Tips and Tricks
Military Leave of Absence
In accordance with the UMB Policy on Students Who Are Called To Active Military Duty During A National Or International Crisis Or Conflict (“the Policy”) schools and campus administration are to establish flexible policies and procedures to accommodate the special requirements of students called to active military duty during a national or international crisis. The following process has been in effect since Summer 2003.
Once the student has provided her/his orders and the School has determined the student is qualified under the Policy, the School is to consider the student’s request for withdrawal, leave of absence, incomplete grade, or grade on the basis of work completed. Once a determination is made and approved by the School, the School is responsible for making changes in the Student Information System following these procedures.
Should there be any question regarding which of the three options to use, please call the Office of Records and Registration(6-7481) for help.
Option #1- Incomplete Grade, Grade on the Basis of Work Completed, or Leave of Absence – No Refund
The option is generally appropriate if the student is called to active duty late in a given term and the School wishes them to receive grades for the term, even if those grades would be NM or I to be completed later. Do nothing to the student’s registration. Notify ORR, SAR and FA that the student has been called up. Include the form or other documentation that is signed by the Dean or designee indicating that the student's military and academic status has been reviewed, and that the student is qualified under the policy. Include the call up date.
ORR will use the call up date to post Military Leave of Absence data in the General Student record for the purpose of loan deferral. ORR will also place a Military Leave of Absence notation on the student’s transcript for the term affected.
SAR will do nothing to their records.
Financial Aid will add a Military Leave of Absence comment to the record. They will also add a Military Leave of Absence (MLA) hold to ROAHOLD to stop subsequent payments
The student will have already notified Student Housing that they are moving out. Student Housing will change the end date in SIMS so that the student will only be charged for actual time in the dorm.
Option #2 - Student Withdrawal with Full Refund
If the student is called to active duty during a given term and he/she is to be given a 100% refund, use the Military Withdrawal registration code (MW) on SFAREGS instead of the normal Withdrawal code (WD). Using the MW code will give the student a 100% refund of tuition and fees. Using MW will also automatically add a WD grade to SFASLST for each of the student’s courses for the term. The Schools/Programs will also notify ORR, SAR and FA that the student has been called to active military duty.
The date attached to the MW code will be the actual date the student leaves the University. All offices will use this date.
ORR will use the MW date to post Military Leave of Absence data in the General Student record for the purpose of loan deferral. ORR will also place a Military Leave of Absence notation on the student’s transcript for the term affected.
SAR will run the Title IV Refund Process as per federal regulations. State Scholarships, Grants and/or Institutional Loans will not be cancelled.
Financial Aid will add a Military Leave of Absence comment to the record. They will also add a Military Leave of Absence (MLA) hold to ROAHOLD to stop subsequent payments
The student will have already notified Student Housing that they are moving out. Student Housing will change the end date in SIMS so that the student will only be charged for actual time in the dorm.
Option #3 - Student Called to Active Duty Between Terms
If the student is called to active duty between terms, Cancel (CA) the registration for any term(s) which have not yet begun. The Schools/Programs will also notify ORR, SAR and FA that the student has been called to active military duty.
ORR will use the CA date to post Military Leave of Absence data in the General Student record for the purpose of loan deferral. ORR will also place a Military Leave of Absence notation on the student’s transcript for the term affected.
SAR will do nothing to their records.
Financial Aid will add a Military Leave of Absence comment to the record. They will also add a Military Leave of Absence (MLA) hold to ROAHOLD to stop subsequent payments
The student will have already notified Student Housing that they are moving out. Student Housing will change the end date in SIMS so that the student will only be charged for actual time in the dorm.
Updated April 25, 2013