Withdrawal Policy for Student Servicemembers

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Buffalo Campus
18 Agassiz Circle
Buffalo, NY 14214
(716) 880-2000
(800) 292-1582

Rochester Campus
1880 S. Winton Rd.
Rochester, NY 14618
(585) 272-0030
(866) 212-2235

Medaille Female Veteran

Medaille College Policy for Students Called to Active Duty


Military Servicemember's Withdrawal and Leave of Absence Process

Students called to active duty are encouraged to withdraw from all Medaille College courses. Because the duration of call to duty may be undetermined, the careful consideration of each student's best interests is weighed in choosing between a complete withdrawal and leave of absence. This decision should be made in consultation with the Advisor/Program Chair, Veterans' Liaison and Student Services/Registrar representatives. Departmental judgment may be exercised to allow for completion of at least one course at the time of departure.

Step 1

Student should present official military orders at time of initiating contact with Student Services/Registrar's Office to formally withdraw or take a leave of absence from Medaille College. The school will refund 100% of the instructional fees paid by the student for courses they cannot complete. Refunds will only be made after the student has provided a copy of the military order directing the student to active military duty.

Step 2

Financial aid that you are receiving for the term which you withdraw will be adjusted according to Veterans Administration, state, federal and institutional regulations. If it is determined that a refund is due, a check for the excess will be mailed to the student.

Step 3

If you are receiving financial aid, follow these steps:

  • Formally withdraw through Student Services.
  • Inform the Office of Veterans and Military Affairs and the Financial Aid Office of receipt of financial aid.
  • Financial aid will be adjusted based on federal, state and institutional rules
  • Balances not covered by the fee refund and adjusted aid will be made up by special administrative financial aid funds.
  • Students with Federal Direct Loans must complete exit counseling at the National Student Loan Data System.
  • To avoid having to begin loan repayment, borrowers must request military deferments on any federal loans by contacting the loan holder directly.
  • Federal Perkins Loan, Nursing Student Loan and Health Professions Student Loan (received at Medaille): then click on Forms
  • Federal Direct Loan: Federal Direct Loan Program.
  • For loans taken at prior institutions and alternative loans, contact the individual lender (if uncertain of FFELP lenders, check on NSLDS at National Student Loan Data System- you will need your federal PIN to access your information).

Step 4

Students who withdraw once the quarter begins, are eligible for a refund as follows:
Prorated daily rate assessed for the time spent in the residence halls (determined by return of the resident's room key) assessed for number of meals eaten, and for the amount of the debit card monies that have been spent. There are no refunds after the 8th Friday of the quarter.

Step 5

The Office of Information Technology (IT ) will delete your Medaille e-mail account if you do not respond to the warning e-mails sent to notify you of the deactivation of your account because off inactivity. The e-mail warning is sent to all affected accounts 6 weeks before the actual deletions. Midway through the process, accounts are checked again, and a second warning message is sent. If you fail to respond to these warning e-mails your account will be deactivated. If you respond to the warning e-mail letting IT know that you have been called to active duty they will not deactivate your account. You will need to respond to these warning e-mails each quarter that you are not in attendance because of military duty. If you choose to allow your account to be deactivated you can re-activate your account once you have followed the steps below under the Return from Active Duty category.

If remaining in one or more courses is recommended, the following steps should be taken: Submit a completed Add/Drop form to the Registrar's office.  On the form where it requests a reason please have the college office mark in bold letters UNDER MILITARY ORDERS and the effective date of the drops. The effective date should be backdated to the 100% refund period.
NOTE: If you are receiving Financial Aid, please include the annotation, Financial Aid Involved, and the actual date of withdrawal on the form. This date will be the date used for the return of financial aid calculations. For Financial Aid Recipients, the Registrar's Office will also put the following record comment on the RCOM screen, QQYY/Mil Orders/WD Date: MM/DD/YY. This will be the only place on the record where the actual withdrawal date will be recorded.

Student should submit a Withdrawal/Leave of Absence form that will commence the following term. The Registrar office will forward copies of all appropriate forms and military ordersto Financial Aid, Student Accounts and Veteran's Liaison. Students will normally be granted a 100% refund provided the active duty order or other supporting documentation is provided and is attached to the form.

Course withdrawal and change of status will be noted on student's academic record by the Registrar's Office.

Important Note: When extension of time for completion of current coursework is recommended, a Record of Incomplete form should be submitted through the adviser/program chair. Instructors are required to initiate this process and must request the form directly through the Registrar's Office.

Department of Veterans Affairs Benefits:
The VA will pay for the time the veteran attended school prior to going on active duty. However, if the VA paid the Institution for a period that was after the date the veteran left school then that would become an overpayment on the student. The veteran will then need to contact the Debt Management Center at (800) 827-0648 to discuss the overpayment


Re-Enrollment Process for Military Servicemembers

Once an active service member knows his/her return date, the following steps should be taken:

Step 1

Pursuant to current law, service members may return/re-enroll to Medaille College from absences minimally of 30 days, but no longer than 5 cumulative years (provided the servicemember has been honorably discharged or is still considered active). Student should contact the Medaille College Veterans' Liaison with desired date of return. The Veterans' Liaison will inform the appropriate Medaille College offices of the student's intentions and coordinate the student's return to academic life at Medaille College.

Step 2

Once your status has been updated by your college office, if you did not keep your e-mail active while in the service, you will need to go to IT's web page and re-activate your account.

Step 3

    Here is the process for reactivating your financial aid:

  • Complete the FAFSA and Medaille Scholarship and Financial Aid Applications for the new academic year
  • Contact Office of Student Financial Aid if unable to meet the deadline due to date of return or file the General Appeal (for deadline)
  • Complete Student Resource Appeal if academic year income will be reduced
  • Office of Student Financial Aid Contact Information:
    Buffalo Campus Financial Aid Office: (716) 880-2256
    Amherst Campus and Rochester Campus Financial Aid Office: (716) 932-2610
    Email: finaid@medaille.edu
    Mail or in person: Buffalo Campus: 18 Agassiz Circle, Buffalo, NY 14214
    Amherst and Rochester Campus: 30 Wilson Road, Williamsville, NY 14221
    Financial Aid Web Page

Step 4

Contact the Resident Hall and Dining Services offices if you wish to live on campus when you return from active duty.

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