Military Activation Policy

This policy applies to any student who is activated or mobilized for military service. This does not include routine activation such as mandatory drills or annual training. It also does not apply to students who elect to enlist and attend Basic Combat Training (BCT), Advanced Individual Training (AIT), or other required training in lieu of completing the academic term.

A student who is activated by the military should speak with their program’s academic dean and each of their instructors to determine which of the following four options would be best for them. In each case, a copy of the student’s activation orders should be provided to the Registrar’s Office and the Dean.

1. Receive a Grade – For students deployed to military action after the 12th week of a 16-week term, the 6th week of an 8-week term, or the 3rd week of a 4-week term the instructor has the option of assigning the student a grade in the class based upon work completed. That grade would be submitted during normal final grade submission; no additional work would be required of the student.
2. Receive an Incomplete – If the instructor feels that the portion of the semester remaining, and volume of uncovered material is such that it can be made up in a reasonable amount of time and effort, a grade of “Incomplete” may be given. The instructor completes an incomplete grade request form and notes the request is due to military activation. The student must ensure a copy of their military orders is received in the Registrar’s Office along with the Incomplete Grade Request Form. It should be noted that once discharged from duty, the student is responsible for contacting the instructor and fulfilling their obligation to complete requirements for the course. The 60 days allowed to complete the “I” grade begins on the date of military discharge.
3. Withdrawal from a Class – If the student elects to withdraw from a class they must contact their advisor and complete a drop/add form. Withdrawal becomes effective only when the student presents the official notice (drop/add form) to the Registrar’s Office according to the dates listed on the Academic Calendar.

4. Withdrawal from the University – The student must send a letter to the Registrar’s Office requesting to be withdrawn from all classes because of military activation and enclose a copy of the activation notification. The address is shown below:

   Registrar’s Office 
   University of Pikeville 
   147 Sycamore Street 
   Pikeville, Kentucky 41501

   The letter must include the following information:

   • Student name and UPIKE ID Number
   • A statement that the student wishes to withdraw completely from the University or listing the individual courses for withdrawal.
   • Student's signature (mandatory), and the date.

Refunds and Reimbursements – Students who withdraw from the University (withdraw from all classes) because of military activation will receive the following provided their financial aid had been verified and disbursed:

1. A refund for all tuition, room, board, and other program fees paid out of pocket – i.e., those costs not covered by financial aid or loans – for that semester. This refund does not include textbooks or other costs associated with taking courses.
2. Forgiveness of any remaining balance after all financial aid has been applied.
3. Receive a UPIKE grant in the amount of any direct loans taken during the affected semester. Students will have one year from their return from active duty to redeem the grant. Note: All aid awarded cannot exceed the cost of attendance per semester.

Questions about the refund and reimbursement for military activation should be directed to the University of Pikeville Business Office.