Medical Withdrawal Checklist

A Medical Withdrawal may occur prior to the beginning of a semester or during a semester.

The deadline to apply for a Medical Withdrawal during a term is the last day classes are in session for the given term. Medical Withdrawals cannot be taken retroactively.

Withdrawals 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. The medical withdrawal needs to be requested by the student themselves, unless they are incapacitated, which will be handled on a case by case basis. Contact the CARE Team at care@depauw.edu.

Students already working with Heather Wright from the CARE Team, you can move on to the next step.

The from can be found here (https://www.depauw.edu/studentacademiclife/home/medical-withdrawal/)

Students taking a medical withdrawal must have a mental health professional off campus. We suggest securing this professional before completing the medical withdrawal process. Students have 30 days from submitting the medical withdrawal request form to have their outside provider submit the necessary documentation needed for this type of withdrawal. This documentation can take time to secure from your doctor, so please plan accordingly.

All medical withdrawals will be processed as a regular withdrawal unless the appropriate documentation requested is submitted within 30 days from date of request (submitted form). If the deadline is missed, the withdrawal will be processed as a regular withdrawal, no extensions are granted.  

The medical professional writes a letter, indicating that the student's condition makes it impossible to complete the academic semester, and it is emailed or faxed to DePauw Counseling Services. Counseling Services can provide students with the information that is required in this letter and information about any other documentation that may be needed.

Please have your provider send documentation directly to:
DePauw University Counseling Services, Attn: Dr. Yuhas
F: (765) 658-4554 / counselingservices@depauw.edu

Release of Information forms
The student must complete release of information (ROI) forms along with other paperwork at Counseling Services prior to leaving campus. The office is located in the Buehler Health and Wellness Suites Lilly Center, 2033. You can contact them by email at counselingservices@depauw.edu or by phone at 765-658-4268.

For the protection of your medical information and to not hold up the process, please don’t send any medical documentation or the ROI’s to the CARE Team/Heather Wright. If you have questions about the necessary medical documentation, reach out to Counseling Services directly.

Student’s taking a medical withdrawal must have a medical professional off campus. We suggest securing this professional before completing the medical withdrawal process. Students have 30 days from submitting the medical withdrawal request form to have their outside provider submit the necessary documentation needed for this type of withdrawal. This documentation can take time to secure from your doctor, so please plan accordingly.

All medical withdrawals will be processed as a regular withdrawal unless the appropriate documentation requested is submitted within 30 days from date of request (submitted form). If the deadline is missed, the withdrawal will be processed as a regular withdrawal, no extensions are granted.  

The medical professional writes a letter, indicating that the student's condition makes it impossible to complete the academic semester, and it is emailed to the DePauw Health and Wellness Center.

Information for medical provider to include in letter:

• Duration of contact with student
• Presenting concerns and symptoms
• What is the documented diagnosis and what medications is the student on
• How do the concerns/symptoms impact current functions, especially as it pertains to academics and what is the medical professional’s recommendation?
• What is the plan of treatment moving forward

Please have your provider send documentation directly to:
DePauw Health and Wellness Center, Attn: Dr. Johnson depauwhealth@hendricks.org

HIPAA forms
The student must complete a HIPAA form in order for DePauw Health to review the documentation. HIPAA forms can be secured at the DePauw Health and Wellness Center or from Heather Wright.

For the protection of your medical information and to not hold up the process, please don’t send any medical documentation or the HIPAA from to the CARE Team/Heather Wright. If you have questions about the necessary medical documentation, reach out to DePauw Health and Wellness directly.

Students taking a medical withdrawal must check out of their housing within 48 hours of submitting their online medical withdrawal request form. 

On-Campus Housing:

• Students must remove all belongings from their space, check out of the room with the RA or a member of the hall’s staff, and return the room key. This applies even if you hope to return the next semester. 
• Please be aware that housing assignments will conclude upon the withdrawal date. Therefore, if intending on returning to DePauw in the same academic year, it is not guaranteed that the same university housing assignment will be available.  
• If you have any questions or concerns, the Housing office is located in Reese Hall, you can contact them via email at housing@depauw.edu, or by phone at 765-658-4500. 

Fraternity and Sorority Housing:

Student should work directly with their chapter leadership about details for moving out.

Academic Advising: Students should consult with their Academic Advisor to determine any issues affecting continuance (credits, pre-requisites, etc.)

Financial Aid: Students who receive financial aid/scholarships should contact the Office of Financial Aid to determine how the withdrawal may affect their aid and complete the financial aid exit interview. The office is located in the Emison Building, at 204 E. Seminary St., or you can contact them via email at financialaid@depauw.edu, or by phone at 765-657-4030.

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

Payment Services: Students must pay any remaining tuition, fees, or other charges on student account. Students cannot re-register at the University or request an official transcript if any unpaid past due charges remain on the account. Payment Services is located in in the Emison Building, at 204 E. Seminary St, or you can contact them via email at paymentservices@depauw.edu or by phone at 765-658-4015.

Student Employment: Students who work on campus should contact their employing department to inform them you are withdrawing.

