Voluntary Medical Leave of Absence

(Student Handbook 4.5/Graduate Handbook 2.10.D)

Statement of Policy (Student Handbook 4.5.A)

A student may request a medical leave of absence from the University before the end of a given semester or term if, during the course of that same semester or term, he or she suffers from a physical or mental condition or suffers a serious injury that prevents him or her from meeting the expectations of a student.  The first time a student takes a medical leave of absence, the student may elect to receive either a refund of tuition and fees in accordance with the University’s established refund schedule or a Medical Tuition Credit.   Subsequent leaves of absence are eligible for tuition and fee refunds only. A Medical Tuition Credit is a credit in an amount equal to that paid for tuition and general fees for the semester or term of leave less any student financial assistance that must be returned to the financial aid program.  A  Medical Tuition Credit will be applied to the first semester or term of re-enrollment following the student’s medical leave of absence and must be used within three years.  A student is eligible for only one Medical Tuition Credit.  Students are strongly urged to consult with the Office of Student Financial Assistance to determine how their leave of absence will affect their financial aid before determining whether to seek a refund or Medical Tuition Credit.  Any refund of tuition or fees due the student will be determined from the last date of class attendance, regardless of the date of the onset of the condition prompting the request for the leave of absence.

Procedures (Student Handbook 4.5.B)

Request (Student Handbook 4.5.B.1)

A request for a medical leave of absence should be submitted by the student in writing (not email) to the Office of the Dean of Students who will work in consultation with others (including the staff of the Student Health Service and Student Counseling Service). Requests must be supported by a licensed physician or mental health professional (including, but not limited to, a staff member of the Student Health or Student Counseling Service) who has assessed the student’s condition.

All requests for a medical leave of absence should include the following:

  1. An explanation of why the student is unable to meet the expectations of a student.
  2. Documentation from a physician, licensed mental health professional or other appropriate health care provider (not a family member) of the nature, severity, and duration of the condition. This documentation must reflect evaluation performed during the semester or term in question and reflect the professional’s judgment that the student was prevented from meeting the expectations of a student for a significant period of time during that semester or term due to the condition.
  3. Authorization for the Office of the Dean of Students to contact the attending medical or mental health provider if, after review of the documentation provided, it is determined that more information is required.
  4. The last day of class attendance.
  5. The student’s Banner ID number.
  6. Current address and telephone number.
  7. The current date.
  8. The student’s signature.

Note: Forms to request a medical leave of absence are available online through the Student Counseling Service and Student Health Service websites.

The Office of the Dean of Students will make a decision regarding a medical leave of absence when the appropriate documentation and/or information has been provided and will notify the student in writing of the decision.

If granted: (Student Handbook 4.5.B.2)

  1. The Office of the Dean of Students will notify in writing the University Registrar and the student.
  2. The student’s transcript for the semester or term will indicate “officially withdrawn, date.” The specific nature of the medical or psychological reasons will not be indicated in order to protect the privacy of the student.
  3. A granted medical leave of absence will relieve a student of responsibility for uncompleted academic work but will not provide credit for work completed that semester or term, unless the student has completed and been assigned a passing grade in a sprint course, prior to the date of last class attendance for that semester or term. If a student has completed and received a passing grade in a sprint course in the semester or term from which the student is requesting a medical leave of absence, the student must so indicate that on the medical leave of absence request form and indicate a rationale for retaining it; otherwise, the course will be noted as withdrawn. (Note: A medical leave of absence is “all or nothing;” it is not possible to receive a medical leave of absence from individual classes while remaining enrolled in other classes. A student may petition the Interdivisional Committee of Advisors for withdrawal from single or multiple classes after the withdrawal deadline has passed [refer to the Academic Calendar http://www.units.MiamiOH.edu/reg/calendars/ for specific withdrawal deadline dates] by contacting his or her divisional advisor.) The normal policies and procedures for grades for students who withdraw during an academic semester or term, as described elsewhere in The Student Handbook, will apply to students who are placed on voluntary medical leave of absence.

Re-enrollment Process (Student Handbook 4.5.C)

A student who desires to re-enroll after a medical leave of absence must submit documentation to the Office of the Dean of Students prior to being permitted to register for classes. The documentation must include verification that the illness or condition which led to the medical leave of absence no longer prevents the student from meeting the expectations of a student without posing a significant risk of substantial harm to property, to self, or others.

Request for Retroactive Medical Leave of Absence (Student Handbook 4.5.D)

Circumstances. Under extraordinary circumstances a student may request a retroactive medical leave of absence for a semester or term that has been completed.  Such requests by a student on any Miami campus will be initially reviewed by the Medical Evaluation Committee comprised of the Director of Student Counseling Service, Medical Director of Student Health Service, one or more Student Health Service staff clinicians, one or more Student Counseling Service senior staff members, and a recommendation given to the Office of the Dean of Students. A retroactive medical leave could have a significant impact on a student’s federal aid. Therefore, the student should consult with the Office of Student Financial Assistance before making such a request. The normal policies and procedures for grades for students who withdraw during an academic semester or term, as described elsewhere in the Student Handbook, will apply to student who are placed on a voluntary medical leave of absence.

Process. The student should submit a written request to the Office of the Dean of Students for a retroactive medical leave of absence that includes:

  1. A thorough explanation of the circumstances resulting in the student’s inability to meet the expectations of a student for a significant portion of the semester or term in question.
  2. Supporting documentation from an appropriate health care professional who was involved in assessment and/or treatment of the condition during the semester or term for which the condition is claimed to have prevented the student from meeting the expectations of a student. Exceptions to this requirement may be considered if supported by detailed documentation by medical or mental health professionals who were involved in assessment and/or treatment of the condition within a reasonable period (e.g., a few weeks) subsequent to the semester in question.
  3. The last day of class attendance during the semester or term in question.
  4. The student’s Banner ID number.
  5. Current address and telephone number.
  6. The current date.
  7. The student’s signature.

The Medical Evaluation Committee will consider the request and make a recommendation to the Dean of Students. Once a decision is made, the Dean of Students will notify the student in writing.


Revised 2016

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