Military Leave of Absence and Re-Admission Policy

Policy Number: #200

Responsible Executive(s):

  • Provost

Responsible Office(s):

  • Office of Records and Registration

Date Adopted: 08-18-2020

  • A. Purpose

Regis University (Regis) acknowledges that students may be temporarily unable to attend classes or be required to pause their studies in order to perform military service. Regis encourages such students to resume their education once a military service obligation has ended and adopts this policy to ensure the timely readmission of such students.

In accordance with federal regulations, 34 C.F.R. § 668.18, and the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU), Regis will promptly readmit servicemembers who seek readmission to a program that was interrupted due to a uniformed service obligation.

  • B. Scope

All Regis students who perform military service should read and be familiar with this policy.

  • C. The Policy

Eligibility:

This policy shall apply to:

  • Servicemembers who are unable to attend classes for more than 30 consecutive days; and
  • Servicemembers who are unable to attend classes for less than 30 days when such an absence would result in a withdrawal from currently active classes at Regis.

A student is eligible for a Military Servicemembers Leave of Absence (Military LOA) and readmission under this policy if, during an absence, the student performs uniformed service, voluntary or involuntary, in the Armed Forces, including the National Guard or Reserve, active duty, active duty for training or full-time National Guard (under federal authority). The cumulative length of all absences for uniformed service (service time only) must not exceed five years.

In some cases, there are less drastic alternatives to a Military LOA such as seeking an incomplete for affected classes and finishing coursework at a later time. Students are encouraged to discuss such options with the Dean of Students or the applicable academic advisor, program chair or dean prior to submitting the Military LOA.

Notification:

A student must provide oral or written notice of a military service obligation to the Office of Academic Records & Registration as far in advance as possible, unless precluded by military necessity. Such notice does not need to indicate when the student will return to Regis.

If a student’s absence will necessitate a withdrawal from currently active classes at Regis, the student should immediately contact the Office of Academic Records & Registration and provide a copy of the current military orders. The Office of Academic Records & Registration will process the Military LOA and approve a Registration Status Update and Tuition Appeal per Regis policy to the active classes the student cannot complete due to the military service.

For students who receive financial aid through federal, state, or institutional funding programs, the policies and procedures regarding those programs will govern, regardless of the Military LOA being approved. Students should reach out to the Office of Financial Aid for information on the impact of withdrawing from current courses due to the Military LOA.

The student must also give oral or written notice of his/her intent to return to Regis within three years after the completion of the period of service or no later than two years after recovery from a service related injury or illness. Immediately upon the student's return to Regis, the student must provide notice that he/she may be entitled to the tuition and readmission benefits outlined in this policy. The returning student may be required to provide supporting documentation to document timely notification within the designated time limits.

Notification under this section must be provided, by the student, to the Office of Records & Registration at registrar@regis.edu or 303-458-4126 or 1.800.568.8932.

Tuition/Fees and Readmission Benefits and Requirements:

A returning student will be permitted to reenroll in the next class(es) scheduled in the same academic program, unless the student requests a later date of reenrollment or agrees to a different program. A returning student will be readmitted into the same academic program the student was enrolled in prior to the military service obligation. If the exact program no longer exists, the student must be admitted to the program that is most similar, unless the student requests or agrees to admission to a different program. Returning students will be reenrolled with the same enrollment status, number of completed credit hours, and academic standing as the last academic year of attendance.

A returning student, for the first academic year, will be charged the same tuition and fees in effect during the last academic year the student attended, unless veterans' education benefits or other servicemember education benefits will pay the current cost of applicable tuition and fees. For subsequent academic years, the returning student may not be charged tuition and fees in excess of what other students in the program are charged.

If Regis determines that a returning student is not prepared to resume the program or is unable to complete the program, Regis must make reasonable efforts to enable the student to resume or complete the program at no additional cost to the student. If reasonable efforts are unsuccessful or if Regis determines there are no reasonable efforts it can take, Regis is not required to readmit the student.

In accordance with federal regulations, returning students who receive a dishonorable or bad conduct discharge from the Armed Forces (including the National Guard and Reserves) are not eligible for readmission under this policy. However, servicemembers who receive dishonorable or bad conduct discharge may remain eligible for readmission even though they will not be entitled to the benefits outlined in this policy.

  • D. End Notes

This policy is informed by federal regulation, 34 C.F.R. § 668.18 and the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU).