Students need to provide the Registration Office with a signed statement requesting to be withdrawn. Students must also provide the Registration Office with a copy of their orders or an official letter from the 1st Sergeant/Unit Commander on unit letterhead in order to receive 100% refund. If in person, complete top portion of withdrawal form.
If not available, fax or mail letter. If the student cannot send a letter him/herself, MSU will accept an official statement from the Unit, which must include the student’s name, social security number and date of activation. (The Registrar must approve any questionable documentation before processing of withdrawal begins.)
Official withdrawal will be as of the date orders/letters are received. If orders are received after the date for students to drop a class with a grade of "W", the withdrawals will be back-dated to that date in order for the students to receive grades of ‘W’. For courses that are largely complete or that can be completed from a distance (directed studies, etc.), students may choose to work with faculty to take grades of "I" to give more time to complete the course. Students need to know that these grades do calculate into the gpa as failing grades until they are completed. If circumstances don't permit the student to complete the incomplete grades, the student and faculty member can work with the Registrar to process a later withdrawal.
The Registration Office will forward a copy of the orders/letters to Financial Aid Office. The Registration Office will also forward a copy of the orders/letters to Student Loans in the Bursar's Office to process paperwork for students to receive a 100% refund. (Any necessary return of Title IV Funds must be calculated and if this calculation results in the school being required to return funds to a Title IV program, then the student will be charged for what has to be returned.)
If the student lives in University Housing, the Registration Office will forward a copy of his/her orders to the Housing Office unless the student is able to take care of checking out of the residence halls him/herself.
If the student has any library books checked out, they must return them to the library in order to avoid any charges. The Registration Office will work with students who are unable to return their books immediately.
People To Contact:
Registration Office – (270) 809-3762
Registration Office – FAX – (270) 809-3050
Bursar’s Office – (270) 809-2318
Financial Aid – (270) 809-2546/2547
Student Loans – (270) 809-2690
Registrar – (270) 809-3759
Toll Free – 1-800-272-4678
Military Activation Withdrawals FAQ
Q. How do I withdraw from my classes?
A. Students wanting to withdraw from all of their classes need to come to the Registration Office in Sparks Hall to complete a withdrawal form. Those who are unable to visit the Registration Office should fax to (270) 809-3050 a signed letter stating his/her intent to withdraw. Students must also provide the Registration Office with a copy of their orders or an official letter from the 1st Sergeant/Unit Commander on unit letterhead containing the student’s name, social security number and activation date. Also, anyone with a power of attorney that allows him/her to transact all business can initiate a withdrawal for a student.
Q. How will withdrawing affect my grades?
A. All students withdrawing from the University due to military activation will receive grades of ‘W’ on their transcripts. This will not affect the grade point average in any way.
Q. Is withdrawing from classes the only option I have?
A. Not all students affected may decide to withdraw from their classes. Depending on the time of withdrawal, some students may want to work out a way to finish their courses with a grade. Others may want to receive an ‘I’ for the semester. Students will need to coordinate with their professors on an individual basis as each situation and course will differ. Some of those taking an "I" due to military activation may wish to change the grade to "W" due to the circumstances they encounter when activated. In the event that this is desired or that an extension is needed by these students on the time required to complete an incomplete grade, the faculty member should work with the student and the Registrar to facilitate the grade changes on an as-needed basis.
Q. What if I want to register for classes in the next semester?
A. If students are planning to attend the next semester, they can register as if they were still attending. Those out of school for two or more semesters should contact Admissions Services.
Q. Will I receive a refund for the semester?
A. All students withdrawing from the University due to military activation will receive a 100% tuition refund of personal payments with approved documentation. (Any necessary return of Title IV Funds must be calculated and if this calculation results in the school being required to return funds to a Title IV program, then the student will be charged for what has to be returned.)
Q. Will withdrawing affect my financial aid?
A. If students decide to return for future semesters, they need to contact the Student Financial Aid Office to verify their current and future eligibility.