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Dec 11, 2025
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2025-2026 Policies and Procedures
3357:12-14-30-1-Military Students Called to Active-Duty Procedure
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PROCEDURE GUIDELINES
Notification of Active Duty
- Students called to active duty must provide official documentation of their military orders to the Registrar’s Office as soon as possible.
- Once notified, the Registrar’s Office will inform relevant faculty members and academic departments of the student’s status.
Withdrawal Options Students may choose one of the following options:
- Full Withdrawal: Students may withdraw from all courses with no academic penalty. A full tuition and fee refund will be issued, and any grades of “W” (withdrawal) will be assigned without affecting the student’s GPA.
- Partial Withdrawal: If the student has completed significant portions of certain courses, they may choose to withdraw from some courses while arranging for alternative completion methods (see below).
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Incomplete Grades and Course Completion
- Incomplete Grades: Students may request an incomplete grade (“I”) for courses where they have completed a significant portion of the coursework. The instructor will work with the student to establish a timeline and plan for completing the remaining course requirements upon their return from active duty.
- Online/Distance Learning: For courses that are available online or can be completed remotely, students may request to finish their coursework while on active duty, if feasible.
Academic Standing and Financial Aid
- Academic Standing: Students who withdraw due to active duty will not be penalized academically. Their academic standing will be maintained, and they will be allowed to re- enroll with the same standing when they return.
- Financial Aid: The Financial Aid Office will assist military students in understanding the impact of their withdrawal on financial aid and will work to ensure compliance with
federal and state aid policies. Students may be required to return portions of unearned financial aid depending on their date of withdrawal, but military benefits will be handled in accordance with applicable laws.
Re-Enrollment After Active Duty
- Students returning from active duty will be granted priority re-enrollment and may resume their studies without penalty. The institution will make every effort to reinstate students in the same program and academic standing they had prior to their departure.
Residency Status
- Students called to active duty who are non-residents will retain their current residency status upon returning to Zane State College, even if the break in enrollment due to military service would normally change their residency classification.
Emergency or Short-Term Active Duty
- For students called to short-term active duty or emergency military obligations (e.g., National Guard activation during a state emergency), instructors are encouraged to offer flexibility in assignment deadlines, exams, and attendance policies.
Appeals and Exceptions
Students who believe they have not been appropriately accommodated may file a formal appeal with the Registrar’s Office. Exceptions to this policy may be considered on a case-by-case basis, taking into account the student’s unique situation and military obligations.
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Procedure Owner
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Registrar’s Office
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Procedure Reviewers
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Registrar’s Office
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Related Policies
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Military Students Called to Active-Duty Policy
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Related Procedures
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Effective Date
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Next Review Date
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January 2026
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