Student Military Leave Policy

The University of Dubuque supports its students or the spouse of a member who has a dependent childen who are members of a military unit and are called into federal active military duty or national guard duty by the United States (Section 261.9(1)g). To assist them, as well as protect and safeguard their status as University of Dubuque students, the University has adopted the following guidelines:

Exit Procedures for Students Called to Active Military Duty:

To initiate a military leave from the University of Dubuque the student must contact the Office of the Registrar. This office will collect the proper information and paperwork from the student, which must include written documentation of the military instructions. The Office of the Registrar will then inform the appropriate offices of the student's military leave. Because every student's situation is different, each leave will be handled on a case-by-case basis. However, certain basic procedures are applicable and are described below.

Academic Provisions and Tuition Refunds:

  1. The student will receive a full refund of tuition and fees paid to the University of Dubuque if the request for withdrawal due to military service is filed prior to the last day to drop classes.
  2. The student will have a choice of three options if the request for withdrawal is received after the last day to drop classes:

a) A full refund of tuition and fees, no credit awarded for work completed during the semester, and receipt of "W" grades for the term.

b) An incomplete grade in all courses with the right to complete all coursework at a future date without further payment of tuition or fees. In this case, there will be no tuition refund for the present term.

c) A grade in each course, if the professor of each class believes sufficient work has been completed. In this case, there will be no tuition refund.

d) Options b) and c) may be combined should circumstances warrant.

Residence Halls and Meal Charges:

The student will receive pro-rated refunds for their housing and meal-plans, if applicable, based on the percentage of days registered at the University.

Financial Aid Ramifications:

Students are urged to submit documentation of their military activation to the Office of Student Financial Planning. This office will determine the impact on any federal, state, or institutional financial aid awards that have been provided to the student.


When the student is ready to return to the University of Dubuque, he/she will need to re-apply for admission through the Office of Admission. There is no fee for this process. If a student elected to take an incomplete in one or more courses, he/she has until the end of the re-admittance term to complete the appropriate coursework. If the course is no longer offered or if the faculty member is no longer with the University, the returning student will receive a full tuition credit for a replacement course.

A policy cannot address every circumstance that may arise when students are called to active duty, therefore, please consult with the Office of the Registrar. Appeals of a decision made by the Office of the Registrar may be made to the Associate Dean of the College.