The
UNC Policy Manual
700.7.1[R]
Adopted
01/20/15
Amended
08/13/18
Amended
11/23/22
Amended
03/18/26
I. Purpose. This regulation provides a framework for the
constituent institutions of the University of North Carolina System to develop
and maintain a comprehensive network of services for military-affiliated
students seeking to meet their educational goals. This regulation implements
the requirements of Section 700.7.1 of the UNC Policy Manual, Policy on
Military Student Success, and serves to promote the general welfare of military-affiliated students at constituent institutions.
II. Definitions. The following operational definitions apply
to this regulation:
A. Armed Forces. Armed Forces shall mean the United
States Air Force, Army, Coast Guard, Marine Corps, Navy, Space Force, and
National Guard.
B. Reserve Armed Forces. Reserve Armed Forces shall
mean the reserve components of any of the Armed Forces.
C. Military Student. Military Student shall mean a
student who is a veteran or actively serving member of the Armed Forces,
Reserve Armed Forces, and United States Uniformed Services as defined in 37
U.S. Code §101(3).
D. Military-affiliated Student.
Military-affiliated Student shall mean a Military Student and the
spouse, child, surviving spouse, or surviving child of a Military Student, or a
student who is a Reserve Officers Training Corp (ROTC) cadet.
III. Campus-based
Support Structures for Military-affiliated Students. Constituent institutions shall
create campus-based military affairs committees to assist Military-affiliated Students
in successfully transitioning and succeeding beyond the educational environment.
To ensure effectiveness, these committees
should, at a minimum, be charged with:
A. Ensuring that
faculty and staff are provided for with support and training on issues that are
unique to, or commonly encountered by, Military-affiliated Students;
B.
Facilitating awareness and
communication between key departments with regard to constituent
institution-based services for Military-affiliated Students;
C.
Coordinating and evaluating
programs and services for those students;
D. Factoring those
students into institutional planning;
E.
Ensuring institutional
compliance with all applicable standards and policies implemented by the
Department of Defense (DoD), the Department of Homeland Security (DHS), and the
Department of Veterans Affairs (VA); and
F. Ensuring
institutional compliance with the guidelines and recommendations in the most
current version of the VA’s School Certifying Official (SCO) Handbook.
IV. Financial Support of Military-affiliated Students.
A.
Application Fees. Constituent institutions shall waive the
admissions application fee for all Military Students.
B.
In-state Tuition Rates for
Military-affiliated Students. Constituent institutions shall clearly articulate
the process for Military-affiliated Students to establish eligibility for the
in-state tuition rate pursuant to state and federal law, and pursuant to the
guidelines of the Residency Determination Service. Information regarding
eligibility for in-state tuition shall be publicized as part of both the
undergraduate and graduate recruitment and admissions processes.
C.
Payment Processing Delays. Constituent
institutions shall create policies that guarantee that Military-affiliated Students
using state or federal Tuition Assistance, or VA education and training benefits,
are held harmless from processing delays that result from circumstances outside
of their control. These policies shall
include provisions:
1.
Granting exemption from late
payment fees on students whose payments are delayed as a function of tuition
assistance or VA educational benefits delays;
2.
Maintaining students’ course
registrations until such delayed payments are received;
3. Adhering to provisions in the
Veterans Benefits and Transition Act of 2018 when VA payments are delayed. Penalties prohibited by the act include, but
are not limited to, denial of access to classes, libraries, or other institutional
facilities, or the requirement that the student borrow additional funds,
because of their inability to meet their financial obligations to the
institution.
4.
Making reasonably available “bridge
loans,” payment plans, tuition deferments, vouchers, or some combination of
these items to cover tuition, fees, housing, books, and other expenses related
directly to university life, as defined by campus policy, until payment is
received from the DoD, DHS, or VA, subject to availability and other reasonable
restrictions that may be in place at the campus. Additionally, if applicable,
institutions should not charge interest on any “bridge loans.”
D.
Scholarships and Grants. Development and advancement
offices at constituent institutions are also encouraged to create, fund, and
maintain scholarships and grants for Military-affiliated Students.
E.
Campus Employment. Constituent
institutions are encouraged to apply for designation as an official VA Work
Study Site and recruit eligible Military-affiliated Students, when appropriate,
for VA work-study positions.
V. Student Support Services for Military-affiliated Students.
Constituent institutions are encouraged to support student veteran organizations
and/or other Military-affiliated Student organizations. The student organization advisor is encouraged
to communicate updates on veterans and military affairs on campus, as well as on
topics and announcements related to any Military-affiliated Student groups.
VI. Academic Support for Military-affiliated Students.
A.
Orientation/Transition Seminar. Constituent institutions should provide break-out
sessions focused on Military-affiliated Students as part of their regular
orientation programs. When possible, institutions
should make these resources available online.
Constituent institutions offering a credit-bearing introduction to the
university course should consider providing a section, or sections, exclusively
for Military-affiliated Students.
