| Policy Category | Policy Owner | Version Effective Date | Review Cycle | Last Reviewed | Policy Contact |
|---|---|---|---|---|---|
| III. Academic Affairs | Chief Academic Officer | June 27, 2026 | Annual | June 27, 2026 | Learner Resolution Management |
- Purpose
The University of Maryland Global Campus (UMGC) is committed to supporting students whose academic progress is disrupted by military service obligations. This policy establishes the rights and options available to covered individuals who experience course disruption as a result of military service, and defines the institutional processes and protections that apply in such circumstances. UMGC recognizes its obligations under applicable federal and state law and seeks to ensure that no covered individual is financially or academically penalized as a result of service to the nation. - Scope and Applicability
This policy applies to all students enrolled at UMGC who qualify as covered individuals, as defined. It governs all academic terms and applies regardless of modality, program, or session length. - Definitions
For the purposes of this policy, the following terms are defined as follows:- Administrative Removal: An institutional action that removes a student from a current or future course(s) without academic penalty. For current courses, this results in no grade being recorded and the reversal of tuition and fees. For future courses, this prevents enrollment charges from being assessed. Administrative removal is initiated by UMGC on behalf of a covered individual and is distinct from a standard student-initiated withdrawal.
- Covered Individual: A United States service member on active duty, including members of the National Guard and Reserve components. Coverage is also extended to military spouses and dependents who are enrolled at UMGC and who are affected by the service member's orders. Dependent status for spouses and dependents shall be verified through an attestation form in lieu of requiring military orders.
- Drop: The removal of a student from a course during the published drop period, which results in no grade being recorded and full reversal of tuition and fee charges for the dropped course(s).
- Financial Penalty: Any institutional charge assessed to a student as a result of withdrawing from or ceasing enrollment in a course. The following are not considered financial penalties for purposes of this policy: (1) charges for learning resources or materials that remain in the student's possession with perpetual access; and (2) non-tuition fees for services already rendered prior to the disruption. (3) Charges assessed due to a Return of Title IV federal financial aid.
- Incomplete Grade: A temporary grade designation awarded at the discretion of the instructor when a student has made satisfactory academic progress but is unable to complete course requirements due to extenuating circumstances, including military service. Incomplete grades are governed by UMGC's Policy on Grade of Incomplete.
- Instructor Flexibility: Arrangements made at the discretion of the instructor to accommodate a covered individual in a current course, which may include, but are not limited to: extended deadlines, make-up opportunities, and the award of an incomplete grade where applicable.
- Military Leave: A temporary status in which a covered individual remains enrolled in a course or courses and is afforded flexibility to make up missed coursework, assignments, or assessments without being required to drop or withdraw from the course. The duration and scope of military leave shall be determined based on the totality of circumstances relevant to the student's situation, in collaboration with Learner and Resolution Services (LRS) and the student's Success Network Partner.
- Orders: Any of the following: (1) written orders including Permanent Change of Station (PCS), Temporary Duty (TDY), Temporary Additional Duty (TAD), or Temporary Duty Under Instruction (TEMDU) orders; (2) activation orders for members of Reserve components; or (3) verbal or inferred orders for participation in field training exercises or military maneuvers.
- Roles and Responsibilities
- Learner Resolution Services: Primary point of contact for covered individuals seeking to invoke this policy. Coordinates with Success Network Partner to evaluate options and determine the best course of action based on the totality of circumstances.
- Faculty: Provide instructor flexibility as appropriate, including extended deadlines, make-up opportunities, and incomplete grades in accordance with applicable grading policy.
- Policy Statements
UMGC shall provide supportive measures to covered individuals whose enrollment is affected by military service. Students shall not be assessed financial penalties as a result of exercising their rights under this policy.
UMGC reserves the right to act in the best interest of a student who has submitted the request form who is unreachable via three attempted contacts by phone or email due to active military service, including making enrollment decisions on the student's behalf. All decisions made on behalf of an unreachable student shall be documented and communicated to the student upon their return.- Student Options
When a covered individual's academic progress is disrupted by military service, the following options are available. UMGC shall ensure that students are provided clear information about each option, including through student-facing website content and the attestation form. Where a student is unreachable, UMGC reserves the right to determine the most appropriate option in the student's best interest.- Military Leave - A covered individual may elect military leave to remain enrolled in a course while being granted flexibility to complete missed coursework. Military leave does not result in removal from the course or forfeiture of academic progress. The scope and timeline of make-up work shall be determined collaboratively by the student, their instructor, and SRS or an academic advisor, based on the totality of circumstances. Instructor flexibility, including the award of an incomplete grade, may be incorporated as part of this option where applicable.
- Drop - A covered individual may elect to drop a course during the published drop period. A drop results in no grade being recorded and a full reversal of tuition and fees for the affected course(s). Students are encouraged to review the drop period deadlines for their session prior to making this election.
- Administrative Removal - Where a covered individual is unable to elect an option due to unreachability or where military leave is not feasible, UMGC may initiate an administrative removal from current and/or future courses and the reversal of applicable tuition and fees. This option is distinct from a standard student-initiated withdrawal. UMGC shall document all administrative removals and communicate actions taken to the student upon their return.
- Student Options
- Attestation and Documentation
- To request military leave or administrative removal, a covered individual (or an authorized representative acting on their behalf) shall submit a Military Leave Attestation Form to UMGC. Any individual acting on behalf of a covered individual must have a completed Student Records Release Form on file in accordance with UMGC Policy III-6.30 FERPA and Disclosure of Student Records.
- The attestation form shall:
- Identify the covered individual and confirm their status;
- Indicate the type of service disruption and, where available, the relevant orders;
- Specify the course(s) affected and the option(s) being requested;
- Include a statement authorizing UMGC to act in the student's best interest in the event the student becomes unreachable; and
- Provide the student with access to definitions and explanations of all available options.
- The University retains the right to request additional documentation at its discretion.
- Related Policies, Procedures, and References