Military Deployment

Military Deployment Policy

Ottawa University is committed to providing quality education and support to members of the military community. We recognize that military life is often unpredictable and there may be times when military obligation interferes with a student’s ability to complete courses.

The following options exist for students called to active duty or deployed from their normal duty stations during an academic term/semester. Routine trainings and field exercises are NOT considered deployments under this policy.

• Standard academic policy will be followed for students deployed during the published drop period for the term/semester.
• Students may drop courses during the stated periods without incurring any charges. Dropped courses will not appear on the student’s transcript.  
• Students are responsible for completing the Course Drop Form through the student portal, no additional documentation is required.  
• Service members using Federal Tuition Assistance must also notify their branch’s Education Office.

• Note: The option to withdraw after 75% of the term/semester (Week 6 for 8-week terms and Week 11 for semesters) is only available to students under this policy.
• Transcripts will indicate the withdrawal was due to Military obligation as a transcript note.
• The standard refund policy for the term/semester, found in the University Catalog, will be followed. The institutional refund policy for drops/withdrawals from scheduled courses is based on the student’s Last Date of Attendance in the given course.
• Students using Federal Financial Aid need to be aware that upon withdrawal of all credits in a given term, Federal and Institutional refund calculations will be completed and pending financial aid disbursements canceled. Students should contact the Director of Financial Aid at 602-749-5120 with any questions regarding the Federal Financial Aid refund process. 
• Service members using Federal Tuition Assistance must also notify their branch’s Education Office.
• Required Documentation: students must submit a copy of deployment/mobilization orders and a signed copy of the Ottawa University Military Deployment Policy within 5 business days to their Academic or Adawe Advisor, who will notify the VA Certifying Official and the Registrar.
  • Documentation signed by student’s Commanding Officer may be accepted if orders are unavailable.

• A grade of “NC” may be assigned by the instructor when a student has participated in at least 51% of a term/course.
• For a grade of “NC” to be changed to a letter grade, the student must successfully complete all course requirements as determined by the instructor of record.
  • Sole responsibility for completing and submitting class requirements belongs to the student.
  • If the grade of “NC” is not changed by the instructor within one calendar year from the end of the original course, the “NC” will become a permanent part of the student’s academic record.
  • Students using Federal Tuition Assistance through the Military need to be aware of the policy for their Branch of Service regarding the replacement of incomplete (No Credit) grades.
    • Army & Air Force: within 120 calendar days of course end date
    • Navy, Marine Corps & Coast Guard: within 6 months of original course completion date
    • Service members using Federal Tuition Assistance must also notify their branch’s Education Office.
    • Required Documentation: students must submit a copy of deployment/mobilization orders and a signed copy of the Ottawa University Military Deployment Policy within 5 business days to their Academic or Adawe advisor, who will notify the VA Certifying Official and the Registrar.
      • Documentation signed by student’s Commanding Officer may be accepted if orders are unavailable.