Policies and Compliance

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Priority Registration
Military Withdrawal
Off-Campus Stakeholder Engagement
Keys to Veteran Success
Principles of Excellence
House Bill 488
Veterans Benefits and Transition Act of 2018
Department of Defense Memorandum of Understanding for Federal Tuition Assistance

Priority Registration

Any and all U.S. service members who have separated from service receiving any type of discharge other than dishonorable, as well as, those currently serving in the U.S. Army, U.S. Marine Corps, U.S. Navy, U.S. Air Force, U.S. Coast Guard, U.S. Space Force, U.S. Army National Guard, or U.S. Air National Guard in an active or reserve status are eligible for priority registration associated with their student status. These students must self identify through use of VA education benefits or by contacting the Veteran and Military Family Center.

Military Withdrawal and Readmittance

Any students who is a member of the U.S. military that has been called to active duty with little notice may withdraw from all courses and receive a 100% refund of tuition and fees. Alternatively, with the permission of the instructor(s), a student may receive an incomplete or a final grade in some or all of the courses taken. While the policy does not pertain to initial active duty training (i.e. basic training), this policy is provided in order to minimize disruptions or inconveniences for students fulfilling their unanticipated U.S. military responsibilities during an academic term. Service Members will be readmitted with the same academic status as he had when last attending the school or accepted for admission to the school. This requirement applies to any student who cannot attend school due to military service. Students who intend to withdrawal should notify the Veteran and Military Family Center immediately upon receipt of military orders.

Off-Campus Stakeholder Engagement

Xavier University’s Veteran and Military Family Center is in the process of creating a written policy for off-campus outreach. Interim guidance from the Director of the Student Veteran Center, outlining the Center’s current practices is below.

Xavier’s Veteran and Military Family Center serves as the veteran and military proponent for off-campus outreach to the greater veteran and military community in the region. This outreach will serve several purposes. It will strengthen resources and policies geared towards military affiliated students; develop partnerships and mentorship programs that have mutual benefit; and ensure the military affiliated population is informed about their earned benefits. Off-campus outreach organizations include, but are not limited to:

Veteran and Military Service Organizations, examples include:
- Association of the United States Army (AUSA)
- The Navy League
- Military Officer Alumni Association (MOAA)
- Veterans of Foreign Wars (VFW)
- United Service Organizations (USO)
The Ohio Department of Veterans Services
The US Department of Veterans Affairs
County Veteran Service Organizations
Active Duty, National Guard and Reserve Units
PreK – 12 Purple Star Schools
Other Institutes of Higher Education with veterans’ programs

The Veteran and Military Family Center will maintain an outreach working group which will meet weekly to discuss opportunities for partnership and collaboration benefiting the military affiliated population both on and off campus. The Assistant Director for Career and External Relations will chair this meeting and all members of the SVC staff will be present.

Keys to Veteran Success

Create a culture of trust and connectedness across the campus community to promote well-being and success for veterans

Xavier University maintains a veteran and military affiliated advisory board, made up of various key offices and departments across campus including Admissions, Counseling Center, Financial Aid, Veteran and Military Family Center, Disability Services, Academic Advising, and the Student Veterans of Xavier Student Veteran Organization. This semi-annual meeting connects current student veterans and prospective student veterans, as well as supporting our faculty and staff in their assistance of veteran and military affiliated students. We communicate with our student veteran population through social media, e-mail, professional and social networking opportunities, and in-person meetings.

Ensure consistent and sustained support from campus leadership

The Veteran and Military Family Center works across campus and off campus in the community with stakeholders and others to further develop the services provided to veteran and military affiliated students on campus. The Veteran and Military Family Center team is engaged with university leadership at all levels to advocate for and support all veteran and military affiliated students.

Implement an early alert system to ensure all veterans receive academic, career, and financial advice before challenges become overwhelming

Xavier University requires all undergraduates to attend academic-specific orientation before they register for classes. In addition, the university hosts a second, separate, orientation for student veterans. Our school and college advisors meet with all students whose GPA falls below a 2.0, and with students whose instructors feel may be experiencing an academic crisis. Help with behavior, health, or emotional issues are coordinated through the Dean of Students Office.

Coordinate and centralize campus efforts for all veterans, together with the creation of a designated space for them (even if limited in size)

The Veteran and Military Family Center, established in 2015, strives to provide all current student veterans and military affiliated students of Xavier University a safe, studious, and supportive setting. Located on campus at the Conaton Learning Commons in room 529, the Center offers student veterans and military affiliated students a space of their own ccomplete with academic and social amenities including a kitchenette. The Center's five member staff provide multiple services including VA education benefit counseling, financial aid planning, academic advising, and career coaching.

