Policies & Procedures

Medical Leave of Absence and Retroactive Medical Leave of Absence Policy  - 3C16

1. Purpose:
   
   Southern Illinois University Edwardsville (the University) is committed to supporting the health, safety, and welfare of its students and preserving the integrity of its learning environment. The purpose of a medical leave of absence is to provide students time away from campus for the treatment of a physical or mental health condition that significantly impacts their ability to function safely or successfully as a member of our community. The University has designed this policy to ensure that students are given the individualized attention, consideration, and support needed to address health issues that arise or escalate during their time at the University. This policy also includes provisions for a retroactive medical leave of absence, which provides academic relief for students who experienced a physical or mental health condition that significantly impacted their ability to function safely or successfully and were unable to withdraw in a timely manner due to the circumstances of their condition.
   
   For questions regarding this Policy or Procedures, contact deanofstudents@siue.edu. 

2. Authority:
   
   The SIUE Medical Leave of Absence Review Team will oversee reviewing requests for a medical leave of absence and retroactive medical leave of absence. The SIUE Medical Leave of Absence Review Team shall be comprised of a representative from each of the following offices:

• Student Affairs
• Health Services
• Counseling Services
• Provost Office 

3. Eligibility:
   
   When possible, students should seek a medical leave of absence within the current term they are enrolled in at SIUE.
     
   
   1. A student is eligible for a current term medical leave of absence only when the following conditions have been met:
      1. The student is currently enrolled in courses at SIUE;
      2. The student has experienced a physical or mental health condition that significantly impairs their ability to function safely and/or effectively as a member of the University community;
      3. The student requires time away from campus for the treatment of said health condition;
      4. The student is seeking a leave of absence from the semester in which they are currently enrolled;
      5. The student initiates the request on or before the final day of classes for the term and has not taken any final exams; and
      6. The student has provided documentation from a treating healthcare provider that confirms and supports the need for a medical leave of absence.
   2. For a retroactive medical leave of absence, additional conditions apply.
      
      Students must submit a retroactive medical leave of absence request within one year of the last day of class for the semester in which the leave of absence is sought.  Exceptions may be made in extraordinary circumstances where the student can provide supporting documentation demonstrating significant cause as to why they could not do so within the one-year time frame.
      
      A student is eligible for a retroactive medical leave of absence only when the following conditions have been met:
      
      
      1. The student experienced a physical or mental health condition that significantly impaired their ability to function safely and/or effectively as a member of the University community;
      2. The student could not complete the semester due to a debilitating health condition that required hospitalization and/or a catastrophic event. The condition lasted for a long period of time, making it impossible for the student to complete their coursework, even with accommodations;
      3. The health condition itself or the timing of the diagnosis of the health condition prevented the student from withdrawing in a timely manner;
      4. The student has provided documentation from a treating healthcare provider attesting to and in support of the retroactive medical leave of absence; and
      5. The student has provided documentation from a healthcare provider attesting to their inability to withdraw or seek a medical leave of absence according to published deadlines during the semester of attendance. 

4. Procedure:
   
   
   1. To request a medical leave of absence or a retroactive medical leave of absence, the student must submit the Medical Leave of Absence Request form online. As part of the request, the student must:
      
      
      1. Submit a written statement that addresses:
         1. The purpose and nature of the request for the leave of absence; and how the student will spend the time away from campus, focusing specifically on what they will do to address the circumstances that led to the leave of absence;
         2. Students requesting a retroactive leave of absence must include an explanation for why they were unable to withdraw or seek a leave of absence according to published deadlines.
      2. Give explicit permission for the SIUE Medical Leave of Absence Team to share any and all information pertinent to the medical leave of absence request with the Dean of Students and Vice Chancellor for Student Affairs; and
         
