University Policies

File code: PRO.MILITARY.POL
Approval Date: 10/07/13
Approved By: President
Revised: 11/17/2021

Military Service Policy

Active Military Service

A student, or the spouse of a student with a dependent child, who during the course of an academic term, is called into active military service, for a period of seven or more consecutive days, including National Guard and Reserve, will be considered to be a case of extreme hardship for the relevant term. The student should contact the Office of the Registrar upon receiving notification of activation for military service. In situations where prior notice is not feasible, a copy of military activation orders must be filed in the Office of the Registrar within 30 days of the end of the academic term. The spouse or domestic partner of a student with a dependent child must also provide a marriage certificate or other appropriate documentation, and the dependent’s birth certificate within 30 days of the end of the academic term.

  1. Students meeting the terms above have the option to receive course and refund credits as follows or remain in classes:
    1. Withdrawal:  At any point in the term, a student called to active military service may withdraw from school by filing a Military Activation form in the Office of the Registrar. The student will receive a full credit of tuition and mandatory fees. The Office of the Registrar will process the withdrawal and arrange for appropriate adjustments to the account. If the withdrawal occurs on or prior to the last day to delete the course (i.e. “tenth day”), the course will be removed from the student’s registration. If the withdrawal occurs after the last day to delete the course, the student will receive a “W” grade for each withdrawn course on the transcript. There will be a notation that the withdrawal was due to military activation.
    2. Selective Drops: A student may drop one or more courses and elect to complete remaining course work according to option C. or D. below. A full credit of tuition/fees for dropped courses will be honored. If the withdrawal occurs on or prior to the last day to delete the course (i.e. “tenth day”), the course will be removed from the student’s registration. If the withdrawal occurs after the last day to delete the course, the student will receive a “W” grade for each withdrawn course on the transcript. There will be a notation that the withdrawal was due to military activation.
    3. Incompletes: Students who have successfully completed the majority of work for a course can be awarded a grade of “I” at the discretion of their instructor. Students may be granted extensions on the incompletes because they may be away an extended period of time. There will be no additional tuition and fees assessed for completing a course with an Incomplete grade.
    4. Final Grades: A final grade option becomes available if the following requirements are met: 1) the instructor determines that a sufficient amount of the course has been completed, and 2) sufficient information about a student’s performance in the course has been obtained. Students must consult with their instructor to determine whether these two requirements have been met in order for a final grade to be awarded by the faculty member.
    5. Remain in Classes: Active military students may remain in classes if their schedule permits and the professor agrees that all remaining work can be completed from a distance.
      1. If all students in a given course have the right to drop an examination/quiz grade, absences due to required military service will not constitute the dropped examination/quiz grade, and make-up examinations or alternative evaluations will be allowed. The student should be given any opportunity for in class points for military service dates, as if the student were never absent, including opportunities for extra credit if it is given on the day(s) the absence occurs.
      2. Students who believe they have not been given the opportunity to make up work in accordance with this policy may appeal to the respective department chair.
  2. Percentage of attendance during the term will be based on the calendar period which includes the first day of classes through the last day of final exams.
  3. The University will follow the U.S. Department of Education guidelines regarding federal return of funds. Students who are activated into military service will be accommodated by the Financial Aid Office regarding satisfactory progress standards within an academic year. Western Illinois University talent tuition waivers will remain on the student’s account, as awarded, up to the amount of the University charges. Campus-based academic scholarships that have been disbursed will remain credited to the student’s account.

  4. Any student receiving a 100 percent credit of tuition and fees for all courses will receive a full credit of the Student Health Insurance fee. Coverage for the entire semester in which the student receives the credit will be removed.

    Any student originally assessed the Student Health Insurance fee who chooses to remain enrolled in a minimum of nine semester hours of on-campus courses will remain insured for the entire semester. The student will not receive a credit of the Student Health Insurance fee.

    Any student originally assessed the Student Health Insurance fee who chooses to remain enrolled in less than nine semester hours of on-campus courses will receive a credit of the entire fee. Exceptions will be made in the event that a claim has been filed for the semester in which the student is withdrawing.

  5. The University Union Bookstore will issue refunds for all books returned prior to the student’s departure depending upon the physical condition of the books.
  6. University Housing and Dining Services will refund 100% of room charges. Meal Plan refunds will be based on actual usage of the food service plan by the student.
  7. All efforts will be made to accommodate the educational and financial guarantees for students returning from active military service.
    1. The student’s guaranteed tuition plan will be extended to the maximum allowable.
    2. The student will be promptly readmitted to the next available term of enrollment into the same program (or similar program, if the original program is not available), with the same enrollment status, credit hours completed and academic standing as when he/she was called into active military service.
    3. Students returning from active military service will be given a priority registration appointment day and time.
  8. Students who are activated into military service during the term will have the opportunity to appeal any academic or financial action taken by the University. Appeals may be filed before being called to active military service, or if this is not possible, within six months after the conclusion of active military service.

National Guard/Military Reserves Drill or Training Absences

Students who are members of the National Guard or the Reserves will be allowed a reasonable time to make up work lost while at monthly drill, and for up to three weeks of required annual active duty training, or for excused consecutive absences of no longer than three weeks after the term has started. This includes service members who start the term up to three weeks late due to active duty training.

  1. Students should notify faculty members as soon as possible regarding any upcoming military service absences and discuss options for making up missed work. Students will need to provide proof of training schedule, official orders, or a letter from the respective unit. Students may also coordinate with the Student Development and Success Center to provide verification of training dates to faculty, as requested.
  2. A service member who is unable to attend classes or participate in distance learning courses on a particular day or days, due to his or her military service, has the right to be excused and to reschedule a course examination administered on such day or days. Faculty members shall make available to the service member an opportunity to make up any examination he or she has missed because of military service.
  3. If all students in a given course have the right to drop an examination/quiz grade, absences due to required military service will not constitute the dropped examination/quiz grade, and make-up examinations or alternative evaluations will be allowed. The student should be given any opportunity for in class points for military service dates, as if the student were never absent, including opportunities for extra credit if it is given on the day the absence occurs.
  4. Students who believe they have not been given the opportunity to make up work in accordance with this policy may appeal to the respective department chair.
  5. Students who begin the semester late due to military obligation will still be provided a two week time frame to make a decision about whether to remain in the course(s) or delete the course(s) for a full refund of tuition and fees. Other institutional policies may apply.
  6. Service members or veterans will be provided the earliest possible enrollment opportunity. Documentation of military status will be required in order to receive this benefit.

Credit for Military Training

Service members and veterans who have served in the National Guard or Reserves with less than one year of continuous active service may be awarded 4 credit hours toward their undergraduate degree. The 4 credit hours include: 1 hour of Military Science elective, 2 hours of Personal Health Promotion (HE 120), and 1 hour of Kinesiology elective.

Service members and veterans who have served one full calendar year or more full-time active duty and received an honorable discharge may be awarded 8 credit hours toward their undergraduate degree. The 8 credit hours include: 2 hours of Personal Health promotion (HE 120), 4 hours of Military Science elective, and 2 hours of Kinesiology elective.

To determine eligibility for either the 4 or 8 credit hours noted above, the service member or veteran must submit a Member 4 copy of their DD 214 to the Office of Undergraduate Admissions. Those who are currently active duty who have not had a DD 214 issued may submit a statement of service from their Commanding Officer noting successful completion of Basic Training and the amount of active duty time completed to date.

Service members and veterans may be eligible to receive additional transfer credit for specialized military training. Submit an official JST or CCAF transcript to the Office of Undergraduate Admissions for evaluation.