Medical Leave of Absence Policy

All capitalized terms have the following meanings:

1. Authorized Representative means a parent or legal guardian of a Student who is under the age of eighteen (18) or a person who has been granted power of attorney by a court of competent jurisdiction.
2. Business Day means any day which is not a Saturday or Sunday or day that the University is closed, such as holidays or other day that the University announces that it is closed.
3. Incapacitated means when a Student’s physical or mental condition renders the Student unable to communicate or interact with the DOS directly, as verified through documentation from the Student’s Provider and determined solely by the DOS. Examples of incapacitation include, but are not limited to, a Student in a coma; on a ventilator; experiencing severe physical trauma that makes speech or writing impossible; or experiencing significantly impaired cognitive functions where the Student lacks the capacity to understand their situation or make rational decisions, such as may be caused by a severe stroke or a psychotic episode.
4. International Student means a Student who is not a U.S. citizen or lawful permanent resident and who is pursuing their education at the University on a temporary student visa.
5. MLOA means a temporary, approved interruption of studies granted when a Student’s physical or mental health condition significantly limits their ability to function successfully or safely in their role as students, which permits the Student to take a break from University life and their studies, receive appropriate treatment and support, and later return to the University to complete their studies.
6. Next of Kin means the individual(s) who, in the absence of a designated healthcare power of attorney, are authorized to act on the Student’s behalf regarding their healthcare and academic status, according to the following hierarchy:
   a) Spouse or legally recognized domestic partner;
   b) Adult child, including a biological child, an adopted child, or a step-child;
   c) Parent, including a biological parent, an adoptive parent, or a legal guardian; and
   d) Grandparent.
7. Provider means a licensed, treating professional who has expertise in and direct knowledge of the Student’s medical condition, including, but not limited to, doctors, psychiatrists, psychologists, nurses, physical therapists, occupational therapists, speech therapists, vocational rehabilitation specialists, mental health professionals, certified physician assistants, nurse practitioners, social workers, and other appropriate professionals. Provider does not include individuals who are related to the Student requesting the MLOA, extension, or Reinstatement by blood or marriage, including, but not limited to parents, grandparents, siblings, aunts, uncles, spouses, and other relatives.
8. Reinstatement means the formal process by which a Student who has taken a MLOA is approved to return to their academic program and resume their studies and signifies that the University has determined the Student is ready to re-engage with the academic and social demands of University life, based on information provided by the Student and their Provider. Reinstatement is not automatic; it typically involves a review to ensure the Student’s medical condition has sufficiently improved such that the Student can successfully participate in academic and social activities that are part of University life.
9. Student means an individual who has applied, been accepted, and paid their deposit to attend the University from the date the deposit was paid until the individual graduates, withdraws, or is dismissed from the University.

Students may also be eligible to take other types of leave from their academic program:

Undergraduate Students should consult the Undergraduate Bulletin and contact their advising dean’s office for more information.

Graduate Students should consult the Graduate Bulletin and the handbook for the School in which the student is enrolled for more information.

School of Medicine Students should consult the School of Medicine Student Handbook (“GUSOM Handbook”).

Students seeking to take a leave of absence due to pregnancy, childbirth, false pregnancy, termination of pregnancy, or recovery therefrom may be eligible to take a personal leave of absence in accordance with the Bulletins and handbooks set forth above, and this Policy does not apply, unless the Student has medical reasons for taking a leave and chooses to pursue a MLOA.

Undergraduate and graduate Students will have different impacts and needs associated with taking an MLOA. The goal is for the DOS to help facilitate the Student gathering the information necessary to determine if a MLOA is appropriate for them.

When considering whether a MLOA is the best option, Students should consider the following information regarding this pathway:

A MLOA allows a Student to obtain the care and support that they need to return to their studies when they are ready.

While on MLOA, a staff member from Student Outreach and Support (“SOS”) may check in with Students periodically to discuss their progress and prepare for a safe and healthy return.

A MLOA may allow a Student to initiate a leave of absence and withdraw from classes later in the semester than is normally permitted for personal leaves of absence.

For undergraduate Students with tuition reimbursement insurance, a MLOA generally qualifies a Student for benefits under tuition insurance plans they may carry. Please be sure to check the insurance policy to confirm coverage.

