Responsible Office: Academic Affairs
Policy Officer: Chief Academic Officer
Scope: |Student

Approved By: President's Council

Approved Date: 5/1/2024

Effective Date: 5/1/2024

Category: Academics

Description/Purpose:

Saint Francis University (SFU) acknowledges that students may be temporarily unable to attend classes or be required to pause their studies to perform military service. SFU encourages such students to resume their education once a military service obligation has ended and adopts this policy to ensure the timely readmission of such students.

Details:

Description: 

Saint Francis University (SFU) acknowledges that students may be temporarily unable to attend classes or be required to pause their studies to perform military service. SFU encourages such students to resume their education once a military service obligation has ended and adopts this policy to ensure the timely readmission of such students. 

A student is eligible for a Military Leave of Absence (MLOA) and readmission under this policy if, during an absence, the student performs uniformed service. Uniformed services means service, whether voluntary or involuntary, in the Armed Forces, including service by a member of the National Guard or Reserve, on active duty, active duty for training, or full-time National Guard duty under Federal authority, for a period of more than 30 consecutive days under a call or order to active duty of more than 30 consecutive days. The cumulative length of all absences for uniformed service (service time only) must not exceed five years. 

In some cases, there are less drastic alternatives to MLOA. If a substantial part of the semester has been completed at the time the student is called to service, the student may discuss arrangements with faculty to fulfill their academic responsibilities for the semester and apply for “I” (Incomplete) or “CN” (Continuing) grades as outlined in the University catalog. Additionally, if the student has completed 80% of the graded requirements in the course according to the syllabus, faculty may choose to discuss options with the student, including accepting the current grade or allowing the completion of final assignments or exams ahead of schedule. Students may also opt for a reduced course load. Students are encouraged to discuss such options with the University’s Center for Academic Success (CAS) prior to submitting a Military Leave of Absence.

Applicability 

Military Leave of Absence is available only to students who: 

1. Are U.S. Armed Forces active-duty service members or activated reserve-component service members (Guard or Reserve), and/or those who are dependent spouses or dependent domestic partners of the active-duty service member or activated reserve-component service member, and 
2. Have a military permanent change of station (PCS), temporary duty assignment (TDY), reserve-component activation, or deployment and, as a result, are unable to meet class attendance and other participation requirements, including web-based activities.  

Academic Records 

• Enrolled students requesting a MLOA prior to the session start date and up to the last day of the drop/add period will have their schedule canceled. The MLOA will be indicated on the student’s transcript. 
• Enrolled students requesting a MLOA after the last day of the drop/add period for that session will be withdrawn from all courses and receive a Military Withdrawal (WM) grade. The MLOA will be indicated on the student’s transcript. 

Please note that while on a MLOA, students may not enroll in any SFU courses. 

Process to Request  

• Students must submit a completed withdrawal form from the Center for Academic Success (CAS), along with a copy of their official military orders. 
• Graduate students must seek guidance from the graduate program department or director. 

Notifications will be sent to the Office of the Registrar, Financial Aid, Business Office, and the Military Affairs Coordinator. 

Financial Considerations 

Financial policies for Military Leave of Absence (MLOA) will ensure that: 

1. Students receive a full tuition refund for those courses that will not be completed due to military obligation. Tuition will be recalculated to include only continued courses. 
2. If a student has on-campus housing and/or a meal plan, they will be charged a prorated housing assessment to cover expenses already incurred for room and board and the housing balance and unused meal points will be refunded. 
3. Students will maintain their university access account/email at no cost to the student. 
4. Returning students will not be charged a re-enrollment fee or other additional fees. 
5. Students will be advised by the Financial Aid Office of actions required to defer loan(s) repayments based on active military duty obligations. 

Return/Re-enrollment 

In accordance with federal regulations, 34 C.F.R. § 668.18, SFU will promptly readmit service members who seek readmission to a program that was interrupted due to a uniformed service obligation. 

• A returning student will be permitted to reenroll in the next class(es) scheduled in the same academic program unless the student requests a later date of re-enrollment or agrees to a different program. 
• A returning student will be readmitted into the same academic program the student was enrolled in prior to the military service obligation. If the exact program no longer exists, the student will be admitted to the program that is most similar, unless the student requests or agrees to admission to a different program. 
• Returning students will be reenrolled with the same enrollment status, number of completed credit hours, and academic standing as the last academic year of attendance. 
• If SFU determines that a returning student is not prepared to resume the program or is unable to complete the program, the University must make reasonable efforts to enable the student to resume or complete the program at no additional cost to the student. If reasonable efforts are unsuccessful or if SFU determines there are no reasonable efforts it can take, SFU is not required to readmit the student. 

In accordance with federal regulations, returning students who receive a dishonorable or bad conduct discharge from the Armed Forces (including the National Guard and Reserves) are not eligible for readmission under this policy. However, servicemembers who receive dishonorable or bad conduct discharge may remain eligible for readmission even though they will not be entitled to the benefits outlined in this policy.

Approved and enacted May 1, 2024