B. Priority Registration.
Military-Affiliated students using VA education benefits, students using DoD or
DHS Tuition Assistance, students on national service academy graduate degree
sponsorship, and students who have been released from active duty for a
specific amount of time to attend college through a military degree completion
program often face unique scheduling challenges. Constituent institutions should provide these students
with priority enrollment and registration and/or other scheduling assistance to
ensure those with time constraints attributable to their benefits can utilize
those benefits fully, or to the maximum extent possible.
C.
Academic Assistance. Constituent institutions shall evaluate,
review, adapt, and monitor academic assistance, including mentoring and
tutoring, for their Military-affiliated Students.
D.
Service Cords. Constituent institutions are encouraged to provide
military service cords for graduating Military Students. When offered, service cords
should be provided free of charge, when possible. Constituent institutions should consider
recognizing these graduates in graduation ceremonies or materials.
VII. Admitted Students Called to Duty or
Entering Military Service.
A.
Constituent institutions shall accommodate Military-affiliated Students
who are “called to duty” or receive orders for military service. A call to duty
or military service may include, but is not limited to:
1. Service in the uniformed services as
defined in 34 CFR §668.18;
2.
Guard or Reserve duties,
such as participation in weekly or monthly meetings, weekend drills, annual
trainings, military schooling, or other training or official military events;
or
3.
Active duty, Guard, or
Reserve military members on extended training and/or deployments, or a Permanent
Change of Station (PCS) move.
B.
Deferral of Enrollment. In accordance with N.C.G.S. §116-44.9C, constituent
institutions shall provide for enrollment deferment for members of the Armed
Forces, reserve components of the Armed Forces, and Merchant Marine, and their
spouses. Constituent institutions shall:
1.
Describe the process by which the student (or an appropriate
officer of the Armed Forces or official of the DoD or DHS) gives advance
written or verbal notice of call to duty or military service to the designated
campus body or official;[1]
2.
Identify the designated campus body or official and describe the
process by which the student informs the appropriate campus body or official of
intent to return to the institution upon completion of period of service;
3.
Publish the details of the process in the appropriate sections of
the university catalogue and website;
4.
Include provision for a full refund on all deposits paid by the
student; and
5.
Clarify the notification process of all relevant offices on
campus.
C. Short-term Absences Due to Call to Duty. Any Military Student called to duty for a
short period (fewer than 30 days) during a semester/term, which does not
require withdrawal, shall:
1.
Notify their institution immediately, including the course
instructor(s), advisor(s), and military-affiliated student services office. Military Students
who believe their military requirements may affect their enrollment/attendance
during a specific semester should inform their institution at the beginning of
the semester or as soon as the potential call to duty is reasonably known;
2.
Provide a copy of orders or a letter from the unit command to the institution
once the call to duty is confirmed and if the student needs to be excused from
class(es);
3.
Be given an excused absence for the period of
time the student is called to duty;
4.
Be given the opportunity to make up any test
or other work missed during the excused absence. The course instructor is encouraged to permit
the student a reasonable amount of time to make up missed assignments;
5.
Be given the option, when feasible, to
continue classes and coursework during the academic term through online
participation for the period of time the student is called to duty;
6.
Be given a temporary grade of incomplete (I)
for any course that the student was unable to complete as a result of being
called to active duty. However, the
student must complete the course requirements within the period of time
specified by the constituent institution in order to avoid receiving a failing
grade for the course; and
7.
Be permitted to drop, with no penalty, any
course that the student was unable to complete as a result of being called to
duty.
D.
Military Withdrawal. Due to call to duty situations, Military Students
may need to withdraw from coursework during the course of a semester.
1. Military
Students who believe their military requirements may affect their
enrollment/attendance during a specific semester should inform their institution
as soon as practicably, including course instructor(s), academic advisor(s),
and military-affiliated student services office.
2. Military
Students who have scheduled/known calls to duty during a semester should avoid
registering for courses in which their military commitments will affect their academic
attendance, performance, and learning. In
those cases, the Military Students should work to seek a deferral or other
arrangements and constituent institutions should work with the students on the
program of study to rearrange the academic planning.
3. Constituent institutions shall
develop policies that permit a Military Student to withdraw from a course or
courses at any time and without academic penalty due to a call to duty. These
policies must:
a.
Be published in the appropriate sections of the university
catalogue and website;
b.
Describe the process by which the student (or an appropriate
officer of the Armed Forces or official of the DoD or DHS) gives advance
written or verbal notice of call to duty to the designated campus body or official;[2]
c.
Describe the process by which the student informs the appropriate
campus body or official of intent to return to the institution upon completion
of period of service.
d. Establish the process for adjustment
of any time limits for degree completion – particularly graduate degrees –
including review in the case of required repetition of coursework that might be
outdated.
e. Provide a separate transcript notation
appropriate for students who withdraw for call of duty situations.
f.
Provide a full refund of tuition
and mandatory fees, and/or adjust the student financial aid account, as
appropriate. This includes:
i.