Students should also check with the following offices to discuss potential impact of a MLOA:

• Office of Student Financial Services for financial aid, grants, and scholarships;
• Office of Global Services for visas for International Students;
• Office of Global Education for study abroad;
• The Athletics Department for Student athletes;
• Office of Residential Living for Students who live on campus;
• Military and Veterans’ Resource Center for military-affiliated students; and/or
• Office of Student Health Insurance for questions regarding tuition insurance plans.

The Academic Administrator to discuss possible incomplete(s), withdrawal(s), and future course schedules.

All Students are subject to the applicable tuition refund policies, which may be impacted by when the Student is approved for a MLOA. It is possible that no refund may be available, depending on the Student’s particular circumstances.

Graduate Students with federal grants, private grants, or other non-institutional funding sources should discuss the impact of a MLOA with the Joint Office of Research Administration.

Taking a MLOA does not impact review of academic standing and possible academic probation, suspension, or dismissal/termination. Matters of academic policy are the purview of the school in which the Student is enrolled.

Taking a MLOA does not impact any pending disciplinary processes, which may proceed while a Student is requesting an MLOA, and sanction up to and including expulsion.

Because a MLOA is provided in order for a Student to take a break from University life, Students taking a MLOA generally are not permitted to transfer credit for courses taken at another institution of higher education during a MLOA, without prior written approval from the appropriate academic office or committee. Ordinary rules for transfer credit apply, including but not limited to, the number of courses for which transfer credit will be permitted and the grade required to be eligible for transfer. Please see the applicable Bulletin and/or school or program handbook for more information.

Students who are experiencing physical and/or mental health issues that significantly limit their ability to function successfully or safely in their role as students may request a voluntary MLOA by submitting an online MLOA Request Form. If a Student is unable to submit the online MLOA Request Form, the Student or the Student’s Authorized Representative may contact the DOS to discuss the best way to request a MLOA.

A MLOA can be requested up until the last day of classes for the semester, unless the Student can demonstrate extenuating circumstances that prevented the Student from requesting the MLOA before the end of classes (such as, a car accident causing the injuries that necessitate a leave after the last day of classes). The DOS will determine whether there are extenuating circumstances sufficient to consider the request after the last day of classes.

 A Student’s MLOA request must be supported by a recommendation from a Provider of the Student’s choice, which may include the University’s Counseling and Psychiatric Services (“CAPS”) or the Student Health Center, or another Provider on- or off-campus. A Student seeking a MLOA should request that a Provider complete the Provider MLOA Recommendation Form or provide the Student with a recommendation letter on the Provider’s letterhead, explaining:

1. The Student’s physical and/or mental health condition;
2. How the physical and/or mental health condition has significantly limited the Student’s ability to function successfully or safely in their role as a student;
3. The reasons a MLOA is recommended;
4. Individualized treatment recommendations designed to help the Student     become academically and personally ready to return to the University; and
5. An estimate of when the Student may be ready to return to the University.

The Student may upload the Provider’s recommendation as supporting documentation with the MLOA Request Form or may provide the recommendation to the DOS during the initial meeting described below. The DOS has the discretion to waive the requirement to provide a recommendation from a Provider if the need for a MLOA is obvious and does not require information from a Provider to evaluate the medical need for a leave of absence.

International Students should consult with OGS to ensure that the type of Provider the Student has selected to complete the MLOA Request Form will not adversely impact their visa status.

The DOS may require the Student to meet with the DOS if the DOS determines that a meeting is necessary to evaluate the MLOA Request Form. Once the MLOA form is submitted, the DOS will contact the Student to provide a meeting in person, by telephone, or through electronic means. The intent of the meeting is for the DOS to receive comprehensive understanding of the Student’s situation, to help the Student understand the process and the impact of taking a MLOA, to consider other possible options or interventions that the University can offer in lieu of a MLOA, and to make clear the University services that will be available to the Student upon return from a MLOA. The DOS has created a Checklist as well as FAQs for the Student to review.

