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Medical Leave of Absence

University services available to students dealing with medical issues are described on our DePauw Wellness page. Should a student’s health become compromised to the point that it is affecting their academics or ability to reside in the University environment, help is available to that student through the Office of Student Affairs.

A Medical Leave of Absence is initiated by a student when the student’s medical condition interferes with their ability to function successfully, safely, or independently in the university environment. It is expected that the student is taking time away from school to receive treatment, to focus their time and resources on improving their health, and eventually return to the University with a significantly improved chance of academic and personal success.

 

Guidelines for Medical Leave of Absence

  1. The term “medical” is broad and includes illness, injuries, or conditions that are mental or physical.

  2. A Medical Leave of Absence may occur prior to the beginning of a term or during the term. The deadline to apply for a Medical Leave of Absence during a term is the last day classes are in session for the given term. Medical Leave of Absences cannot be taken retroactively.

  3. The University intends for a student’s time away to be dedicated to treatment and recovery. To ensure there is enough time to reach a stable baseline before returning to campus, the following rules apply:

    • Minimum Duration: Most students are required to take at least one full semester away to focus on care and demonstrate sustained stability.

    • The "Week 6" Rule: A student’s return eligibility depends on when the leave begins:

    • Before Week 6: A student may apply to return as early as the following semester

    • After Week 6: A student must remain away for the entirety of the following semester before requesting to return.

    • Week 6 Rule: “Week 6” means the exact date that is six weeks after the first day of classes, not the full sixth week of the semester. This date changes each term. A leave that begins on or before that date is treated differently from a leave that begins after that date for return eligibility.

  4. Medical Leave is not a partial-semester or course-by-course option. Students who take Medical Leave must step away from all courses for that semester, including any Winter Term or May Term enrollment. Students are still eligible to register during the normal registration period for the semester they expect to return.

  5. The Medical Leave of Absence process is facilitated by the CARE Team and so, students wishing to take a Medical Leave of Absence can start the process by reaching out to the CARE Team at care@depauw.edu.

  6. A request application will be submitted to the Medical Leave of Absence Committee by the Director of the CARE Team and will contain the following:

    1.  a completed online request form with a personal statement containing the reason for the request.

    2. completed Release of Information forms and/or HIPAA form, submitted to DePauw Health and/or DePauw Counseling Services.

    3. submitted documentation from an outside treating health care professional, within 30 days after the date the request form is submitted, to DePauw Health and/or DePauw Counseling Services.

  7. International Students: A Medical Leave of Absence may affect one’s legal status. International Students holding visas should consult with International Student Affairs before applying for a Medical Leave of Absence to make sure they meet the immigration regulatory requirements.

Medical Leave of Absences are approved by the Vice President for Student Affairs and the University Registrar, after recommendation by the director of DePauw Health and/or the director of DePauw Counseling Services. This committee will evaluate the application based on whether the request and submitted documentation demonstrates that the student has a diagnosed condition, that the condition is being treated, that the condition did cause significant impairment in the student’s ability to perform to their typical/expected academic level, and that the student is pursuing treatment to prevent said condition from impairing academic performance in the future.

Please note: If medical documentation is not submitted by your healthcare provider within 30 days, your leave of absence will turn into a withdrawal.

 

To Begin the Process for Requesting a Medical Leave of Absence

  1. Schedule an appointment with the CARE Team: (care@depauw.edu) Medical Leave of Absences involve a number of details and take multiple steps. The CARE Team can help students with the process and/or partner with an identified support such as a family member or advocate while a student is completing the process. A Medical Leave of Absence needs to be requested by the student themselves, unless they are incapacitated, which will be handled on a case by case basis.

  2. Complete the Medical Leave of Absence Form. Be sure to include a personal statement about your Medical Leave of Absence. This is an important part of the application and will be shared with the committee during the review process.

  3. Review the Medical Leave of Absence Checklist

 

Returning from a Medical Leave of Absence

The decision to readmit a student who had taken a leave for medical reasons will be based on the student’s ability to be part of the University and resume the academic rigors required of DePauw University students. The University will work with each student, and their health care provider(s) to determine what (if any) reasonable accommodations can be provided by the University to facilitate the student’s successful resumption of their academic requirements and other campus activities. 

Many students and their families are anxious to return to campus to continue their academic progress. However, returning when you are not ready can have an adverse effect on your ability to do well. Most students are required to take at least one full semester away to focus on care and demonstrate sustained stability. Eligibility to request a return does not guarantee readiness to return. Students are encouraged to complete the Returning to DePauw After a Medical Leave of Absence Assessment, independently or with family members and/or medical providers, to reflect on their readiness and identify supports that may assist with a successful transition back to DePauw. 

Requests will only be reviewed by the Committee when all of the necessary forms and supporting documents are submitted to the appropriate offices by the deadlines stated below. Please see the Returning from a Medical Leave of Absence Checklist for detailed information about the necessary forms documentation outlined.

  • For Semester I (Fall and Winter terms):

    • August 1 – Completed Leave of Absence Return form should be submitted to the CARE Team at care@depauw.edu. Letter from medical provider sent to Counseling Services and/or DePauw Health and Wellness

  • For Semester II (Spring and May terms):

    • January 3 – Completed Leave of Absence Return form should be submitted to the CARE Team at care@depauw.edu. Letter from medical provider sent to Counseling Services and/or DePauw Health and Wellness

Requests for returning from a leave for medical reasons will be reviewed by the Medical Leave of Absence Committee. The Office of the Registrar communicates the outcome to the student, student’s academic advisor and all other appropriate offices. 

Students may register for classes for the semester in which they are eligible to return during the normal registration period.

 

To Begin the Process to Return from a Medical Leave of Absence

When you and your medical provider believe you are ready to return to campus:

  1. The student notifies the University of their return after a Medical Leave of Absence by submitting a completed Leave of Absence Return form to the CARE Team at care@depauw.edu by the deadline.
  2. The medical documentation/letter from the medical provider is submitted to Counseling Services or DePauw Health and Wellness by the deadline.
  3. Once documentation is received from the medical provider: It is reviewed for completeness and a decision is made whether the documentation meets the criteria for returning from a Medical Leave. Please note that the review process can take up to a week and additional information may be asked from your medical provider.