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Military Leave of Absence Procedure

TBR Guideline Reference: 2.03.00.06

Approved by: Dr. George Pimentel

Original Date Effective: 2021-06-23

When a United States Military service member or reservist, who is enrolled in Jackson State Community College (JSCC), is called to active duty, they may request a Military Leave of Absence (MLOA) from the college. This MLOA will allow them to return to their degree program and make up missed coursework, including the awarding of an “incomplete” grade at the end of the term, if needed. If the service member must withdraw from the semester due to their required military duties, they will be allowed to return to their program of study at the next available term without penalty, if they are in good academic standing.

In order to be granted a MLOA:

  • The service member must submit a written request to the office of the Vice President for Academic Affairs (VPAA) no less than 10 business days before they are to depart for duty, or as soon as possible. This request shall include their name, student I.D. (J number), program in which they are enrolled and to which they plan to return, their date of expected return to class, and how best to communicate with them about their request. It is to be signed by the service member and dated.
  • A copy of their official military orders is to be provided with the written request for a MLOA.
  • The VPAA, or their designee, shall confer with the appropriate program director and dean to determine the best method of supporting the service member’s academic status during their absence and upon their return. This determination should be made within five business days of receipt of the MLOA.
  • Notice of this determination shall be provided to the student in writing and via their JSCC student email. It shall be copied to their program director, dean, and the college’s Veterans Affairs coordinator.
  • If the student’s military duties are extended beyond their anticipated date of return to JSCC, they are to notify their program director and the office of the VPAA in writing, along with an official statement from the military of the extended assignment. The student shall include in their statement their request for action to be taken, such as a request for a late withdrawal from the term, and/or a revised estimate of when they will return to their program.
  • The VPAA shall confer with the program director and dean to determine how the service member can best be served academically in relation to their current and future semesters. This should involve consultation with representatives in the Veterans Affairs Office, Financial Aid Office, Admissions and Records Office, and Business Services.
  • Notice of this determination and action taken shall be provided to the student in writing and via their JSCC student email. It shall be copied to the program director, dean, Veterans Affairs Office, and, as needed, Financial Aid Office, Admissions and Records Office, and Business Services.
  • Record of the request and related determinations shall be maintained in the office of the VPAA.