Military Student Excused Leave of Absence (Procedure 3.0620)

Purpose

Seminole State College of Florida (SSC) recognizes the hardships military personnel face when it comes to balancing their military commitment along with their educational pursuits. The College encourages all of its military members to continue their education and assures them that the College will remain flexible and responsive to their needs.

This procedure provides options for military students when they are called away to duty elsewhere, while facilitating the completion of military students’ educational goals during deployment and upon their return to the classroom.

Per U.S. Code, the College may not take any adverse action against a covered member on the basis that such covered member drops or takes an incomplete

1. Adverse actions include the following:
   1. The assignment of a failing grade.
   2. The reduction of the grade point average.
   3. The characterization of any absence as unexcused.
   4. The assessment of any financial penalty.

Information related to this procedure is specific to educational assistance provided by the Veterans Benefits Administration. Covered members must still adhere to federal financial aid rules and guidelines which can be found at the College’s financial aid website.

Definitions

Covered education: a course of education at an institution of higher education; and paid for with educational assistance by the Veteran Benefits Administration.

Covered member: Students serving in any branch of the U.S. military on active duty, in the Reserves, or a member of the Florida National Guard.

Covered service: active service or inactive-duty training

Period of covered service: the period beginning on the date on which a covered member enters covered service and ending on the date on which the covered member is released from covered service or dies while in covered service.

Procedure

Covered Member Responsibilities

1. Once a student is issued orders to report for temporary military duty, he/she must contact their professor(s) immediately to discuss the most appropriate option and complete the Military Student Leave of Absence Form. Students must complete the Military Student Leave of Absence form for each class enrolled and select one of the following options:
   
   
   1. Option 1 – Drop a course with a request to refund: tuition will be removed from the student account. If payment has been made, the College will work with Veterans Administration and/or the student for reimbursement. Students are encouraged to meet with a success specialist to understand any federal financial aid implications prior to dropping classes.
      
      
   2. Option 2 – Receive a ‘Military Incomplete’ and complete the coursework upon their return.
      1. The faculty member shall prescribe in the Military Student Course Completion Schedule the remaining course work required for completion and removal of the “MI” grade. The Course Completion Schedule shall include:
         1. a description of the work the student has already completed;
         2. the student’s current grade;
         3. a description of the work the student must still complete; and
         4. A copy of this form will be signed by and kept on file in the office of the appropriate Academic Dean.
            
            
      2. Students must notify the Veteran Student Services and Registrar’s Office within 30 days of returning from a deployment with their unit. If the student does not contact the Veteran Student Services Office within 30 days of the end of the deployment period listed on the military orders then the “Military Incomplete” will be converted to an “F.”
         
         
      3. Students have 30 days to complete the coursework listed on the Military Student Course Completion Schedule from the date of documented return.
         
         
      4. Students can request an extension if they have extenuating circumstances preventing completion within 30 days. They must write a letter of request and provide supporting documentation to their faculty member and that respective Academic Dean.
         
         
      5. If coursework is not completed within the allotted time frame, then the ‘Military Incomplete’ grade will be converted to an “F.”
         
         
   3. Option 3 – Continue with course work via email, online, etc. assuming reasonable accommodations can be made to fulfill the requirements of the course. This option excludes all courses requiring attendance such as vocational classes.
      1. Students should meet with each professor to make adequate arrangements. Students must contact their professor and the Veteran Student Services office immediately if internet services, or other necessary resources, are not available at their temporary duty station.
         
         
      2. The faculty member shall prescribe in a written agreement on the Military Student Course Completion Schedule the remaining course work required for completion. The course completion schedule shall include:
         1. the student’s current grade;
         2. a description of the work the student must still complete, a schedule for completion and deadline for completion of the work. This should be documented on the Military Student Course Completion Schedule.
         3. A copy of this Military Student Course Completion Schedule will be signed by and kept on file in the office of the appropriate Academic Dean and the Veteran Student Services Office.
            
            
2. The student provides copies of the following documents with the Veteran Student Services Office to document the deployment and the planned completion activities for the course(s) enrolled.
   1. Completed and signed Military Student Leave of Absence Form.
   2. Military Orders for Deployment (showing report date and length of deployment)
   3. Completed Military Student Course Completion Schedule (if applicable).
      
      
3. The Veteran Student Services Office will forward documentation to the Registrar.
   
   
4. If there is an extension to, or change of, issued military orders, the student is required to notify the Veteran Student Services Office immediately via email, vabenefits@seminolestate.edu.  A copy of the revised orders must be received from the student to the Veteran Student Services Office for the procedure to remain in effect.

Faculty Member Responsibilities

1. Once notified of a students’ call to active duty or training, the faculty must meet the student to review and complete the Military Student Leave of Absence Form.
2. Based on the option selected, the faculty member will continue to work with the student to complete the classwork.
3. In the event that the professor is no longer able to monitor the student and track completion, the Academic Dean will become the primary point of contact for the student and assist him or her as necessary to aid in course completion.

Rulemaking Authority and Law(s) Implemented: Florida Statue §§1001.64, 38 USC §§ 3691A, Policy 3.060

History - Adopted 10/2024