Collaborate with local communities and organizations, including government agencies, to align and coordinate various services for veterans

Xavier’s Veteran and Military Family Center maintains dedicated staff with the purpose of outreach to the community to align veteran and military programs in the region. The Student Veterans staff meets regularly with veteran service organizations, military service organizations, and the Civilian Aide to the Secretary of the Army to ensure our efforts are aligned. Additionally, Xavier is a founding member in the Tri-State Veterans Education Team (Tri-VET) which is a consortium of both public and private non-profit colleges and universities that serve students in the Greater Cincinnati Metropolitan Area. Tri-VET's primary purpose is provide mutually beneficial professional support and to maintain awareness of opportunities that exist for student veterans within our community in an effort to best serve them.

Utilize a uniform set of data tools to collect and track information on veterans, including demographics, retention, and degree completion

As part of the admission process Xavier collects information about veteran and military affiliated enrollment. Throughout a veteran or military affiliated student's academic career information about demographics, retention rates, grade point averages and degree completion are tracked though the office of Enrollment Intelligence. Additionally, the University tracks post-graduation employment. This information is readily available through the University’s Department of Institutional Research.

Provide comprehensive professional development for faculty and staff on issues and challenges unique to veterans

Since the formal institution of a veteran and military affiliated student program at Xavier several programs and events have been developed to keep staff and faculty informed of challenges unique to veteran and military affiliated students. Each semester a veteran and military affiliated student advisory board, made up of various key offices and departments across campus including Admissions, Counseling Center, Financial Aid, Veteran and Military Family Center, Disability Services, Academic Advising, and the Student Veterans of Xavier Student Veteran Organization meets to discuss any updates or changes that have occurred that may impact students. This semi-annual meeting connects current student veterans and prospective student veterans, as well as supporting our faculty and staff in their assistance of veteran and military affiliated students. We communicate with our student veteran population through social media, e-mail, professional and social networking opportunities, and in-person meetings. At the beginning of each semester the Veteran and Military Family Center hosts a series of breakfasts open to all staff and faculty to further discuss student veteran issues. In the fall 2022 semester the Veteran and Military Family Center will formalize training for staff and faculty through the Center for Teaching Excellence.

Develop systems that ensure sustainability of effective practices for veterans

Xavier University's Veteran and Military Family Center surveys all military affiliated students annually in late April. The purpose of this survey is to determine where gaps in support for our military affiliated student population might exist and ensures we are meeting the needs of the population now and into the future. The Center has created a strategic plan to both grow enrollment and ensure the resources are available to support a larger veteran and military affiliated student population.

Principles of Excellence

Prior to enrollment, provide students a personalized form covering the total cost of an educational program

Once admitted, all veteran and military affiliated students have access to a personalized Net Cost of Attendance Report that covers the total out of pocket cost of their declared academic program. This report is available prior to enrollment. Students, follow the steps below to access your Net Cost of Attendance Report:

Visit Current Students
Click on Self-Service (Chain Picture)
Sign in to Self-Service with your user ID (Xavier email address) and password
Click on Student Services
Click on Financial Aid

Additional information about tuition and other estimated costs can be found on the tuition and fees website.

Provide educational plans for all military and veteran education beneficiaries

Xavier offers more than 90 majors and 90 minors within the College of Arts and Sciences, the College of Professional Sciences, the Williams College of Business and the College of Nursing. Graduate programs are offered in 30 areas, including doctoral degrees in psychology, nursing, leadership studies and occupational therapy. Educational plans for each of these program can be found on the academics website.

Once enrolled, all veteran and military affiliated students have access to the Degree Works tool which serves as the educational planner for a students declared major(s), minor(s), and concentration(s). Students, follow the steps below to access your Degree Works:

Visit Current Students
Click on Self-Service (Chain Picture)
Sign in to Self-Service with your user ID (Xavier email address) and password
Under the Student tab, select Academic Records/Registrar Information
Click View Degree Evaluation & Tools (DegreeWorks)

In addition to this tool, students are required to meet regularly with both their academic advisor and the military affiliated student advisor to ensure they are making satisfactory academic progress and that the courses in which they intend to enroll in are required by their degree program and therefore are eligible for certification for their VA education benefit.

