of “W” (fees will not be refunded).
6
Room and board
payments will be refunded on a prorated basis.
D.
Mobilization/Activation during the last five (5) to ten (10) class days of a regular
semester [three (3) to six (6) class days for a summer session]
5
will result in the
student:
1.
choosing to take the grade of “W” in all courses in which the student is
officially enrolled. In this case, tuition and fees which have been paid will
be refunded 100 percent exclusive of student insurance fees and other non
refundable fees. Room and board payments will be refunded on a prorated
basis; or
2.
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 courses. The student may choose to take the grade of “W” in some
courses and request the grade of incomplete (with the instructor’s
concurrence) in other courses. This option will result in a refund of that
portion of tuition paid for those courses in which the student chooses to
receive a grade of “W” (fees are not refunded).
6
Room and board payments
will be refunded on a prorated basis; or
3.
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 his courses based upon the student’s work in the course up to the date
of mobilization/activation.
7
The student may request incomplete grades
(with the concurrence of course instructors) in some courses, choose the
grade of “W” in come courses, and request final grades based on
coursework completed (with the concurrence of course instructors) in some
courses. This option will result in a refund of that portion of tuition paid
for those courses in which the student chooses to receive a grade of “W”
(fees are not refunded).
6
Room and board payments will be refunded on a
prorated basis, or
4.
requesting, with the concurrence of the instructors of the affected courses in
which the student is officially enrolled, to take an early final examination in
some courses in order that the instructor can determine a final course grade
for the student. The student may request (with the concurrence of the course
instructors) to receive a final grade based upon course work prior to the
date of mobilization/activation in some courses
7
, request (with the
concurrence of course instructors) incomplete grades in some courses,
choose the grade of “W” in some courses, and request early final exams
(with the concurrence of course instructors) in some courses. This option
will result in a refund of that portion of tuition paid for those courses in
which the student chooses to receive a grade of “W” (fees are not
refunded).
6
Room and board payments will be refunded on a prorated
basis.
II. 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 he/she is officially registered,
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
grades(s).
III. Academic Status Upon Reenrollment
A.
When students whose higher education academic careers are interrupted by
mobilization/activation reenroll in the same institution within one year of
completion of their involuntary term of active service, the college or 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. This will allow students to continue their academic studies with as
little interruption as possible.
1.
For students reenrolling under circumstances as described above, every
reasonable attempt should be made to give preferential enrollment into high
demand courses necessary for them to continue their studies with as little
interruption as possible. This is particularly necessary for students who are
enrolled in curricula which require sequenced courses of study.
2.
Time spent on mobilized active duty should not be counted in determining
the institution catalogs under which the student may meet curricular or
degree requirements. That is, where an institution allows the student to
choose either the catalog in effect upon first entering the institution, as long
as the student’s attendance was continuous, or any subsequent catalog for a
given period, the time while on involuntary active duty will not be counted.
A person who, upon being offered separation from involuntary active duty,
reenlists or otherwise voluntarily extends active duty retains the right of
catalog choice only for the period of initial involuntary mobilization.
Example A
: At a school that allows baccalaureate students the choice of
six (6) years of catalogs, an August, 2000, first time freshman normally
would be allowed to meet baccalaureate requirements stated in the 2000
2001 catalog or in any subsequent catalog in effect through the 200506
academic year. If that student began school and was mobilized for two
years, the catalog choice could extend through the 200708 catalog.
Catalogs issued during the active duty period may be excluded from the
choice.
Example B
: If the student in Example A voluntarily extends active duty one
year beyond the initial opportunity for separation, 20072008 would remain
as the latest catalog choice.
Example C
: If the student in Example A voluntarily extends active duty for
two years, the institution could restrict catalog choices only to those
beginning when the student reenrolls.
3.
If certain courses required in a student’s curriculum are no longer taught at
the time of reenrollment, the institution shall make reasonable
accommodations with substitute courses, independent study or other
appropriate means.
