Graduate Students Leaving for and Returning from Military Service

Military Service Withdrawal & Return Process

Graduate students who are called to military service, or who anticipate activation, are entitled to certain rights as established by the UIC Faculty Senate. To ensure proper coordination of registration, academic records, and benefits, students must follow the process below.

Step 1: Contact Student Veteran Affairs (Required First Step)

All students must begin the process with Student Veteran Affairs, housed in the Office of the Dean of Students.

750 S. Halsted Street,
248 SCE
Chicago, Illinois 60607

312-996-5112
https://dos.uic.edu/student-veterans-affairs/

Student Veteran Affairs will:

• Review activation orders or official military notification
• Provide education benefits counseling
• Explain withdrawal and return options
• Coordinate next steps with the Registrar

Students receiving VA educational benefits must submit an appeal form https://dos.uic.edu/student-veterans-affairs/benefits-and-forms/ prior to deployment. All returning veterans must meet with Student Veteran Affairs before re-enrollment.

Step 2: Registrar Processing

After documentation is received from Student Veteran Affairs, the Office of the Registrar will:

• Process withdrawal from courses
• Review tuition and fee adjustments or refunds
• Coordinate academic record updates
• Reactivate enrollment upon return

Students should not contact the Registrar separately unless directed to do so.

Transcript Notation

Students called to active military service may withdraw from the University without academic penalty. “Withdrawal Due to Military Service” will appear on your transcript to indicate the reason for withdrawal.

Official activation or deployment orders must be provided to Student Veteran Affairs to initiate the withdrawal process. Upon verification, the withdrawal will be processed in coordination with the Office of the Registrar, and the options outlined below will apply.

Withdrawal Policies for Graduate Students

Graduate students withdrawing to enter military service may select one of the following options:

1. Full Withdrawal with Refund
   • Withdraw without academic penalty and receive a full refund of tuition and fees.
   • CampusCare Notice:
     • If a student enrolled in CampusCare elects to cancel registration and withdraw, the student is responsible for reimbursement of any claims paid by CampusCare on the student’s behalf prior to the effective date of cancellation. We recommend reaching out to CampusCare if you have any questions.
2. Twelfth-Week Credit Option
   • If deployment occurs after completion of the 12th week of the semester, students may:
     • An Incomplete (I) grade
     • A Deferred (DFR) grade
     • A letter grade (if academically justified and approved by the instructor)
   • Assignment of an I or DFR is at the discretion of the instructor and must be academically appropriate and feasible. Deadlines for completion of incomplete work may be adjusted at the discretion of the instructor and the Graduate College.

Leave of Absence

Graduate students withdrawing due to military service will be granted an indefinite leave of absence.

• A copy of activation orders must be submitted with the Graduate Petition for Leave of Absence form.
• Time spent on approved leave does not count toward time-to-degree requirements.
• Students on approved leave are not covered by the University health and personal accident insurance plan during the leave period.

Financial Aid, Fellowships and Assistantships

Refunds for students receiving federal or state financial aid, or funding from private foundations, are governed by the regulations of those agencies.

For students holding:

• Fellowships – The Graduate College will make every effort to restore awards upon return.
• Assistantships (teaching, research, or graduate appointments) – Students should consult their college, department, or employing unit regarding availability upon return.

Deferred Graduate Admissions

Students admitted to a graduate program who are deployed before attending classes should consult their college regarding policies for deferred admission.

Returning to UIC After Military Service

Graduate students returning from military service:

• Must first meet with Student Veteran Affairs
• Will have their enrollment reactivated through the Office of the Registrar
• May resume their program following their approved leave of absence

Departments and the Graduate College will work with returning students to facilitate timely reentry and continuation of degree progress.