Leave of Absence (LOA) Policy

This policy went into effect and students were notified via email on July 14, 2022.

DPTE Leave of Absence Policy (Medical & Hardship)

7-14-2022

A Leave of Absence (LOA) is an interruption in a student’s formal education and may be granted to students as a result of a medical event, the need for impactful medical procedures, or a personal/family hardship that would prevent the student from completing one or more full academic terms. While students who are granted LOAs are not enrolled in classes, they are not withdrawn from Elon University and, therefore, remain on a matriculating hiatus status in the University’s systems.

The principal advantage of a LOA is that it offers a student the opportunity to leave Elon temporarily with the assurance that he/she/they will be able to return and resume studies efficiently. Because the LOA is approved through established University procedures and officially recognized by the University, the student is able to be away from campus and not be enrolled in courses while still maintaining their affiliation with the institution. When a student pursues a LOA, they may either withdraw from all their courses before the end of that term or decide not to return to the university before the beginning of a full term. Students who are granted a LOA while enrolled in courses will be withdrawn from the entirety of their schedule. Students on an approved LOA will maintain access to their Elon e-mail account,  remote access to Elon library resources, and current advisor assignment. Students on a LOA do not maintain their access to on-campus University facilities nor may they participate in student activities, including clubs and organizations.

        I. Leave of Absence (LOA) Operational Definition: 

• Medical Leave of Absence (MLOA) -A MLOA allows students to withdraw from all their current courses while remaining affiliated as a student at Elon.  An MLOA is different from a permanent medical withdrawal where a student has no plans to return to the University. 
• Leave of Absence for hardship reasons (LOA-H)  - A LOA-H allows a student to take leave from all of their current courses (or defer enrollment in an upcoming semester) for reasons related to personal hardship.  A hardship is defined generally as a documented family health emergency, death in the family, military service, or financial hardship. 

       II. Considerations for a LOA: 

• Financial Aid:  Students are typically expected to complete a certain percent of the classes they attempt in order to maintain their financial aid status. Students should consult with Financial Aid to determine the likely impact of an LOA on their ability to remain eligible for aid.
• Academic Progress:  As the graduate programs in the SHS are considered lock-step a MLOA will extend the time required for graduation.  Students should consult with their advisor or program chair regarding the implications of the MLOA on absence from the program. 

     III. LOA Application Deadlines:

a.     During didactic coursework:

• The student may submit a leave request at any time before the final week of the module (term). 
• Requests made before mid-term: The student will receive a grade of “W” for all courses in the module, and the student will need to restart the same module the following year.
• Request made on or after mid-term: Depending on the circumstances, the student will receive a grade of (I)ncomplete, (W)ithdrawal or (U)nsatisfactory for each course in the module.  Factors that are considered include, but are not limited to, the timeline of the approved leave and whether the student can meet the essential requirements for missed and future courses. In the case of a LOA-H, students who are failing a class at the time of the request will receive an (U)nsatisfactory grade.

• (W)ithdrawal grade – A (W)ithdrawal grade in any course will, at least, require the student to restart the same module the following year.
• (I)ncomplete grade - A grade of (I)ncomplete MAY allow the students to progress in the program, or the student may need to re-enroll in the next year.
• (U)nsatisfactory grade - Depending on the student’s academic standing (e.g., academic probation or warning status) at the time of the approved LOA, an (U)nsatisfactory grade will require the student to restart the same module the following year and may make the student subject to dismissal from the program. 

b.       During clinical education experiences:

• Requests made prior to the midpoint assessment deadline
• Credit for Time in the Clinical for a leave granted before midpoint
1. Among other relevant information, the student’s clinical performance before the LOA request will be considered when determining the length of time required to complete the clinical.  Students granted a LOA prior to midpoint can request credit for time completed in the clinic to the CEC.
• Requests made after the midpoint assessment deadline
• LOA requests after the midpoint assessment will not be permitted unless the student provides documentation of a sudden and catastrophic health or hardship event, and the student was meeting objectives as outlined in the clinical education syllabus. Depending on the circumstances, the student may receive a grade of (I)ncomplete, (W)ithdrawal, or (U)nsatisfactory for the clinical course in the module.

