University Registrar

Military Call to Active Duty

Students Called to Active Military Duty

Information for Faculty and Staff below:



Withdrawal

Students who are called to active duty as a result of the events of September 11th, 2001, Operation Iraqi Freedom or Operation Enduring Freedom Afghanistan, should be encouraged to withdraw from all Ohio State courses. It is anticipated that the students who are recalled may be required to serve for up to 24 months and it will be virtually impossible for them to try to continue their course work from afar and be successful. The college/regional campus office should review each student’s circumstance on a case-by-case basis. Depending on the time of the term, the student’s course workload, percentage of work completed, etc., professional judgment may be exercised and students may be allowed to remain in one or more of their courses. For students in this category, please see Credits/Grades below.

To document the withdrawal, please use the new Post 10th Friday Drop/Withdrawal Form. This form is available on-line by selecting "Forms (staff only)" from the left-hand menu on this page. Make sure the box labeled "I request permission to withdraw from the university" is checked. The effective date should be backdated to the 100% refund period. On the form, where it requests a reason, please mark in bold letters “UNDER MILITARY ORDERS” and include the effective date of the withdrawal.


NOTE: If the student is receiving Financial Aid, please include a notation, “SFA Involved”, and the actual date of withdrawal on the form. This date will be the date used for the return of financial aid calculations. For Financial Aid Recipients, the Registrar’s Office will also put the following record comment on theTranscript Text, “QQYY/Mil Orders/WD Date: MM/DD/YY.”

Forward the original copy of the Post 10th Friday Drop/Withdrawal Form, appropriately annotated and accompanied by a copy of the military orders directing the student to active duty to 540 Buckeye Link, 281 West Lane Avenue, Columbus, Ohio 43210. The student will normally be granted a 100% refund provided the active duty order or other supporting documentation is provided and is attached to the form.

The withdrawal will be noted on the academic record that the student was called to active duty. This will appear on the record with the notation, “Under Military Orders,” on both the advising report and the transcript. The message will be posted as a record action via the Transcript Text.

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Credit/Grades

If it is determined to be in the student’s best interest to remain in one or more courses, the following needs to occur in order to document a partial withdrawal (meaning the student plans to remain in one or more of his/her registered courses). Using the Post 10th Friday Drop/Withdrawal Form, check the box labeled "I request permission to drop the following course(s) but not withdraw from the University". In the space below this statement, document the information for the courses being dropped. On the form where it requests a reason please mark in bold letters “UNDER MILITARY ORDERS” and the effective date of the drops. The effective date should be backdated to the 100% refund period.

NOTE: If the student is receiving financial aid, please include the notation, “SFA Involved”, and include the actual date of withdrawal on the form. This date will be the date used for the return of financial aid calculations. For financial aid recipients, the Registrar’s Office will also put the following record comment on the personal comment and on Transcript Text, “QQYY/Mil Orders/WD Date: MM/DD/YY.” This will be the only place on the record where the actual withdrawal date will be recorded.

Forward the original copy of the Post 10th Friday Drop/Withdrawal Form, appropriately annotated and accompanied by a copy of the military orders directing the student to active duty to Registrar's Office, 281 West Lane Avenue, 5th Floor, Columbus, Ohio 43210. Students will normally be granted a 100% refund provided the active duty order or other supporting documentation is provided and is attached to the form.

IMPORTANT NOTE: In these cases it is recommended the student and faculty member/instructor formalize a written contract detailing how the coursework is to be completed. A copy of this document should be deposited in the course offering Departmental/Regional Campus Office and retained indefinitely. This is important because the responsibility for monitoring incomplete grades and the extension of incompletes resides with the faculty member/instructor and course offering Departmental /Regional Campus Office.

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Re-enrollment

Please instruct students to contact their college/regional campus office as soon as they know when they can return to resume their academic pursuits.

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Financial Aspects

Instructional Fee Refunds (Questions: 614-292-9330)

The university will refund 100% of the instructional fees paid by student for courses they cannot complete. Refunds will only be made after the student has provided a copy of the military order directing the student to active military duty.

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Residence & Dining Hall Charge Refunds (Questions: 614-292-0113)

Residence & Dining Halls will refund their charges on a daily basis based on the date the room key is returned.

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Student Health Insurance Refunds (Questions: 614-292-7979)

Koster Insurance, the broker/agent for the Ohio State student health insurance program, and not the university may refund the term's student health insurance premium payment. The refund will be based on the date the student (the insured) is officially activated for military service. To receive a refund the student must submit his/her request for a refund, in writing, to Koster Insurance, 500 Victory Rd., Quincy, MA 02176. The request must include documentation from the branch of the armed services recalling the student, i.e., active duty orders. For a copy of the Active Duty Military Status Form, please go to http://shi.osu.edu/posts/documents/military-status-form-10-11.pdf.

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