The DOS may request that the Student provide a Release of Information Form to permit the DOS to communicate with the Provider to better understand the recommendations and need for a MLOA or to share information with the University’s healthcare providers, including CAPS and the Student Health Center. If a Provider has their own release form, the DOS can accept the Provider’s form, as long as it authorizes the DOS to receive and share information from the Provider and share information with the University’s healthcare providers, including CAPS and the Student Health Center. To expedite review, a Student may upload a Release of Information Form or the Provider’s release form as supporting documentation with the MLOA Request Form.

Once all of the information needed is submitted, the DOS will review the documentation as quickly as possible. The DOS will consult with the Student’s Academic Administrator who will provide a recommendation regarding whether to grant or deny the MLOA and the terms of the MLOA, including the effective date, a schedule for the Student to check in with the DOS during leave to assist the Student in preparing to return, requirements for Reinstatement to the University from a MLOA, and an estimated return date (“MLOA Terms”), all of which will be developed on a case-by-case basis, depending on the Student’s specific circumstances. Absent emergency circumstances, the DOS will rely on the Academic Administrator to liaise with the Student’s faculty members, as needed. MLOA requests will be reviewed by the DOS, who will convene a MLOA Committee with the Academic Administrator and other University employees, as needed to determine eligibility for a MLOA, the MLOA Terms, and/or the impact an MLOA may have on the Student.

The goal of taking a MLOA is to facilitate a Student’s return to the University with an increased opportunity for academic success, and Students should take the time necessary to do so successfully. A MLOA may be granted for a semester, up to one (1) academic year, which can be extended in accordance with the Section below entitled Extending a MLOA. Leaves are not permitted indefinitely. Because every Student’s situation is different, the DOS will review the Provider’s recommendations regarding the length of the leave. If the MLOA is approved, the DOS will determine an estimated return date.

The Academic Administrator may review the Student’s last date of attendance in classes, speak with faculty, and/or check the learning management system to make a recommendation regarding the appropriate effective date of the MLOA. The effective date of an MLOA may impact eligibility for refunds, in accordance with the University’s policies and procedures for refunds.

After considering all of the relevant information and recommendations, the DOS will convene the MLOA committee, determine whether to grant or deny the request for a MLOA, complete the MLOA Decision Form, including the MLOA Terms (if granted), and send the decision to the Student. For School of Medicine Students, the DOS will coordinate, as needed, with the Committee on Students in accordance with the GUSOM Handbook. If the MLOA Committee cannot reach a consensus, the MLOA Committee can request a review by the Vice President of Student Affairs (“VPSA”) or the Executive Dean of GUSOM (for GUSOM Students) and academic leadership, if applicable. The DOS may assign an appropriate University employee to check in with the Student during the MLOA, to discuss strategies for success and available University resources, as appropriate.

The DOS may change any of the terms of the MLOA as needed to address the changing needs of the Student and will consult with the Academic Administrator, University healthcare providers, and other University employees, as needed. If the DOS believes that changes are needed, such changes will be provided to the Student in writing.

If the MLOA request is denied, the MLOA Decision Form will include the reasons for the denial and other possible options or resources available to address the Student’s concerns, such as a personal leave of absence, subject to any relevant University or program policies, procedures, bulletins, handbooks, or rules.

In an emergency situation or where a Student is having an acute crisis, such as when a student is hospitalized, or where the Student has not been able to access their Provider to obtain the Provider’s recommendation, despite efforts to do so, the DOS has the discretion to permit a provisional MLOA prior to the Student submitting the MLOA Request Form and Provider’s recommendation.

The DOS may require that the Student provide confirmation that the Student has made an appointment with a Provider to obtain a recommendation in order to permit a provisional MLOA.

If the DOS permits a provisional MLOA, the Student is required to submit the MLOA Request Form and Provider’s recommendation and meet with the DOS as soon as possible. Failure to do so may result in the MLOA not being approved. Upon receipt of the required documentation, the DOS will follow the process set forth above.

In situations where a Student is Incapacitated and unable to communicate with the DOS, their Next of Kin may initiate a request for a provisional MLOA on the Student’s behalf. This process is designed to ensure the Student’s academic standing can be managed while they receive necessary medical care.