         
      3. Provide recent documentation from their treating, licensed healthcare provider that includes, at a minimum:
         1. The student’s medical history relevant to the request;
         2. The approximate date of the onset of the condition (or, if a chronic condition, the date the condition was exacerbated);
         3. An explanation of how the medical condition significantly impacts the student’s ability to function safely or successfully as a member of the University community;
         4. An explanation of how the medical condition impacted the student’s ability to withdraw or seek a leave of absence according to published deadlines, for those seeking a retroactive withdrawal;
         5. Information regarding current prescriptions and/or treatment;
         6. Treatment plan for medical leave of absence period;
         7. Expected outcome of the treatment during the medical leave of absence period;
      4. The SIUE Medical Leave of Absence Team reserves the right to request additional documentation if needed.
   2. After receipt of all required documentation, the SIUE Medical Leave of Absence Team will conduct a timely individualized review of the student’s medical documentation and will rely heavily on information received from the student’s treatment provider. If the SIUE Medical Leave of Absence Team determines that the student meets the conditions for a medical leave of absence or retroactive medical leave of absence, they will recommend the leave of absence to the Dean of Students (DOS). The recommendation will include the effective date of the leave of absence, any conditions the student must meet before returning to the University, and the rationale for those conditions. If applicable, the notice will include conditions to return for students not enrolled during the time of an approved retroactive medical leave of absence.
      
      
   3. If the SIUE Medical Leave of Absence Team determines that the student's documentation does not meet the criteria for a medical leave of absence or retroactive medical leave of absence, they will recommend against medical leave of absence and will provide an explanation for this decision to the Dean of Students.
      
      
   4. The Dean of Students or their designee will send an official notification of the decision to the student's email address on file with the University, or to the student’s last known home address, if there is no current email address on file.  If the leave of absence was approved, the notification will include the effective date of the leave of absence, the conditions for return (with a rationale), and information about the re-entry process. The student must communicate their acceptance of the leave of absence and all conditions in writing to the Dean of Students or their designee within five (5) business days. If the student does not accept the leave of absence in writing, the leave of absence is not approved.
      
      
   5. If the student accepts the leave of absence, the Dean of Students or their designee will notify the Student Service Center and, if applicable, the Office for Student Financial Aid, in writing. The written notification will contain the decision, the effective date of the leave of absence, and the first semester for which the student may request to return. Students enrolled in a future course will be automatically unenrolled from those courses.
      1. Students enrolled during the time of an approved retroactive medical leave of absence will not be automatically unenrolled from those courses or future courses.
   6. Students granted a retroactive medical leave of absence will have their grades changed to WRs by the University.
      
      
   7. The process should be completed within 21 calendar days of receiving all required documentation unless the Dean of Students or their designee can show good cause for the delay.
      
      
   8. A leave of absence is typically only granted to students who withdraw from all courses. In limited rare circumstances, exceptions may be granted for a student to drop one or more courses under this Policy, if the medical circumstances are well-documented and explain the selective nature of the academic impact.
5. Appeal Process
   
   
   1. Students may appeal a denied medical leave of absence or retroactive medical leave of absence to the Vice Chancellor for Student Affairs (VCSA) within five (5) business days of the date of email notification. To do so, students must submit a written request by email to deanofstudents@siue.edu, by the deadline, including the reasons for the appeal and any supporting documentation.
      
      
   2. The VCSA will promptly review all appropriate records and documentation and confer with SIUE Medical Leave of Absence Team and other appropriate campus professionals. The VCSA will then decide whether the appeal shall be granted, approving the requested leave of absence, and will communicate the decision to the student in writing as soon as is reasonably practicable. The VCSA's decision is final and is not subject to further review.
      
