Definition

Keck Graduate Institute (KGI) recognizes that students who serve in the United States Armed Forces may encounter situations in which military obligations may force them to withdraw from the institution and that this can sometimes happen with little notice.

For purposes of this policy, a “military service leave” is a KGI approved withdrawal from all in-progress KGI classes or cross-registration at another Claremont College that is necessitated by service, whether voluntary or involuntary, in the United States Armed Forces, including service by a member of the National Guard or Reserve, active duty, active duty for training, or full-time National Guard duty under Federal authority, for a period of more than 30 consecutive days under a call or order to active duty of more than 30 consecutive days.

Student Responsibilities

A student who is called to active duty or active service in a branch of the United States Armed Forces (Army, Navy, Air Force, Marines, Coast Guard, National Guard or Reserve) and wishes to take a military service leave must: Provide KGI with advanced notice of such service and the intention to take a leave of absence. As soon as possible, after receiving military orders that require withdrawal from a program or course of study, a student must contact the Division of Student Affairs and/or VP of Academic Affairs to request a formal leave of absence and attach a copy of the military orders or other appropriate documentation to the request. This advanced notice can be made by the student or may be made by an appropriate officer of the U.S. Armed Forces or official of the U.S. Department of Defense to KGI’s Registrar, but the student is responsible for making sure the dean receives notice. The notice need not include a statement of an intention to return to the KGI. If military necessity renders it impossible to provide advance notice to the Division of Student Affairs and/or VP of Academic Affairs, the student may initiate a military service leave by providing notice at the first reasonable opportunity, in writing, personally signed, and with a copy of the military orders attached.

KGI’s Procedures

Upon receiving notice of a student’s request to withdraw from their academic program at KGI or drop all enrolled courses because of military obligations, the Division of Student Affairs and/or VP of Academic Affairs shall promptly contact the campus registrar. The campus registrar will review the request and initiate the military service leave of absence by notifying the Office of Student Financial Services and the Office of Student Accounts or equivalent offices.

The Office of Student Financial Services (or equivalent) will review the student’s eligibility for financial aid funds received before the time of withdrawal and inform the student about the status of his or her financial aid and actions required to defer loan repayments based on military obligations. Students who are granted a military service leave will receive a 100% refund of tuition and fees charged for the semester or academic term in which they withdraw. If KGI determines that it is appropriate to award academic credit for work completed in the semester or academic term in which a student takes military service leave, the student shall not receive a refund for the portion of the course of study for which academic credit is awarded. No refund will be provided until the KGI receives a copy of the military orders necessitating the withdrawal. Students who are granted a military service leave may be on leave for up to five academic years, after which an extension may be granted with their dean’s approval. To apply for an extension, students must contact the Division of Student Affairs and/or VP of Academic Affairs. Students who do not request an extension will be withdrawn from KGI and at a later date may choose to seek readmission. To seek readmission at a later date, students must contact the Division of Student Affairs and/or VP of Academic Affairs.