If there is more than one person within a category of the hierarchy of Next of Kin, all will be considered Next of Kin, but the DOS may request that they designate a single point of contact to avoid conflicting instructions. In the event of a dispute among individuals claiming to be the Next of Kin, or if the hierarchy in the Definition Section above does not apply, the DOS will request documentation, such as a court order, to establish a legally recognized relationship and authority to act on the Student’s behalf.

To submit a request, the Next of Kin must submit the MLOA Request Form from their own email address and provide documentation from the Provider, including the following:

1. A clear explanation of the Student’s medical condition;
2. A statement from the Provider verifying that the Student is unable to speak or communicate with the DOS due to their medical condition;
3. An estimate of the duration of time the Student is expected to be Incapacitated.

The DOS will review the documentation provided by the Next of Kin and may consult with University healthcare providers to determine whether the Student is Incapacitated.

The DOS may request additional information as needed to make an informed decision.

If the DOS determines that the Student is Incapacitated and unlikely to be able to communicate with the DOS to request a MLOA within a reasonable amount of time, the DOS has the discretion to permit a provisional MLOA while the Student is Incapacitated.

The Next of Kin will be responsible for notifying the DOS as soon as the Student is no longer Incapacitated so that the DOS may confirm the Student’s intent to be on a MLOA with the Student, through the Student’s University-issued email address, by telephone, or through electronic means. The DOS reserves the right to request additional documentation, if needed.

A Student who was approved for a MLOA who needs more time away may apply for an extension beyond one (1) academic year by submitting the Request for Extension Form. The Request for Extension Form must include the reasons the Student would like to extend their leave, such as to seek additional treatment, continued, concerns regarding the Student’s ability to function successfully or safely in their role as students, or advice of their Provider, and an estimated date of return.

In the original MLOA Decision Form, the DOS will include the deadline for filing a request for extension in the MLOA Terms. Failure to file a request for extension by the deadline set by the DOS in the MLOA Decision Form may result in the Student being administratively withdrawn from the University.

Students may request more than one (1) extension; however, some academic programs have requirements to complete the program within a certain time period, which may preclude the Student from extending their MLOA beyond the prescribed time period.

Extension of a MLOA for International Students may impact their visa eligibility. International Students are advised to consult with the OGS prior to seeking an extension in order to understand the impact on visa status.

The DOS will review the Request for Extension Form and will complete a new MLOA Decision Form.

1. The DOS may, in the DOS’ sole discretion, approve the request for up to one (1) academic year and if so, will include the deadline for requesting another extension in the MLOA Terms.
2. If the DOS denies a request for extension, the DOS will include the reasons for the denial in the MLOA Decision Form.

When a Student is interested in returning to the University from a voluntary MLOA, the Student must submit a Request for Reinstatement Form, which includes a personal statement from the student, including how the Student used the MLOA to address their healthcare needs, the Student’s plan to be successful upon return to the University, and any additional information that the Student would like considered in regards to returning to the University.

Reinstatement Deadlines

Fall

• A Student who seeks Reinstatement and to return to on-campus housing for the Fall semester must submit all documents, including a Notice of Intent to Be Reinstated with On-Campus Housing, Request for Reinstatement Form, and Provider Reinstatement Recommendation Form, by May 31.
• A Student who seeks Reinstatement and does not need on-campus housing upon Reinstatement for the Fall semester must submit all documents, including the Request for Reinstatement Form and Provider Reinstatement Recommendation Form, by June 30.

Spring

• A Student who seeks Reinstatement for the Spring semester must submit all documents, including the Request for Reinstatement Form and Provider Reinstatement Recommendation Form and the Notice of Intent to Be Reinstated with On-Campus Housing, if housing is needed, by November 1.

Summer

• A Student who seeks Reinstatement for the Summer semester must submit all documents, including the Request for Reinstatement Form and Provider Reinstatement Recommendation Form and the Notice of Intent to Be Reinstated with On-Campus Housing, if housing is needed, by April 1. This deadline does not apply to GUSOM students.

A Request for Reinstatement Form submitted after the relevant deadline will still be considered; however, if information is missing or the review requires additional follow up or clarification, the DOS may delay consideration of a return until the following semester. If the Student does not submit the Notice of Intent to Be Reinstated with On -Campus Housing Form by the deadlines set forth above, housing options may be limited on campus.

