Active military duty

University policy (see Article II, Section 2) lists required military service as excused absences. That means a student cannot be penalized and shall receive an accommodation for completing the missed work. University excused absences apply to all course requirements, including any final examinations, quizzes, in class work, and tests other than final examinations. In cases where part of a class grade is based on attendance, a student shall not be penalized for missing class due to a university excused absence.

• Notify your instructors in writing as early as possible. Don't wait until the last minute.
• MASC staff are here to help. Make an appointment with one of your "Military-Affiliated Support" team members via Jayhawk GPS/Navigate App, or contact us if:
  • You would like help talking with your instructors.
  • If you are unsure whether you should consider partially or fully withdrawing from courses based on the length of your activation.
  • If you have any questions or concerns

• Servicemembers who are unable to attend classes for more than 30 consecutive days and completely withdrew from KU or who are unable to attend classes for less than 30 days when such an absence would result in a withdrawal from KU; and 
• Voluntary or involuntary service 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  
• This does not include full-time National Guard duty or National Guard service under state authority. 
• KU must receive notice of your absence for service and you must give notice of your intent to return by the applicable time limit. 
• If you do not meet these criteria, see the “Withdrawal & Readmission – other active military service” section. 

• Tell us you’re leaving for military duty as early as you reasonably can (written or orally). If you are unable to, an appropriate officer of the Armed Forces or DoD official can on your behalf.
• Provide orders or written notice by a commanding officer as far in advance as possible. If, due to the urgency/nature of your military duty, you are unable to submit orders/notice before reporting, you may submit them while on duty or upon returning to KU.
• Here are ways to notify us:
  • Fill out the military withdrawal webform, which allows you to securely upload necessary documents and provide us with all the information we need to best support you
  • Contact the Military-Affiliated Student Center via our contact form, phone, email, or stopping by the center
    • For MASC staff only: intake form for non-webform withdrawal notifications

• When you’re ready to return: Contact the Military-Affiliated Student Center. KU will readmit you to the next term, unless you request a later term.
• You must also provide documentation that your eligibility for readmission under these guidelines has not been terminated (see “when a student may not be readmitted” below). Documents can include a DD-214, military school completion certificate, etc.
• KU will readmit you with the same academic status, which means:
  • To the same program to which you were last admitted or, if the exact program is no longer offered, the program that is most like that program, unless you choose a different program.
  • At the same enrollment status, number of completed credit hours, and academic standing as the last academic year of attendance
• Tuition and fees: For the first academic year in which you return, KU will assess the tuition and fee charges that you were or would have been assessed for the academic year during which you left the school. However, if your VA education benefits or other service member education benefits will pay the higher tuition and fee charges that other students in the program are paying for the year, KU may assess current tuition charges you. In future years, you are charged the current KU tuition rates. 

• KU will do everything we can to help you get readmitted. However, there are provisions where we are not required by federal guidelines to do so, including those outlined below. If you don’t meet the federal readmission guidelines, you’ll just follow KU’s regular readmissions/leave of absence process. 
  • Undergraduates: Complete a Returning Student Application
  • Learn about Graduate Studies Leave of Absence and the permit to re-enroll policy
• The student received a bad conduct discharge, general court-martial, federal or state prison sentence, or other reasons as described in 34 CFR 668.18(h).
• The student did not provide notice of intent to return to KU within 3 years after completing their period of service (or 2 years after the end of the period necessary for recovery from illness/injury).
• The cumulative length of absence and of all previous absences from the school for military service may not exceed 5 years (may be extended in certain cases, as provided by statute). Only the time a student spends actually performing service is counted. 

• National Guard service under state authority not covered by 34 C.F.R. §668.18 and the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU).
• Active-duty members with unique circumstances, e.g. an unanticipated PCS or significant change of duties during a term.
• Servicemembers withdrawing from one of more classes in a semester (but did not completely withdraw) due to military service. 

1. If withdrawing during the semester, also notify your instructors in writing. Provide reasonable notice; don't wait until the last minute. Depending on the length of activation/time in the semester, some instructors may be willing to offer you an incomplete, allowing you to finish the course(s). Graduate students: Speak with your graduate program coordinator first.  
2. Submit a completed active military duty request to withdraw webform (KU login required). 

Undergraduate students: 

• If you completed the military withdrawal webform and were gone from KU 2 semesters or less (summer semesters do not count toward the 2-semester limit), contact the Military-Affiliated Student Center when you are ready to return. We can help you with the readmission process. 
• If you did not complete the military withdrawal form, or if you have been gone more than 2 full semesters (excluding summer), complete a returning student application.  

Graduate students:  

• Students returning from an approved leave of absence: your department will handle the return process. Speak with your graduate program coordinator. 
• Students who did not take a leave of absence, see the permit to re-enroll policy. 

A 100% adjustment in tuition and course fees will be made for withdrawn classes, as required by 38 U.S.C. §3691A(b).

Partial refunds will be given when it is appropriate to award credit for some classes and not others. The MASC will contact relevant offices (if requested) to arrange refunds for optional fees (e.g., parking permit, etc.)

Note: Refunds will not be immediately available. Be sure to set up or update your KU direct deposit information if you have not done so.

The cancellation deadlines for your school will be used to determine whether the courses are canceled or a "W" is recorded on your transcript. These dates can be found in the Academic Calendar.

There will be no record of the reason for your cancellation or withdrawal, however, you will be able to document the date of your service via military records.

Grading/Incompletes: If you wish to take an incomplete for any courses, do not withdraw from the course. Work with your instructor directly to determine timelines.

When you inform us of your withdrawal, we will notify Student Housing of your intent to exit the university. 

You must move your belongings out of the residence hall unless special arrangements have been made with KU Housing staff.

Refund amounts depend on how long you lived in KU housing/how much of the dining plan you have used. Refunds will be issued after proper and complete checkout.

Financial Aid and Scholarships will be informed of your student status and will make adjustments according to their guidelines.

The MASC will make other contacts as requested on the military withdraw form to assist in a quick exit from KU.