4.
In instances of substantial curriculum change during the period of
involuntary military service, the student’s academic dean or department
head may work with the student and prescribe a special curriculum, not
necessarily following any given catalog, which will assure proper
preparation of the student for his/her respective profession.
5.
If a student’s curriculum no longer exists at the time of reenrollment, the
institution shall reasonably assist the student in changing to a new
curriculum or transferring to an institution where the desired curriculum is
available.
6.
For law students, waivers will be granted as necessary for the requirements
of the American Bar Association Standards.
IV. Scholarships
If a student is mobilized/activated while holding a scholarship under the control of the college or
university in which the student is enrolled, 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
reenroll in the college or university he/she was attending at the time of mobilization/ activation
within a oneyear period from the time of separation from his/her involuntary active duty period.
V. Books
Since course textbooks change regularly, students who are mobilized/activated are strongly urged
to sell those course textbooks they do not intend to keep for their personal collection at the time
they leave the college or university. If these textbooks are to continue being used in the courses
involved, colleges and universities should arrange for the purchase of these textbooks by the
campus bookstore, if such exists.
VI. Student Grants and Loans
A.
If students who have received grants and loans for attending college are
mobilized/activated before the end of the semester, any tuition and fees refunds, as
well as room and board refunds, may have to be returned to the granting agency or
applied toward retirement of the loan. Students should consult with the Financial
Aid Officer of the college or university they are attending in order to obtain
clarification and/or further information on this matter.
B.
If students on grants/loans are mobilized/activated early in the academic term,
before they receive their grant/loan check, they should be aware that when
received, their grant/loan check may have to be returned to the grantor or lender
and therefore may not be applied to their college/university debts. Hence, students
so affected may find that they owe some debts to the college or university
1.
Dates and time intervals in these policies are given for institutions which operate on the
semester system. Louisiana Tech University is the only public higher education institution
which operates on the quarter system. Appropriate dates and time intervals for Louisiana
Tech University are given below in footnotes 3, 4, and 5.
2.
In each of the options listed below, if the mobilized/activated student is enrolled in the
LSU Law Center, in addition to obtaining the “concurrence of the course instructor,” the
student must also obtain the “approval of the academic administrator.”
3.
For Louisiana Tech University, this should read: “Mobilization/Activation during the first
nine (9) days of a quarter . . .”
4.
For Louisiana Tech University, this should read: “Mobilization/Activation during the
period between the tenth (10
th
) class day . . .”
5.
For Louisiana Tech University, this should read: “. . . four (4) to eight (8) class days prior
to the end of a quarter . . .”
(example: room and board expenses) when they return from involuntary active
service and may be required to satisfy these debts before being allowed to re
enroll. Students should consult the Financial Aid Office of the college or university
for clarification.
VII. Spouses and Dependents of Mobilized/Activated Students
A.
Insurance Coverage
When necessary, colleges and universities should work closely with spouses of
students who are mobilized/activated to insure maximum medical insurance
coverage to the extent allowed by the insurer for the spouse and dependents of the
student. This is particularly important during the time period between the date of
involuntary mobilization/activation and the date on which the student’s military
medical coverage takes effect.
B.
Housing
Spouses and dependents of students who are mobilized/activated and who live in
college/university married student housing shall be allowed to continue renting or
leasing these quarters. If the student does not reenroll in his/her former college or
university within six (6) months after the completion of his/her involuntary
mobilization/activation period, then the spouse and dependents of this student may
be required to vacate the married student housing.
C.
Enrolled Dependents
Institutions should inaugurate policies to assist negatively impacted students who
are dependents of spouses, parents, and guardians who are mobilized/activated.
6.
The amount that will not be refunded will be determined by the number of credit hours for
which the student chooses to receive a grade other than “W”.
7.
In some courses where the grade is based entirely upon a final exam or final project (e.g.
law courses), this option would not be available.
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