Unless otherwise stated in the MLOA Decision Form, a Student’s Request for Reinstatement Form will need to be supported by a recommendation from a Provider(s). A Student seeking Reinstatement should request that a Provider(s) complete the Provider Reinstatement Recommendation Form or provide the Student with a recommendation letter on the Provider’s letterhead, explaining:

1. The Student’s physical and/or mental health condition;
2. The Provider’s treatment of the Student before and during the MLOA;
3. The Student’s current clinical status;
4. The Provider’s opinion regarding the student’s readiness to successfully resume  academics, day-to-day functionality, and University life, with or without reasonable accommodations;
5. Any recommendations regarding treatment, care, or other supports that will help the Student in returning to the University; and
6. A proposed date when the Student will be ready to return to the University.

If the DOS needs clarification regarding information on the Provider Reinstatement Recommendation Form, the DOS may request the Student complete the Release of Information Form to permit the DOS to communicate with the Provider to better understand the recommendations for reinstatement and to share information with the Provider and from the Provider with University employees, such as employees in CAPS, Student Health Center, Academic Resource Center (“ARC”), Academic Administrators, Student Outreach and Support, or other University employees, as determined by the DOS. If a Provider has their own release form, the DOS can accept the Provider’s form, as long as it authorizes the DOS to receive and share information with the Provider and share information from the Provider with University employees, as stated above.

The Student may upload the Provider’s recommendation and Release of Information Form as supporting documentation with the Request for Reinstatement Form. The DOS has the discretion to waive these requirements to provide a Provider’s recommendation for Reinstatement and release from a Provider.

The DOS may require the Student to meet with the DOS if the DOS determines that a meeting is necessary to evaluate the Request for Reinstatement Form. Once the Request for Reinstatement Form is submitted, the DOS will contact the Student to provide a meeting in person, by telephone, or through electronic means. The intent of the meeting is for the DOS to evaluate the Student’s ability to safely return, refer the Student to the ARC to request accommodations, if needed, and identify University services that will be available to the Student upon return from a MLOA. The DOS has created a Guide as well as FAQs for the Student to review.

Once all of the information needed is submitted, the DOS will conduct an individualized review of the personal statement and Provider’s recommendations for Reinstatement. The purpose of this review is to determine the Student’s readiness for Reinstatement, including whether the Student has completed the terms of the MLOA and whether the Student can function academically and safely return to the University. The DOS will approve a Student for Reinstatement where the review demonstrates that the Student is ready to resume studies and be a successful member of the campus community, with or without reasonable accommodations.

• The DOS will consult with the Student’s Academic Administrator who will provide a recommendation regarding Reinstatement and academic needs of the Student. The DOS will consult with appropriate University staff, including but not limited to, University healthcare providers, such as CAPS or the Student Health Center, the ARC, and the Office of Residential Living, and any other University employee the DOS determines is appropriate to seek input from in determining the Request for Reinstatement. The DOS will convene a MLOA Committee to review the Request for Reinstatement.

• In conducting its review, the DOS gives significant weight to the opinion of the Provider(s). During the process of reviewing a Request for Reinstatement, if the DOS determines that information provided by the Provider is incomplete, requires further explanation or clarification, or when there is a disconnect between the information provided by the Provider and other information in the Student’s education records, the DOS will contact the Provider to obtain additional information, subject to receipt of the Release of Information Form

• In instances in which the discussion with the Provider does not adequately clarify or explain the Student’s ability to function academically and safely at the University, the DOS, in their sole discretion, may request that the Student undergo an additional assessment by an independent evaluator to allow the University to make a determination about the Student’s readiness for Reinstatement. In those extraordinary circumstances, the DOS will notify the Student of its rationale for making this request. The University will bear the cost of the assessment or evaluation.

