Academic Relief for U.S. Military Service/Absence

NAU recognizes the sacrifices, commitment, and hardships of servicemen and women. This policy is intended to relieve academic burden during periods when military service conflicts with class attendance and course completion. This policy applies to active duty servicemen and women, their spouses, National Guard members and Reservists when orders take effect during, or intersect with, an active academic term (Proof of orders is required and can be accomplished by visual inspection or a letter or email from the commander or 1st Sergeant). This policy also applies to veterans who have a documented service-related disability that prevents them from successfully attending and/or completing a course.  (A letter or email from an attending medical professional stating the student’s disability prevents them from successfully completing the class or program at this time is required).  

Note:  In some cases, students may accept an Incomplete during a time of absence and complete the course upon return. However, be aware that military regulations governing the allowable time to replace Incomplete (I) grades differ between military branches and the service requirements take precedent over NAU’s requirements.  NAU strongly recommends that before choosing an option requesting an incomplete beyond the end of the current term, students contact the military Education Office to determine the military branch’s specific policy for recoupment of Tuition Assistance funds.  

Students will complete the Academic Relief for U.S. Military Service/Absence Form and will elect one of the following options for each class (the same option may be used for all or different options for some classes.)  For example, a student may decide to complete one class before leaving [option one] but will need to take an incomplete in the other classes [option three].  On the space provided at the end of the form, list the classes, which will be affected by this policy, the name of the instructor for each class, and the Academic Relief for Military Service option for each class.  Include the last date of attendance and sign and date this form.  This form must be completed within 30 days of the last date of attendance.  If not, the university withdrawal and refund policy as found in the current catalog will be applied.  Before signing, please speak to an NAU financial services representative and an NAU military finance coordinator.

Option One:

 

Elect to finish class(es) by accelerating work and completing it before the start of an absence, or by finishing the class via electronic means or special accommodations agreed to with the instructor.  Please note: students wishing to complete work via e-mail or learning management system must have web access during the period of absence.

Grade:  The grade earned for the class will be applied at the end of the current term.

Financial Aid:  Military assistance or federal aid may be used to pay for the class(es) provided all eligibility requirements are met.  If military and federal eligibility requirements are not met, the student will pay for the class(es).

Option Two:

 

Elect to be ‘no-showed.’  This option is only available if financial aid has not been disbursed and the absence is within three weeks of the start of the term.  The student’s attendance and enrollment will be deleted from the system.

Grade:  The course will not be recorded on the student’s transcript.

Financial Aid:  The student will not be charged for the class(es).

Option Three:

Elect to take an incomplete for class(es).  The student will then have a predetermined period of time to complete the work following the absence.  The student will need to notify the instructor who will process the incomplete paperwork. If the absence is 60 days or less, the student will have 6 months from the date the absence ends to finish the class. If the absence is greater than 60 days, the student will have one year from the date the absence ends to finish the class.  The Satisfactory Academic Progress (SAP) for the purpose of determining financial aid eligibility will not be evaluated for students who receive an incomplete grade in accordance with this policy until the incomplete grade has been converted to a final grade.

Grade:  An “I” will appear on the transcript until the work is completed or the allotted time has passed.  If the work is completed, the instructor will submit a grade change and award the student the grade earned.  If the work is not completed within the allotted time, the instructor will award a grade based on the work completed up to the time the class was dropped.  

Financial Aid: Military assistance and federal financial aid may be used to pay for the class(es) depending on eligibility rules.  If eligibility requirements are not met, the student will pay for the class(es).  Note:  Some branches of the service will not allow an incomplete on a student’s record for an extended time, therefore students should check with the education office to ensure students will not be personally billed for the class(es).

Option Four:

 

Elect to follow the university’s normal withdrawal and refund policy and be administratively dropped from the class.

Grade: The student will receive a “W” on the transcript. The student will be allowed to repeat this class in the future.

Financial Aid: Military assistance and federal financial aid may be used to pay for the class(es) depending on eligibility rules.  If eligibility requirements are not met, the student will pay for the class(es)  If the last date of attendance is within the refund period, any refund will be pro-rated. If the start of the student’s absence is beyond the refund period, no refund will be given.  

Option Five:

 

Elect a waiver for the term.  The student may contact the education officer to request a waiver for the term.  The waiver will allow the student to retake the class at a later date and to receive military assistance for the class a second time.  If the waiver is granted the student must also request to be dropped from all classes.

Grade: The student will receive a “W” on the transcript for the class(es).  When the student enrolls the second time, the second class will also be on the transcript along with the grade earned.

Financial Aid:  The student will receive a pro-rated refund based on the university’s refund policy from the date the class was dropped.  The student will be required to pay for the class the second time with the waiver allowing the student to use military assistance for the class a second time.