From the Interim President

At the December 12, 2025, meeting, the Buffalo State Senate voted to recommend to the interim president the adoption of the following update to DOPS policy I:07:01. The policy appears below. Amendments are indicated in bold.   

WHEREAS, Buffalo State University recognizes its obligation to support students who are members of the United States Armed Forces, including those who are mobilized or deployed during an academic term;

WHEREAS, clear institutional procedures are necessary to ensure that deployed students are protected from undue academic and financial hardship resulting from military service obligations;

WHEREAS, the Office of Military and Veteran Services, in coordination with the Dean of Students Office, is the appropriate administrative unit to maintain official documentation and records of all students who are deployed while enrolled at the University;

WHEREAS, in circumstances where the Office of Military and Veteran Services and/or the Dean of Students Office does not receive notification of a student’s return to the University within thirty (30) days following mobilization, the Academic Standards Office, in consultation with the student when possible, must retain the authority to withdraw or drop the student from courses to prevent academic and financial hardship;

WHEREAS, as deadlines for addressing incomplete grades approach, collaboration between the Director of Academic Standards and faculty members is necessary to facilitate extensions and provide reasonable academic accommodations for deployed students;

WHEREAS, students who elect to exercise the option to drop all courses due to military deployment must comply with University refund policies, including the return of any refunds received and responsibility for prorated consumable charges such as meal plans;

WHEREAS, students who qualify for re-enrollment following deployment should be permitted to return at the commencement of an academic semester, provided that University add/drop deadlines have not passed, and if such deadlines have elapsed, be allowed to re-enroll in the subsequent academic semester in accordance with SUNY regulations and University enrollment policies.

THEREFORE, Be it Resolved, that the Buffalo State Senate recommends this update to the Student Military Deployment Policy.

Buffalo State University is dedicated to supporting students who are members of the United States Armed Forces. Per the State University of New York (SUNY) policies and state and Federal Law, students activated for military duty, including those deployed or mobilized, are entitled to accommodations that mitigate disruptions to their academic progress. 

Military Obligation encompasses but is not limited to Entrance Testing, Basic Training, Activations, Deployments, Mobilizations, Permanent Changes of Station, Temporary Duty Assignments, Drills, and Unit Training Assemblies.

Eligibility

This policy applies to students who are:

• Active-duty service members (in all divisions) who receive orders for deployment, mobilization, extended training, etc.
• Members of the National Guard or Reserves who are activated for federal or state service 

Procedures for Students Requesting Accommodations

1. Notification: Students must submit official mobilization documentation of their activation/return date to the Office of Military and Veteran Services/Dean of Students Office.
   1. The Dean of Students' office will inform faculty members of their impending departure.
   2. The official list and documentation of all deployed students will be kept on file in the Office of Military and Veteran Services/Dean of Students Office.
2. By Default: If the Office of Military and Veteran Services/Dean of Students does not receive notification of the student's return to the University within 30 days after mobilization, the Academic Standards Office, in consultation with the student, will reserve the right to withdraw or drop the student to avoid any hardships to the student (academic and financial).
3. Consultation: Students are encouraged to meet with their associate dean, the academic standards office, the faculty, professional advisor, or success navigator, and a financial aid counselor to discuss the best course of action.
4. Approval and Processing: The university will process requests in accordance with SUNY guidelines and ensure that no penalties or undue burdens are placed on the student.

Faculty Responsibility Regarding Accommodations 

Faculty members play a crucial role in supporting deployed service members, helping them maintain their educational progress, and facilitating a smooth transition both during and after deployment. To effectively serve this important community, the adoption of best practices for academic accommodations, which may include, but are not limited to:

1. Course Completion Options (examples include):
   1. Students may work with faculty to complete coursework remotely with the same deadlines.
   2. Students may work with faculty to submit coursework with flexible attendance and deadlines as agreed upon by the student and faculty member.
   3. Students may work with faculty to complete coursework as an Independent Study.
   4. Students may work with faculty to use the pass/fail grading option (as available).  
   5. Online & Asynchronous Options: Faculty could offer virtual or recorded lectures and alternative ways to complete coursework.
2. Incomplete Grades: With faculty approval, students may receive an "Incomplete" grade and complete coursework per university guidelines.
   1. As the deadline for addressing incomplete grades approaches, the Director of Academic Standards will collaborate with faculty members to facilitate extensions as necessary. Every consideration will be given to any additional challenges that may arise during this process.
3. If Completion is not possible: The student, in collaboration with the faculty, may withdraw from the course or request a late drop. The student and/or faculty should consult with their Associate Dean or the Academic Standards office to complete the required petition.

Both the student and the faculty member must agree that the length of the absence is reasonable, given the type and structure of the course and a written plan detailing expectations for its successful completion. 

Institutional Responsibilities: 

The university must comply with federal laws, such as the Higher Education Relief Opportunities for Students (HEROES) Act (HR 1412) and the SUNY Tuition and Fees policy.

1. Course Withdrawal: If the student elects to withdraw, they will receive a "W" on their academic transcript. The University will adhere to federal regulations regarding the withdrawal of service members from courses under the Higher Education Relief Opportunities for Students Act of 2003 (HEROES Act of 2003). The University will note the reason for withdrawal as "Active-Duty Military."
   1. This will not adversely affect the student's federal or State SAP compliance, per the provisions of the HEROES Act of 2003, which guarantees that their military status does not adversely impact service members receiving federal student aid.
2. Drop of all courses: If the student elects to exercise the drop option, they will be asked to return all refunds received from the University and may remain responsible for pro-rated consumable charges (e.g., meals). At that point, the University will notify the appropriate funding agencies (e.g., federal- including GI BILL® funds, state, and any other financial institutions) of the student's status, and all monies will be returned accordingly. 

Complying with State and Federal Regulations

1. Under the guidance of the SUNY Tuition, Fees and Charges Policy, SUNY's Billing, Refunds, Collection and Write-offs Policy for Tuition, Fees, and Other Charges, Section 487b of the US Higher Education Act as amended in 2008, and Buffalo State University, this policy ensures students shall not be penalized for class absences due to military obligations. 
    
2. Students returning from military service will be granted priority re-enrollment and may resume their academic program without reapplying, provided they return within the timeframes set by federal regulations codified under 20 United States Code (U.S.C.) Section 1091c. Students who have not formally notified their institution of their absence may fulfill the notification requirement for readmission or enrollment by providing official documentation that verifies their absence was due to military service. Those who qualify may return at the commencement of the academic semester, provided that the add/drop deadline has not yet passed. Should the add/drop deadline have elapsed, the student may re-enroll in the following academic semester in accordance with SUNY regulations and the University’s enrollment deadlines.
    
3. In a county, state, or federal emergency, the Vice President for Academic Affairs may inform the Office of Veteran and Military Services/ Dean of Students in writing that this policy applies to any military student responding to a call for voluntary or non-voluntary military service.

I accept the recommendation from the Buffalo State Senate regarding the revision of DOPS policy I:07:01 Student Military Deployment. I charge the Provost and the Interim Vice President for Student Affairs to oversee the implementation of this resolution and to communicate it widely to the appropriate offices and individuals.  I thank the Standards for Students Committee and the Chair for this recommendation, and the Senate and the Senate Chair for their diligence in bringing this resolution forth.