Student Withdrawal or Excused Absence for Active Military Service
A7.16.1 Student Withdrawal for Military Service: The Texas Higher Education Coordinating Board Rules (Chapter 21 Section 21.5) indicate, "If a student withdraws from an institution because the student is called into active military service, the institution, at the student's option shall:
- refund the tuition and fees paid by the student for the semester in which the student withdraws;
- grant a student, who is eligible under the institution’s guidelines, an incomplete grade in all courses by designating “withdrawn-military” on the student’s transcript; or
- as determined by the instructor, assign an appropriate final grade or credit to a student who has satisfactorily completed a substantial amount of course work and who has demonstrated sufficient mastery of the course material."
A7.16.2 Excused Absence for a Student Called to Active Military Service: The Texas Higher Education Coordinating Board Rules (Chapter 4 Rule 4.9) indicate that “[u]pon notice from a student required to participate in active military service, an institution shall excuse a student from attending classes or engaging in other required activities, including examinations. A student shall not be penalized for an absence which is excused under this subsection and shall be allowed to complete an assignment or take an examination from which the student is excused within a reasonable time after the absence.”
- A7.16.2.1 Maximum Excused Absence: A student called to service as a member of a reserve military component or the Texas National Guard will not be penalized and shall be excused for absences accrued during the period of active military service for a period of active duty no longer than 25% of the total number of class meetings or the contact hour equivalent (not including the final exam period) for the specific course or courses in which the student is currently enrolled at the beginning of the period of active military service. (Example: During a 16-week semester with 32 planned class meetings, no more than 4 weeks and 8 class meeting absences may be excused.)
- A7.16.2.2 Retention of Student’s Work: Faculty members will retain the student’s coursework completed during the portion of the course prior to the student being called to active military service to be used when the student returns and completes the course requirements in order to ascertain a proper grade award.
- A7.16.2.3 Course Syllabus or Instructional Plan: The course syllabus or other instructional plan that was in effect when the student was called to active military service shall be retained for future use so that the student will be able to complete the course without prejudice and under the same course requirements that were in effect when the student enrolled in the course.
- A7.16.2.4 Completion of Assignments and Examinations: The student shall be granted a reasonable period of time after the absence to complete assignments and examinations. A reasonable period of time shall be defined as “within 30 calendar days of completion of active service period or one week prior to the final examination date scheduled, whichever occurs first.”
- A7.16.2.5 Failure to Complete Assignments and Examinations: If a student fails to complete missed assignments and examinations as provided by A7.16.2.4, the student will not receive credit for uncompleted assignments and examinations and will be awarded a course final grade accordingly.