Issue a full refund for
textbooks purchased through the university bookstore for the semester in
progress. The student being called to duty must present the textbooks, purchase
receipt(s), and a copy of the applicable military order.[3]
ii. Issue a
prorated refund of room rent for a campus residence facility. This refund will be based on the student’s
official check-out date.[4]
iii.
Issue a prorated refund of general
and special fees.
iv. Issue a
prorated refund of any campus dining, meal plan or other prepaid auxiliary
services.
v.
Allow unpaid account balances
to be subject to a payment plan formulated with the student. No collection
actions will occur during a deployment.
E. Readmission to the University. No student shall be
denied readmission to a constituent institution solely because of a call to
duty situation. Constituent
institutions shall:
1. Readmit
students who seek readmission no later than three years after the completion of
the period of service,[5] at the same academic standing as the time
of their call to duty, pursuant to 34 CFR §688.18, and subject to campus safety
policies and procedures.
2. Clarify all conditions that would
lead to change in academic standing or admission status and publish such
details in appropriate sections of the university’s website.
3.
Describe and publish details of the process required to seek
readmission, if required by the institution.
4.
Waive any new application fees.
5. Adjust the registration window for
students to allow for early registration, if possible.
6. Clarify variations in regulations
for readmission for students:
a.
Who were on academic probation or suspension; or
b.
Who were away longer than three calendar years following the completion
of service.
7. Indicate a process for reinstatement
to a specific undergraduate program of study.
F. Termination of
Eligibility for Readmission. Pursuant to 34 CFR §688.18, a student’s
eligibility for readmission is terminated in any of the following events:
1.
Separation due to dishonorable or bad conduct discharge.
2.
Dismissal of a commissioned officer by sentence of a general court
martial; in commutation of a sentence of a general court-martial; or, in time
of war, by order of the President of the United States; or
3.
Dropping of a commissioned officer from the rolls due to absence
without authority for at least three months; separation by reason of sentence
to confinement adjudicated by a court martial; or sentence to confinement in a
federal or state penitentiary or correctional institution.
G. Tuition Rates and Scholarship Status
Upon Readmission to the University. Constituent institutions shall follow
federal and state law in charging appropriate tuition rates for students who
defer enrollment or return to the institution after the completion of military
service or call to duty. Constituent institutions shall:
1.
Readmit service members in accordance with 34 CFR §688.18.
2.
Establish a process for students to request a military service
waiver to extend fixed tuition periods beyond eight consecutive semesters as
described in N.C.G.S. § 116-143.9, and process for the institution to
adjudicate and track such waivers.
3.
When possible, and depending on the availability of funds,
Military-affiliated Students receiving university scholarships at the time of
their call to duty should be eligible to apply to receive the remainder of the
scholarship upon their return. Constituent institutions shall develop policies
related to the impact of call to duty on the scholarships they award. These
policies must:
a.
Include provisions to notify students about the status of their
scholarships at the time of a military withdrawal or leave of absence; and
b.
Describe the rules related to reinstatement of scholarships and
the process to initiate reinstatement when possible.
VIII. Other
Matters
A. Effective Date. The
requirements of this regulation shall be effective on the date of adoption of
this regulation by the president.
B. Relation to Federal and State Laws
and Policies. The foregoing regulation as adopted by the president is
meant to supplement, and does not purport to supplant or modify, those
statutory enactments, regulations, and policies which may govern or relate to the
subject matter of this regulation.
C. Relation to Professional
Certifications and Licensure Standards. Institutions should recognize that this
regulation relates to UNC System policy only, and not to professional
certifications or applicable licensure standards set by external agencies and
associations. In cases where adherence to this regulation may conflict with
university or academic program accreditation standards, institutions should
prioritize adherence to accreditation standards.
[1] No notice is required if the giving of such notice is precluded by military necessity, such as a mission, operation, exercise, or requirement that is classified or a pending or ongoing mission, operation, exercise, or requirement that may be compromised or otherwise adversely affected by public knowledge (34 CFR §668.18).
[2] No notice is required if the giving of such notice is precluded by military necessity, such as a mission, operation, exercise, or requirement that is classified or a pending or ongoing mission, operation, exercise, or requirement that may be compromised or otherwise adversely affected by public knowledge (34 CFR §668.18).
[3] Campuses with a rental program should consider a refund or prorating of the rental fee.
[4] If the student is receiving a Basic Allowance for Housing Benefit from the VA for housing, they are entitled to keep all funds through their last date of attendance (as certified on campus). Any funds received from the VA for any period after the last date of attendance become a VA student debt.
[5] A student hospitalized or convalescing from an illness or injury suffered during the performance of military service shall notify the institution of the intent to return no later than two years after the end of recovery. A student who fails to apply for readmission within the period described shall not automatically forfeit such eligibility for readmission to the institution of higher education, but shall be subject to the institution’s established leave of absence policy and general practices (34 CFR §668.18).