Withdrawal and Time Out Procedures for Students Called to Active Duty

This policy applies to military personnel, fire fighters, and police officers who are called to active duty and help with disasters and complies with CCHE policy revisions to the Tuition and Fees Policy.

These policies DO NOT apply to dependents of active duty military personnel. Those students need to follow regular withdrawal and petitioning procedures. Students affected by the events of a particular disaster (i.e., those students who fear for their safety or lost a loved one in a terrorist attack such as 9/11) are referred to their dean’s office to start the withdrawal process. In most cases, the dean’s office will then contact us to initiate the withdrawal, tuition refund, and TOP process so these students don’t need to see multiple offices.

How to Withdraw

If you are NOT a reservist or emergency relief worker, do NOT use this form. Instead please see Withdraw Procedures.

1. The withdrawing student must:
• Notify the registrar’s office or Veteran’s Benefits of their withdrawal.
• Fill out the Withdrawal Form (it will be completed for the student if they call in to withdraw).
• Students will also provide a copy of activation letter or orders.
• Waivers: All signatures will be waived for the withdrawal and TOP. In addition, the GPA requirement and application fee will be waived for TOP.
  
2. The registrar’s office will withdraw the student given these conditions:
• Withdrawing Grades:
  • Students will be dropped from all their courses if they withdrew by the deadline to drop without signatures.
  • They will be dropped with W grades if they withdraw after the deadline. A withdrawal code of M will be used for students called to active duty. 
• Rebates and Financial Aid:
  • Student will be withdrawn with an A rebate (all tuition and fee charges will be removed and a refund generated less applicable charges (i.e., library fines, Wardenburg charges, Telecom. charges, etc.).
  • If the student is receiving financial aid, then the registrar’s office will work with the Financial Aid office (Veteran’s Affairs) to determine the best rebate for the student (based on the Department of Education’s rules governing financial aid).
    
3. Upon student’s withdrawal, the registrar’s office will refer the student to do the following (if applicable):
• If the student is receiving financial aid, they will determine how the refund will be handled (refunded to them or to the Dept. of Education).
• Check out of housing - students will only be assessed occupancy charges through the date of check out turn in their parking permit to Parking Services – students will receive a prorated refund.
• Books for classes purchased from the CU Book Store are eligible for a refund from the CU Book Store, based upon the condition of the books.  Proof of purchase is requested.
• Turn in season tickets (athletic tickets, theater tickets, etc.) to appropriate offices – students will receive a prorated refund.
• Contact Wardenburg Student Health Insurance Office if they want to keep their insurance coverage who will advise student of any outstanding financial obligations with the Bursar’s Office.
• Find out if student is enrolled through Continuing Education and if they want to also be withdrawn from those courses (and then we’ll contact Continuing Education for them).
  
4. Registrar’s office will setup the student on TOP:
• If the student knows when they’ll be returning to CU-Boulder, we’ll enroll them in TOP for that time period.
  • The registration materials will be sent to the address the student gives on the attached form.
  • The application fee and all other TOP requirements will be waived
  • The $200 enrollment deposit will be held for that future semester.
  • A registration type of RTR will be used for the student’s semester of return through TOP.
• Students who are required to serve for an unknown time will be extended each semester until they are able to return to the university.
  • Those who delay their return for more than one year after release from active duty may need to be evaluated for in-state residency.
• If the student returns for an earlier semester than indicated, the registrar’s office needs to be notified immediately to determine registration procedures.
• Students may not be enrolled in the TOP program who on active duty who are relocating and not returning to CU-Boulder . If this is the case, it should be noted on the attached form.
  
5. A copy of the Completed Form will be sent to the student’s dean’s office for their files as well as to Financial Aid (if applicable), and Continuing Education (if applicable). Student will also receive a copy of the completed form for their records.

How to Leave CU Without Withdrawing

Students who want the IW grade option need to talk with their instructors to find out what’s necessary to complete the incomplete before choosing IW grades over withdrawals (recommended by the deans’ offices).

Students who receive incompletes are not eligible for a refund of their tuition and fees.

1. A student can indicate the preference for incompletes (IW's) over withdrawing if they are called to active duty after the drop deadline.
2. The registrar’s office would then contact the appropriate dean’s office.
3. The deans office then contacts each of the student’s instructors to see if they're willing to assign the student an incomplete.
4. All instructors must agree to incompletes, i.e., a student cannot have IW's in some courses, and W's in others.
• If all the instructors don’t agree to incompletes, then we will withdraw the student from all courses and notify him/her.