• (I)ncomplete* – Student granted a LOA can request credit for time completed in the clinic to the CEC. If approved, full or partial time may be granted. A grade of (I)ncomplete MAY allow the students to progress in the program, or the student may need to re-enroll in the next year.
• (W)ithdrawal* – Student with a history of performance concerns during the clinical (e.g., past behavioral plan), and with substantial evidence of improvement. A (W)ithdrawal grade in any course will, at least, require the student to restart the same module the following year.
• (U)nsatisfactory* – Student with significant current performance concerns or on an active behavioral plan, and if there is no clear evidence the student will be able to reach the clinical requirements. Depending on the student’s academic standing (e.g., academic probation or warning status) at the time of the approved LOA, an (U)nsatisfactory grade will require the student to restart the same module the following year and may make the student subject to dismissal from the program.

*Determination of performance prior to LOA request will be determined by written assignments, consultation with clinical sites, etc.

Factors that are considered include, but are not limited to, the timeline of the approved leave and whether the student can meet the essential requirements for missed and future courses. In the case of a LOA-H, students who are failing a class at the time of the request will receive an (U)nsatisfactory grade.

    IV. How to Request a LOA

1. The LOA requires that the LOA form be completed and approved by the Office of the Dean of Students in consultation with the DPTE Chair. Once the LOA form has been filed and approved, the Registrar’s Office will notify the student and relevant University Offices/personnel of the change in status [including their current academic advisor, department chair, academic dean, student life, bursar, financial planning, housing, advising, etc.…]. Students on an approved leave of absence should follow the Return from LOA Procedures and may return to Elon University without formally applying for readmission. A student may be on LOA for up to one year following the term in which the leave is requested. Typically, the student will need to withdraw from the University for any absence from campus that extends beyond this timeframe. Students must notify their Program Director and the Registrar of their intent to return or request an extension to the LOA which must be approved by the Registrar and the Dean of Students prior to the end of the originally, agreed-upon date range.

Elon University provides a range of support services to address the medical and mental health needs of students, within the context of the campus community. On occasion, students may experience physical and mental health needs requiring a level of care that exceeds what the University can appropriately provide. In such circumstances, students may take a voluntary leave of absence. In situations where a student is unable or unwilling to carry out substantial self-care obligations, where current medical knowledge and/or the best available objective evidence indicates that a student poses a significant risk to the health or safety of others, or where a student poses an actual risk to their own safety not based on mere speculation, stereotypes, or generalizations about individuals with disabilities, and the student does not want to take a leave voluntarily, the Associate Vice President for Student Life/Dean of Students has the authority to place the student on a mandatory leave of absence. Before placing any student with a disability on a mandatory leave of absence, Elon University will conduct an individualized assessment of the situation to determine if there are reasonable accommodations that would permit the student to continue to participate in the campus community and coursework without taking a leave of absence. This assessment may require evaluation and documentation from a licensed medical or mental health provider at the student’s expense. The decision to place a student on a mandatory leave of absence may be appealed in writing to the Vice President for Student Life.

      V. Return from LOA Procedures:

1. In order to be approved for return from a LOA related to medical reasons, a LOA , the Office of The Dean of Students will require the student to provide the following documentation from the treating clinician(s) or physician(s): 1) Diagnosis or clinical assessment, 2) Summary of treatment, including progress in treatment and resolution of the issues that prompted the LOA, 3) Evaluation of the student’s readiness to resume university responsibilities, 4) Any recommendations for follow-up treatment or support, and 5) Program Medical Attestation form completed by an appropriate provider.  This information must be received at least thirty days prior to anticipated return. If there are recommendations for ongoing treatment, the student must provide documentation of continuity of care plan and provider. Once all documentation is received, the Office of The Dean of Students, in consultation with the DPTE Chair, will advise the Registrar that the student is eligible to resume studies. Students who fail to provide the appropriate documentation at least thirty days prior to anticipated return will not be eligible to return to campus. Any housing/course registration will be dropped.

