Student Services Manual (SSM)

Revised: 7/1/2013

SSM 201–18: Military Activation of Students

1. Notify the Veterans Services staff in the University Registrar’s Office or in the Veterans Services Office at the West campus about activation for military duty and obtain the Military Activation Form.
2. Complete the form, attach a copy of the military orders regarding activation, and submit to Veterans Services.

3. Review the form and verify the military orders.
4. Review the available academic record options with the student and refer the student to the academic department for assistance, if needed, to facilitate selection:
5. 1. incompletes
   2. complete withdrawal
   3. course withdrawal

      or

   4. letter grade submitted by instructor (if warranted for classes near completion).

5. Notify the Records Information section at the Tempe campus or Registration Services at the West campus if the student selects withdrawal options. Advise student to consult with individual instructors regarding the options of receiving a letter grade or incomplete.
6. Review financial obligations identified by a student seeking withdrawal from classes and (if time permits) refer the student to the appropriate business offices (e.g., Student Financial Assistance, Student Housing, Parking Services, ASU Bookstore, Campus Health Service) to discuss refund eligibility or notify offices of potential refund on the student’s behalf.

7. Process the student’s withdrawal and indicate on the student’s SIS record that military activation occurred for the relevant semester(s) to preserve the student’s catalog year.
8. Notify the Tuition Payment office about a possible refund resulting from withdrawals.

9. Determine and initiate an appropriate refund of tuition and fees paid by the student.

   Note:

   Although complete withdrawal may result in a 100 percent refund, partial withdrawal may not generate a tuition refund if the remaining hours are 7 or more for resident students or 12 or more for nonresident students.

10. After notification from the University Registrar’s Office at the Tempe campus or Registration Services at the West campus, determine and initiate appropriate refunds if the student requested withdrawal from classes.