Deployment Map

Northern Kentucky University recognizes and appreciates the important contributions made by Active Duty, Reserve, National Guard, ROTC military students in service to their country of allegiance. The university understands that students may be called into active military service for periods longer than 14 days or be required to be absent from class for shorter durations to fulfill military obligations.

The University has adopted an Active Duty Military Absence option to be considered for absences longer than 14 days. The University also has developed a Short-Term Military Absence policy for absences that exceed the attendance policy for the course(s) or last up to two weeks during the fall and spring semesters. The Short-Term Military Absence policy will apply to an equivalent time period in reduced semesters (e.g., 8-week terms and summer terms).

Examples of Active Duty Military Absence include but are not limited to:  individual or unit calls to active duty for deployment, natural disaster response, or receipt of military permanent change of station orders. Short-Term Military Absences may include funeral honor guard details, periodic training/drill obligations, ROTC field training exercises or service related medical appointments.

Students must provide instructors with maximum advance notice of absences and provide copies of their official military documentation (paper, electronic orders, or a unit’s memorandum). It is the responsibility of the student to request the opportunity to complete missed work, and to complete coursework according to the terms mutually agreed upon between the instructor and the student. Registration for those courses in which instructors accommodate the absence will remain intact and tuition and mandatory fees will be assessed in full for those courses. 

The Certifying Official and Registrar’s Office will collaborate together and obtain a copy of the official military documentation. The Certifying Official and the Registrar’s Office will work with the student and instructor to ensure complete understanding of the policy and the impact of the policy on the academic record, All parties will be notified and provide assistance in completing the form if necessary. If the student is serving in a country other than the United States, the Office of International Students and Scholars may be required to verify the student’s military necessity for withdrawal.

Once the student is aware of call to duty, the student must discuss their circumstances with the Certifying Official in the Veterans Resource Station. The student will be advised of the policy and given a Student Absence Due to Military Service form. Any withdrawal from the university may impact current and future VA benefits.

If a withdrawal is under any consideration the student will immediately notify and collaborate with the instructor. After discussion with the instructor, the only viable option may be to withdraw from some or all classes. Should a withdrawal be necessary or adjustments be made for a course, the student will follow the procedures identified in option A and B found in the Absence Due to Military Service Form.

  1. The student should see the Certifying Official in the Veterans Resource Station. The student will be advised of the policy and given a Student Absence Due to Military Service form. If a withdrawal is under any consideration the student will immediately notify and collaborate with the instructor.
  2. The Certifying Official will collect a copy of the official military documentation and a completed Absence form. Any questions regarding the decision will be answered and explained to the student.
  3. Per the student’s form, the following may occur:
    a.     Withdraw from all classes with a 100% refund with the report date used as the effective withdrawal date. Student is then Deregistered using “Military/Civil Service” as reason for withdrawal.
    b.    Certifying official will request the grade earned to date by the report date from each instructor, and that grade will be recorded by the official in the Registrar’s Office. Student is then Deregistered using “Military/Civil Service” as reason for withdrawal.
    c.     Withdraw from selected courses as indicated on the Notification form with the report date used as the effective withdrawal date.

Required reporting, outside of notifying SAS, FA and the instructors, includes notifying the VA Education Division for students using a GI Bill or VA Education Benefit. This will be done by the Certifying Official within 30 days of the withdrawal date. SAS will process and return any federal Tuition Assistance refunds, and FA will process and return any state Tuition Assistance refunds in accordance to Title IV.

Late submissions can be accepted and processed. However, retroactive withdrawals cannot be processed more than 6 months from the “end of active duty” date.  The Registrar’s Office and the Certifying Official will verify end dates to determine whether or not a late withdrawal will be allowed.

Any withdrawals not included on the  Absence  form, meaning submitted by the student using myNKU, will be processed in accordance with the dates published on the University’s Academic Calendar and may not be eligible for a refund. Appeals will be considered within 6 months of the “end of active duty” date. The student will need to provide a copy of the official military documentation before an appeal will be considered.