The Dean of Students or designee may require an interview or meeting with the student prior to or upon the first day of classes. Student Care and Outreach staff will determine the nature and frequency of any follow-up meetings. Any student conduct and/or academic integrity sanctions must be completed as assigned by the Office of Student Conduct or the Assistant Provost for Communications and Operations. If a student chooses not to return to Elon University, they should complete the University withdraw procedures (www.elon.edu/u/registrar/student-resources/university-withdrawal).

    VI. Policy on multiple LOAs

1. A student may only be out of sequence for one integrated clinical experience due to a leave of absence. An integrated clinical practicum is defined as a full-time clinical experience that is completed before the final didactic module. An additional leave of absence which is distinct in origin and nature from the previous LOA during a subsequent didactic or clinical module will require the student to take leave of absence until they can restart the incomplete module in the next year.  

OLD Policy (prior to 7-14-2022) - No longer active.

Note: The DPTE is currently reviewing an updated policy. The revised policy, if approved, will replace the Leave of Absence Policy below. The DPT student will be notified of the change. 

A student may request a leave of absence with the occurrence of a medical problem, serious personal problems, or pregnancy. In consideration of the leave of absence request, the Chair will conduct a full review of student status within the DPTE program, including current academic and professional probation status.

Students requesting a leave of absence must apply in writing to the DPTE Chair. In the event of a medical problem, the request should be accompanied by a letter from a physician describing the nature of the disability for which the leave is requested and the estimated length of time needed for recovery.

After consultation with the student, the DPTE Chair will decide whether the leave is to be granted and the conditions under which the student may return to school. A student requesting a leave of absence during or at the end of the academic year must go through the following procedure:

A. Request in writing a leave of absence from the DPTE Chair.

B. Whenever reasonably possible, the student must personally meet with the DPTE Chair to discuss the reason for the leave.

C. After consulting with the student, the DPTE Chair will assist the student through the official exit procedure.

• The DPTE Chair will send an official letter to the student indicating that the leave of absence has been approved, specifying the terms of the leave.

• In cases where the LOA is prolonged or the student requests tuition reimbursement, the student takes the Application for LOA, letter from DPTE Chair, and, in the case of medical leave of absence, a physician’s note to the following departments for processing as needed.
  •  Financial Planning Office
  •   Bursar's Office
• The student then returns the signed documents to the DPTE Chair who will forward the signed documents to the Office of Student Life / Associate Dean of Students.

Provided the LOA is approved, the official date of the leave of absence will be the original date of receipt of the student’s request, and any tuition reimbursement will be in accordance with the institution’s refund policy.

A LOA requested for a full academic year will require reinstatement at registration for the uncompleted Module. A LOA requested after registration for any module will be granted for a period not to exceed the number of months remaining until the registration date for the same module during the next academic year.

A student who is granted a LOA for any reason must submit a letter of intent to re-enroll in the physical therapy curriculum to the DPTE Chair. A student returning from a Medical Leave of Absence (MLA) must prove written documentation from a primary care provider indicting that the student is able to fully return to the program (e.g., completing the medical attestation form). It is the student’s responsibility to keep the Registrar informed of any change of address while on an LOA.

If the student has not paid 100 percent of the tuition during the year in which the leave is granted, the balance of the tuition plus any increase of tuition and fees will be payable in the next year of attendance. All appropriate tuition and mandatory fees are due prior to graduation.

A LOA may be extended to a maximum of two years as long as all the requirements for graduation will be met within the maximum period of time stipulated by the specific program. The term of the leave will be determined by the DPTE Chair or, in extenuating circumstances, by the President of the University.