Do not participate in fraudulent or aggressive recruiting techniques or misrepresentation

Xavier University does not pressure any student to attend this university. When working with prospective student veterans we encourage them to gather information about our school, compare it with others, and make the right decision for themselves based on their goals and desired outcomes.

Xavier University is a founding member in the Tri-State Veterans Education Team (Tri-VET) which is a consortium of both public and private non-profit colleges and universities that serve students in the Greater Cincinnati Metropolitan Area. Tri-VET's primary purpose is provide mutually beneficial professional support and to maintain awareness of opportunities that exist for student veterans within our community in an effort to best serve them.

Provide accommodations for service members and reservists absent due to service requirements

Any students who is a member of the U.S. military that has been called to active duty with little notice may withdraw from all courses and receive a 100% refund of tuition and fees. Alternatively, with the permission of the instructor(s), a student may receive an incomplete or a final grade in some or all of the courses taken. While the policy does not pertain to initial active duty training (i.e. basic training), this policy is provided in order to minimize disruptions or inconveniences for students fulfilling their unanticipated U.S. military responsibilities during an academic term. Students who intend to withdrawal should notify the Veteran and Military Family Center immediately upon receipt of military orders.

Designate a point of contact for academic and financial advising

The general point of contact for all veteran and military affiliated students is Amber Schutte, the Military Affiliated Student Advisor. Additional advising resources can be found on the Academic Advising website or the Student Financial Services website. All other points of contact are listed on the Veteran and Military Family Center Directory Page.

Ensure accreditation of all new programs prior to enrolling students

Xavier University adheres to the highest of academic standards and practices. Xavier University is accredited by the Higher Learning Commission in the North Central Associate of College and Schools (NCA). The NCE is one of six regional agencies that provide institutional accreditation to institutions of higher education.

Please visit the accreditation page to explore the background on the accreditation process and to view our 2011 and 2021 accreditation evaluations.

Align institutional refund policies with those under Title IV

Xavier University refund policies comply with Federal Government Title IV funding guidelines. All refund information, including refund policies and tuition credit schedule, can be found on the Office of the Bursar website.

House Bill 488

Establish a dedicated point of contact and/or military/veteran center or office. Tasks can include but are not limited to processing of VA Educational Benefits, development of mentoring programs, provision for a student veteran organization, provision of graduation honor cords, single point of contact for information on campus resources.

Xavier University maintains a staff of 5 employees to assist service members, veterans and dependents with enrollment, Tuition Assistance programs, VA educational benefits, success coaching and career support. Listed below are the Xavier University point of contacts for the Veterans Service Office, Military Credit, and HB488 Single Point of Contact.

Veterans Service Office (Benefits Assistance) Contact: Amber Schutte

Military Credit (Transfer) Contact: Amber Schutte

HB488 Single Point of Contact: Paul Fellinger

Establish priority registration for veterans and service members.

Establish a process for the acceptance and evaluation of military credit and MTAGS per legislative and Chancellor guidelines. Non-public institutions that do not participate in statewide transfer agreements such as MTAGs are not expected to guarantee that coursework but are expected to evaluate it for potential use in their academic programs.

Students who have completed training courses through the armed forces or other professional training programs may be eligible to receive college credit for courses completed. The Guide to the Evaluation of Educational Experience in the Armed Services, published by the American Council on Education, is used to determine what credit might be granted for military training. For courses completed through business and professional organizations, the National Guide to Educational Credit for Training Programs, published by the American Council on Education, is used to determine what credit can be granted. To request credit for military or other professional training, students must submit transcripts or certificates of completion to the Office of Admission. Military Transfer credits are evaluated and ACE recommendations for Joint Service Transcript and Community College of the Air Force transcript are accepted. Transfer credits are evaluated as part of the admissions process. Upon admission, the military affiliated advisor walks all new students through the transfer credit evaluation process to ensure earned credits are properly applied to the student's degree program.

Integrate existing career services to create and encourage meaningful collaborative relationships between student service members, veterans, and alumni of the institution that link student service members and veterans with prospective employers.

The Veteran and Military Family Center at Xavier maintains a full-time staff of five employees, one of whom is the Assistant Director for Career and External Relations. This position works with both students and companies across the nation to ensure students have the maximum opportunity to enter the workforce in a desired career field. Throughout their academic career at Xavier, we offer veterans the opportunity to review their resumes, translate their military skills into civilian terminology and conduct in-person or virtual mock interviews. The Assistant Director for Career and External Relations also works with companies to provide internship opportunities for our veterans. Throughout the year, Xavier veterans are provided opportunities to meet and interact with hiring managers from local companies in a variety of networking events.