• Every effort will be made to respond to the Student’s request for return within fifteen (15) Business Days of submission of all the required materials. A longer response time may be caused by the inability to reach the Provider, high volume in the DOS’s office, or other extenuating circumstances.
• The DOS will complete the Reinstatement Decision Form, including the approved date of return and any terms of the Reinstatement and send it to the Student. For School of Medicine Students, the DOS will coordinate, as needed, with the Committee on Students in accordance with the GUSOM Handbook. If the MLOA Committee cannot reach a consensus, the MLOA Committee can request a review by the VPSA or Executive Dean of GUSOM (for GUSOM Students) and academic leadership, if applicable.
• If the Student is approved for Reinstatement, the DOS will notify relevant University offices, confirming the Student’s date of return, including but not limited to, the Student’s Academic Administrator, the Office of Global Services, and/or the Athletics Department, depending on the Student’s unique needs. The Academic Administrator will notify the Registrar’s office to enable the re-enroll and/or remove any holds so that the Student may register for classes.
• The DOS may assign an appropriate University employee to check in with the Student after return, to discuss strategies for success and available University resources, as appropriate.
• If, upon review, the DOS determines that a Student is not ready for Reinstatement, the Student will be advised of the DOS’s determination in writing along with recommendations that will enhance the Student’s chance of a positive determination the next time the Student makes a request for Reinstatement. The Student is encouraged to complete the terms set forth in the MLOA Decision Form and to request Reinstatement the following semester.

A student may appeal the DOS’s determination by submitting an appeal letter in writing to the Executive Dean of GUSOM or designee (for GUSOM students) or the VPSA or designee (for all other studeA student may appeal the DOS’s determination by submitting an appeal letter in writing to the Executive Dean of GUSOM or designee (for GUSOM Students) or the VPSA or designee (for all other Students) within ten (10) business days of receiving notice of the DOS’s decision. The appeal may be filed on solely one (1) or more of the following grounds:

1. A specified procedural deviation from this MLOA Policy that would result in a different outcome;
2. The discovery of new information that was not reasonably available at the time the outcome was determined, which, if known, would have resulted in a different outcome; and/or
3. Incorrect facts were used to determine the outcome.

The Student must provide documentation to support these grounds. Any medical information used in the appeal must include signed releases for the Providers to discuss pertinent information with the Executive Dean or VP.

The Executive Dean or VP will review the record and any additional information submitted by the Student. The Executive Dean or VP may request to meet with the Student and/or the DOS, at the Executive Dean’s or VP’s sole discretion, if the Executive Dean or VP seeks to clarify information provided by the Student.

The Executive Dean or VP will render a written decision to the Student within five (5) business days of receiving the appeal or meeting with the Student, whichever is later. The decision will be final and cannot be appealed or grieved.

Once approved to take a Medical Leave of Absence, the student’s status changes to “Inactive with Privileges” (“IP”).  

• A description of IP status for undergraduate students, except students enrolled in programs or courses at the School of Continuing Studies (“SCS”), is available in the Undergraduate Bulletin.
• A description of IP status for students enrolled in programs and courses at SCS is available in the “Leaves of Absence” Section of the SCS Student Handbook.
• A description of IP status for students enrolled in graduate students is in the Graduate Bulletin at the Section entitled “IP” Inactive Status with Privileges.

• A description of IP status for students enrolled in the School of Medicine is in the GUSOM Handbook at the Section entitled “Leaves of Absence”.  

Students with disabilities may be eligible for reasonable accommodations and/or special services in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Amendments Act of 2008 (“ADA”).

Students are responsible for communicating their requests for academic accommodations to the ARC. Detailed information on the process for requesting accommodations may be found on the ARC website.

When a Student returns from a MLOA, if the Student needs disability accommodations, the Student is responsible for submitting a request for accommodations in accordance with the ARC’s policies and procedures. Requests for accommodations can be made in advance of the Student being Reinstated so that the Student has any approved accommodations in place when the Student returns.

If the Student needs disability accommodations during the MLOA process, the Student should contact the ARC to obtain necessary accommodations and may request provisional accommodations if the need for accommodation is urgently needed to process the MLOA request. If a Student has been approved for disability accommodations that apply to the MLOA process, the Student should provide the Letter of Accommodation to the DOS so that the DOS can implement the accommodations during the review of a request for a MLOA.

Disability accommodations do not apply while the Student is on a MLOA and in inactive status.

When a Student returns from a MLOA, if the Student needs disability accommodations, the Student is responsible for submitting a request for accommodations in accordance with the ARC’s policies and procedures. Requests for accommodations can be made in advance of the Student being Reinstated so that the Student has any approved accommodations in place when the Student returns.