Deployments & Notification of Leave

Frequently Asked Questions

What happens if I am deployed mid-semester?

Bring a copy of your active-duty deployment orders to the VRO. You will be asked to file an official notification of leave, which will preserve your admissions status.

You should also contact your academic advisor. You will have the option of dropping some or all of your classes, and you will be given a 100% refund with no notations on your transcript. The matriculation advisor can help explain the difference between dropping your courses and taking incompletes.

What happens if I am deployed before the semester begins?

Complete the same notification of leave process. Take your active-duty deployment orders to the VRO and file an official notification of leave.

What happens if I am required to report for short-term training mid-semester?

If you are required to report for short-term training mid-semester, you should first visit with your professors to see if you can make up any scheduled exams or assignments during or affected by your absence. If you cannot reach an agreement, you may drop an individual class without penalty.

Can I take an incomplete on my classes?

USU policy allows for an incomplete grade in a circumstance such as active-duty deployment. The student must meet with the professor and together complete an Incomplete Grade Form, which acts as a contract between you and the professor about the remaining work. In most cases, an incomplete grade is represented on a student's transcript by an "I" plus a letter grade — usually an "IF" — unless the professor changes the grade.

Please note that students have one year to finish their incomplete courses. USU recommends taking an incomplete only if the student has a very finite amount of work left to complete. In my cases, completely dropping a course is more beneficial to a student. Your academic advisor can help you make that decision.

What happens if I take an incomplete and my deployment is extended beyond one year?

If your deployment is extended beyond one year and you cannot finish your incomplete class within the one-year period, USU will allow you to have your incomplete retroactively removed from your transcript, provided you followed the appropriate notification of leave policy. Contact the Office of Academic Belonging & Learning Excellence if your plans change and you need to extend your leave.

What if my parent, spouse, sibling, or friend wants to help me get registered during my deployment?

Federal privacy laws (FERPA) prevent USU faculty and staff from sharing most information about your academic record with anyone, including a family member or friend, without your permission. If you would like to designate others to act as your agent during your deployment, add delegates to your account who may access all your information and act on your behalf at USU.

What about my financial aid?

Your financial aid and scholarships may be affected by your leave. Please contact Student Financial Support and let them know you are being called to active duty.

What do I do when I return to the university?

Because you filed a notification of leave, you will not need to reapply to USU — your admissions status has been saved. Expect an email from USU prior to registration for the semester in which you are scheduled to return. You will be asked to verify that you are returning.

To reactivate your VA educational benefits, please contact the VRO.

For the answers to other commonly asked questions, visit the Notification of Leave FAQs page.