MU-COM Student Leave of Absence and Withdrawal Requests

Policy

Marian University College of Osteopathic Medicine (MU-COM) publishes its policy and process for Leave of Absence (LOA) and Withdrawal (W/D) in the MU-COM Student Handbook and website, which can be accessed through the links to the right. Please see the MU-COM Student Handbook for the entire policy on Leave of Absence and Withdrawal.

Definitions

A Leave of Absence

(LOA) is a period of time during which a student is not enrolled in required MU-COM coursework or the academic program. A single leave can be up to one year in length, and multiple leaves may be granted not to exceed the six-year deadline articulated by the Commission on Osteopathic College Accreditation (COCA). All students must meet the requirement to graduate in six years unless they are approved for an LOA to seek an additional degree or are not making progress toward graduation requirements and receive approval from the Assistant/Associate Dean of Student Affairs.

Withdrawal

(W/D) is a request initiated by a student to disenroll from the academic program without the intent to return. Failure to request withdrawal will result in failing grades. A student who withdraws from Marian University may be entitled to full or partial reduction of charges. Reduction of charges is based on the official date of withdrawal as recorded in the Office of the Registrar.

Types of Leaves of Absence

Student-Initiated Leave

If a student is going to miss more than 1 week from curricular activities, a student must meet with Assistant/Associate Dean of Academics or a member of the clinical affairs team to determine appropriate next steps, including whether an LOA is required. If an LOA is required, a student must speak with the Assistant/Associate Dean of Student Affairs. Students considering any type of leave must complete the appropriate Leave of Absence Request Form and submit all required paperwork as soon as reasonably possible unless otherwise stated in this policy.

Student-initiated leaves are categorized below:

Career Enrichment (LOA-E): Students who are in good academic standing and have been admitted to a degree-granting program or have secured a position to explore a particular research interest may request an educational/research leave. Requests for an educational/research leave must be submitted at least 30 calendar days before the anticipated start date of the leave.

Personal (LOA-P): Students who have compelling personal circumstances that are temporarily impeding their academic progress may request a personal leave.

Medical (LOA-M): Students who have documented health reason(s) that are temporarily impeding their academic progress may request a medical leave.

School-Initiated Leave

MU-COM may require a student to be placed on a leave of absence if the student has academic, professionalism, or technical deficiencies not addressed by other types of leaves. A student placed on a school-initiated leave will be removed from the academic program, including coursework and/or clinical duties. Students placed on a school-initiated leave may re-enroll in the academic program contingent upon satisfactorily meeting the conditions set forth by MU-COM. Students who are not permitted to return may be dismissed.

School-initiated leaves are categorized below:

Academic (LOA-A): A student may be placed on an academic leave by the Student Promotion and Academic Progress Committee (SPAPC) in accordance with the Student Promotion and Academic Progress policy.

Administrative (LOA-D): A student may be placed on an administrative leave in a variety of scenarios including, but not limited to; noncompliance with administrative requirements, confirmed violations of institutional policies and substantiated concerns regarding patient safety. MU-COM will determine if and when an administrative leave is warranted.

Upon the initiation of any type of leave of absence identified above, a designation of Withdrawal (W), Incomplete (I), or a final grade of Fail (F) will be awarded on the transcript for any course that has not received a final grade. If an Incomplete (I) is awarded, it must be resolved prior to the student's advancement in the MU-COM academic program. If a Withdrawal (W), the student is required to repeat and/or complete that educational requirement to be eligible for progression, promotion and/or graduation. If a failing grade (F) is recorded, the student is pursuant to the student promotion and academic progress policy.

Process

With respect to Student-Initiative LOAs (Career Enrichment, Personal, and Medical) students should note the following needs and requirements for each type of Leave of Absence.

• All LOAs: A Leave of Absence Request should be initiated with the Office of Student Affairs. Please contact Clint Whitson, assistant dean of Student Affairs to begin the process.

• Career Enrichment LOAs (LOA-E): For all career enrichment leaves, the student must submit a letter from an individual in a position of authority, such as a research supervisor or the director of an academic program, attesting to the student’s acceptance and approval to participate.

• Personal LOAs (LOA-P): For personal leaves, the student submits in writing a detailed description of the life event that is occurring and the reasoning for why this life event is causing a significant distraction or impediment toward progression in medical school.

• Medical LOAs (LOA-M): For all medical leaves, the student must submit a letter from a licensed medical provider stating the provider’s support for the leave of absence from medical school.

  Note: the student will also be required to submit a letter from a licensed medical provider at the time of expected return to medical school stating the provider’s support for the student to return to the rigors of medical school. MU-COM reserves the right to require additional documentation and support from licensed medical providers to ensure the successful return to medical school.

• OMS1 and 2: Prior to the LOA request, all first and second-year DO students requesting a leave of absence are required to be in communication with Dr. Sophie La Salle, associate dean of Academic Affairs, in order to review academic standing and progression. 

• COMLEX: Prior to the LOA request, any DO student currently studying for a COMLEX licensing examination is required to be in communication with Dr. Sophie La Salle, associate dean of Academic Affairs, in order to review your study plan and exam date.

• OMS3 and 4: Prior to the LOA request, all third and fourth-year DO students requesting a leave of absence are required to be in communication with Dr. Clif Knight, assistant dean of Clinical Affairs, or Rhonda Garrison, assistant dean for the Continuum of Physician Education, in order to review academic standing and progression.