Student Withdrawal for Military Activation or Reassignment

Board of Trustees Policy 3.7

Subject: Student Withdrawal for Military Activation or Reassignment

Number: 3.7

Date: May 2022

Supersedes: June, 2016, September 2014, January 2009


Montgomery County Community College supports students who currently serve in the one of the branches of the U.S. Department of Defense. This includes the National Guard and components of the Reserve Forces. The College recognizes that you may be called to active duty, specialized training, or for disaster and civil relief efforts at a moment's notice. This policy is in place for students fulfilling their military responsibilities that may come with minimal notice during an academic term/session [pursuant to PA House Bill No. 1460]. This policy does NOT pertain to active and inactive duty training (ie. basic training, scheduled training, etc). 


The College will provide the following options for students who have been called to active duty for federal activation, specialized training, disaster, and civil relief efforts (Federal or State) or reassigned for military service in order to appropriately maintain the student’s academic and financial records with Montgomery County Community College.

  • In the event that a student, who is a member of the Pennsylvania National Guard or other active duty/reserve component of the U.S. Department of Defense Forces is called/ordered to federal or state activation, the student and/or student’s spouse can request and receive a granted military leave of absence from Montgomery County Community College. Specialized training will be considered when formal documentation and correspondence is provided. This does not apply to active duty training (basic training, or any scheduled training).
  • The affected student or student’s spouse shall receive a grade of “M” on their official transcript for all classes they are unable to complete due to the military leave of absence. In addition, upon release from military duty, the student or student’s spouse will be restored to the educational status enjoyed prior to the duty period, without loss of academic credits earned, scholarships or grants awarded, or tuition and other fees paid prior to the commencement of military duty. At the option of the student, a refund of tuition and fees paid, or credit of tuition and fees paid toward a subsequent semester or term, will be issued.
  • Without deployment orders, the student and/or student’s spouse must follow standard College drop or withdrawal procedures. A retroactive appeal to consider a military withdrawal can be initiated upon delivery of the applicable deployment orders.
  • In accordance with the College’s Comprehensive Grading Policy, the College can also provide the student with an option to apply for a grade of “I” (Incomplete) with the course instructor. The incomplete grade (I) must be completed by the end of the semester following deployment. If the course is not completed and the student submitted a copy of the appropriate deployment orders prior to leaving, the incomplete grade (I) will be converted to a military withdrawal grade (M). If deployment orders were not submitted, the incomplete grade (I) will be converted to a failing grade (F). The student may appeal the grade and tuition considerations upon return to the College with submission of the appropriate deployment orders.


The affected student should notify their instructor(s) and the Office of Veteran Services. Steps to submit a formal request for military withdrawal will be provided to the student to complete. The applicable military activation orders and formal correspondence on unit letterhead signed by the commander requesting military withdrawal shall accompany the Student Withdrawal for Military Activation or Reassignment request.