      
   3. From the date of receipt of the appeal, this process shall take no longer than fourteen (14) calendar days, unless the VCSA can show good cause for the delay.
6. Return to the University
   
   
   1. A student who has taken a medical leave of absence from the University must request to return by completing a Request to Return from Medical Leave of Absence Form. The request will be considered if the student:
      1. Explains how they spent their time away from campus, focusing specifically on what was done to address the circumstances that led to the leave of absence;
      2. Gives permission for the SIUE Medical Leave of Absence Team to share any and all information pertinent to evaluating the request;
      3. Provides documentation, which must be current within 90 days of its submission, from a licensed healthcare provider that includes, at a minimum:
         1. Documentation regarding their work with the student;
         2. Documentation regarding the student's clinical status;
         3. A statement of opinion regarding the student's readiness to resume academic study and university life;
         4. A signed Release of Information allowing the licensed healthcare provider to communicate with the members of the SIUE Medical Leave of Absence Team and Dean of Students.
      4. Submits any other documentation necessary to demonstrate that the conditions for return have been met.
      5. Submits all materials by the following deadlines:
         1. November 1^st for Spring semester return.
         2. April 1^st for Summer semester return.
         3. June 1^st for Fall semester return.
   2. The SIUE Medical Leave of Absence Team will conduct a review of the student’s medical documentation and will rely heavily on information received from the student’s treatment provider. The Team may also speak with the student in person, by phone, or virtually, and may request additional documentation from a healthcare provider.
      
      
   3. If, based on this review, the Team determines that the student’s medical condition is either resolved or addressed to such an extent that the condition is no longer significantly impacting the student’s ability to function safely and/or successfully as a member of the University community, the Team will notify the Dean of Students of their decision to approve the student’s petition to return from medical leave of absence.
      
      
   4. If the Team determines that the student’s medical condition has not been addressed to such an extent that the condition is no longer significantly impacting the student’s ability to function safely and/or successfully as a member of the University community, the Team will notify the Dean of Students of their decision to deny the student’s petition to return from medical leave of absence and will provide an explanation for the decision.
      
      
   5. The Dean of Students will issue a decision letter to the student in writing, sent to the student’s email address, or home address if their email address is unknown. If approved for return, the letter will include the decision, suggested campus resources, the day/time of a transition meeting with staff in the Dean of Students Office, and the name and contact information for a person in their College/School for further academic and registration assistance.
      
      
   6. If the student’s request for return is denied, the letter will include the decision, rationale for the denial, recommendations that will enhance the student’s chance of a positive recommendation the next time the student’s request is considered, and appeal criteria and procedures.
      
      
   7. A student may appeal a denial of their petition to return to the Vice Chancellor for Student Affairs (VCSA) within seven (7) calendar days of the date of the emailed decision letter. To do so, the student must submit a written request via email to deanofstudents@siue.edu which must include the reasons for the appeal and any supporting documentation, by the deadline.
      
      
   8. The VCSA will promptly review all appropriate records and documentation and confer with appropriate campus professionals. The VCSA will decide whether the decision should be overturned and will communicate the decision to the student in writing as soon as is reasonably practicable. The VCSA’s decision is final and is not subject to further review.
      
      
   9. From the date of receipt of the appeal, this process should take no longer than 14 calendar days, unless the VCSA can show good cause for the delay.
7. Tuition and Fees
   
   
   1. Students who take a medical leave of absence according to this Policy qualify for a refund of tuition and eligible fees. Housing fees are not eligible for a refund.
      
      
   2. The Dean of Students, in consultation with the Office for Student Financial Aid, will review the student's eligibility for a refund of tuition and eligible fees. Unless a refund would cause an even more significant financial burden, most students can expect to receive a refund of tuition and eligible fees.
      
      
   3. If a student owes a balance or receives financial aid, getting a refund of tuition and eligible fees may not mean that they will receive money back.
      
      
   4. Students who have received financial aid should be aware that their financial aid may be affected and, in some circumstances, they may owe the University and/or the Federal Government money. Therefore, prior to seeking a withdrawal pursuant to this Policy, students should contact the Office of Student Financial Aid to discuss any possible financial aid consequences.

Approved by Chancellor effective 7/25/23
This policy was issued on July 27, 2023.
Document Reference: 3C16
Origin: OC 7/25/23