Student service members and veterans are to be provided social opportunities; and, if the institution has career services programs, encourage the responsible office to seek and promote partnership opportunities for internships and employment of student service members and veterans with state, local, national, and international employers.

Survey student service members, veterans, spouses, and dependents to identify their needs and challenges and make the survey available to faculty and staff at the respective institution. Periodically conduct follow-up surveys, at a frequency determined by the board of trustees, to gauge the institution’s progress toward meeting identified needs and challenges.

Xavier seeks to be a community where all students, staff and faculty can fully participate in the life of the University, a strong and healthy climate is critical to achieving this goal. Therefore, the University conducts an annual climate survey to assess how all members of our community experience our campus climate. The goal of this anonymous survey is to actively monitor, and respond to, how students and employees assess learning, living and working at Xavier. Every five years a comprehensive climate assessment is conducted. Annually, between climate assessments, a shorter “pulse” survey is administered to track trends and identify improvements and/or new challenges. These surveys are an opportunity for students and employees alike to share personal experiences and observations and to offer suggestions for how Xavier’s climate might be enhanced.

In addition to the climate assessments and pulse surveys, Xavier University's Veteran and Military Family Center surveys all military affiliated students annually in late April. The purpose of this survey is to determine where gaps in support for our military affiliated student population might exist. Questions address the admissions process, application for benefits, scholarships and military affiliated specific programming. The results of this survey are shared with current students, the Veteran and Military Family Center staff, and university officials as necessary and result in changes to better support our military affiliated student population.

Allow for the establishment of a student-led group on campus for student service members and veterans and encourage other service member- and veteran-friendly organizations.

The Student Veterans of Xavier (SVX), which is Xavier's local chapter of Student Veterans of America, strives to provide all veteran and military affiliated students with a full range of programs and opportunities designed to help students transition to campus successfully and thrive both academically, socially, and professionally. As a part of that support, SVX strongly believes in the power of connecting veteran and military affiliated students with peers who have traveled a similar road and have a desire to reach back and help those peer students along the way.

No state institution of higher education, as defined in section 3345.011 of the Revised Code, shall charge a student who is a veteran or a service member any fee for the evaluation of, transcription of, or application for college credit for military experience. Non-public institutions should strive for little to no cost as part of the evaluation and transcription process for service members and veterans.

Xavier University does not charge any student to apply or for evaluation of transfer credit.

Veterans Benefits and Transition Act of 2018, Title 38 USC 3679(e)

The Department of Veteran Affairs strictly enforces policies governing enrollment certification and payment of veterans’ educational benefits. Students receiving VA educational benefits should be aware of the following information that will affect receipt of benefits while enrolled at Xavier University.

Upon acceptance to the University, Xavier will allow any student who provides a Certificate of Eligibility (or Statement of Benefits) for Chapter 33 (Post 9/11 GI Bill^®) education benefits or VA Form 28-1905 for Chapter 31 (Veteran Readiness and Employment) education benefits to enroll in and attend classes. Xavier University will not impose penalties on any student who is unable to meet their financial obligations to the university due to delayed tuition and fee disbursement from the Department of Veteran Affairs. This includes the assessment of late fees, the denial of access to classes, institutional facilities, or the requirement to borrow additional funds to cover tuition.

All students utilizing Chapter 33 and Chapter 31 benefits will be required to submit the following to the Veteran and Military Family Center or Office of the Bursar no later than the first day of classes for a term.

Certificate of eligibility for entitlement to educational assistance or Statement of Benefits obtained from the Department of Veteran Affairs’ website. For Chapter 31 recipients, VA form 28-1905 is required.
Completed Request for Enrollment Certification form.

Students with Post 9/11 GI Bill® eligibility of less than 100% will be required to pay the difference between their financial obligation, and the amount expected from the VA, before the established due dates unless other arrangements (i.e. payment plan) are made.

Department of Defense Memorandum of Understanding for Federal Tuition Assistance

Xavier University participates in the Department of Defense (DoD) Memorandum of Understanding (MOU) for federal Tuition Assistance. Proof of participation can be found at the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding Institution List website, OPE ID 00314400.

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by the VA is available at the official U.S. government Web site at http://benefits.va.gov/gibill