Learning Technology Policy 2.3.1 - National Guard
Mobilization
Effective date: 1991/02/28
(Revised 9/01)
POLICIES
I. Awarding of Academic Credit/Grades1, 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. Room and board payments will be refunded on a pro-rated basis.
B. Mobilization/Activation during the period between the fifteenth (15th) class day
[eighth (8th) 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 non-refundable fees.
Room and board payments will be refunded on a prorated 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 pro-rated 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 pro-
rated 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 pro-rated 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 pro-rated 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
pro-rated 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 courses7, 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 pro-rated 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 Re-enrollment
A. When students whose higher education academic careers are interrupted by
mobilization/activation re-enroll 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 re-enrolling 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 2005-06
academic year. If that student began school and was mobilized for two years, the catalog
choice could extend through the 2007-08 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, 2007-2008 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 re-
enrolls.
3. If certain courses required in a student’s curriculum are no longer taught at the time of
re-enrollment, 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 re-enrollment, 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 re-enrolling 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 in the college or university he/she was attending at the time of mobilization/
activation within a one-year 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
(example: room and board expenses) when they return from involuntary active service
and may be required to satisfy these debts before being allowed to reenroll. 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
incollege/university married student housing shall be allowed to continue renting or
leasing these quarters. If the student does not re-enroll 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.
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 (10th) class day . . .”
5. For Louisiana Tech University, this should read: “. . . four (4) to eight (8) class days
prior to the end of a quarter . . .”
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.