Military Deployment

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 training and field exercises are NOT considered deployments under this policy.

COURSE DROPS

  • 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.

WITHDRAWAL AFTER DROP PERIOD

  • 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 receiving military benefits.

  • 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.

INCOMPLETE

An Incomplete may be assigned by the instructor of record if the following criteria are met:

  • The student has participated in at least fifty-one per cent (51%) of a term/course.

• The student’s academic performance in the class to date has been at least a C level in the course.

To assign an incomplete the instructor of record and the student must complete and submit to the Registrar the Incomplete Contract no later than the last day of the term. The instructor must include a deadline no later than six months after the completion of the term in which the course was offered. If the incomplete is not changed to a letter grade by the instructor of record by the deadline set in the Incomplete Contract, the Registrar’s Office will assign the grade the student earned without completing the additional coursework as indicated on the Incomplete Contract.

Sole responsibility to successfully complete and submit remaining class requirements for evaluation by the instructor of record belongs to the student.

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 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.