Athletics: Student athletes should let their coach know they intend to take a medical withdrawal.

Once documentation is received from the medical provider: It is reviewed for completeness and a decision is made whether the students situation meets the criteria for a medical withdrawal by the medical withdrawal committee.                                                                                                          

The Office of the Registrar communicates the outcome to the student, student’s faculty (if during the semester) and all other appropriate offices. If the student is already registered for the upcoming term, including Winter/May Term, they will be dropped from their complete course schedule(s). Students will be able to register for courses once they are readmitted to DePauw. Please note that students cannot return during Winter Term or May Term as those are extensions of the regular semester. Once readmitted, students will then be able to receive the RAC Code from their faculty advisor to schedule courses.

Depending on at what point during the semester a medical withdrawal is taken, it is typical that the student will remain withdrawn through the next semester. This is to ensure that students have enough time to receive the help and support they need before returning to DePauw.

Applications for returning from a medical withdrawal will be reviewed by the Medical Withdrawal Committee. For the Committee to be able to review applications, it is required that readmission applications be complete and include all the necessary supporting documents by the deadlines stated below.

• For Semester I (Fall and Winter Terms)
  • July 1 – Completed Readmission Application which includes a letter to the Vice President of Student Affairs
  • August 1 – Letter from medical provider sent to Counseling Services or DePauw Health and Wellness
    • Please note in order to have the most recent information about your health, if this letter is sent too soon, you may be asked to provide updated information from your medical provider.
    • Returning from a Medical Withdraw for mental health reasons? Please note that once Counseling Services receives this letter, they will send a form for your medical provider to complete.
• For Semester II (Spring and May terms
  • December 1– Completed Readmission Application which includes a letter to the Vice President of Student Affairs
  • January 3 - Letter from medical provider sent to Counseling Services or DePauw Health and Wellness
    • Please note in order to have the most recent information about your health, if this letter is sent too soon, you may be asked to provide updated information from your medical provider.
    • Returning from a Medical Withdraw for mental health reasons? Please note that once Counseling Services receives this letter, they will send a form for your medical provider to complete.

Students who are ready to return must complete the Application for Readmission which includes a letter to the Vice President of Student Affairs,  and send it to the CARE Team at care@depauw.edu. The CARE Team will ensure that the letter and application are shared with the Medical Withdrawal Committee. You can find more information  about the readmission documents here(https://www.depauw.edu/academics/academic-resources/advising/registrar/applying-for-readmission/). 

If you have been working with Heather Wright from the CARE Team, you can send the documents directly to her.

A medical readmission applicant must demonstrate readiness to return to school. Specifically, the medical provider, who the student has been working with, must provide information indicating that the student's condition has improved and they can return.  

In addition to the documentation mentioned above:

• students must also check to ensure that the original completed Release of Information forms have not expired.
• Counseling Services will send your provider a form to complete.

Please reach out directly to Counseling Services to start the process of submitting the required documentation.

A medical readmission applicant must demonstrate readiness to return to school. Specifically, the medical provider, who the student has been working with, must provide information indicating that the student's condition has improved and they can return.  

Students who took a medical withdrawal due to their physical health must have their medical provider submit a letter to DePauw Health. If you have additional questions about what information must be included in this letter, please reach out directly to DePauw Health and Wellness.

Information for medical provider to include in letter:

• Progress the student has made medically
• What is the documented diagnosis and what medications is the student on
• Student readiness to return to campus and academic work

What is the plan of treatment moving forward (if needed) 

Often when students return to campus they need accommodations in order to help them succeed at DePauw. To get a better understanding if accommodations are right for you or to begin the process of requesting them, please reach out to Student Accessibility Services (https://www.depauw.edu/academics/academic-resources/student-accessibility/). They are located in the Union Building, Suite 208 and can be contacted by email at studentaccessibility@depauw.edu, or by phone at 765-658-6267.

*Please note, attending all classes remotely, even temporarily, would be an accommodation sought out through Student Accessibility Services. However, due to the nature of DePauw classes, this may not be an option for most students.

Once documentation is received from the medical provider:It is reviewed for completeness and a decision is made whether the student’s situation meets the criteria for returning from a medical withdrawal by the medical withdrawal committee.

The Office of the Registrar communicates outcome to the student, student’s academic advisor and all other appropriate offices. Students will be able to register for courses and secure housing once they are readmitted to DePauw.

Academic Advising:Students should contact their Academic Advisor to discuss what classes you should enroll in once your readmission paperwork is processed.

On-Campus Housing: Students wishing to live in campus-owned housing should contact the Housing Office. The Housing office is located Reese Hall, you can contact them via e-mail at housing@depauw.edu, or by phone at 765-658-4500.

Financial Aid: Students who receive financial aid/scholarships should contact the Office of Financial Aid to discuss future financial aid. The office is located at 204 E. Seminary St., you can contact them via email at financialaid@depauw.edu, or by phone at 765-657-4030.

International Students: International Students should contact the International Student Affairs Office to discuss visas and next steps. The office is located in the Center for Diversity and Inclusion (CDI), you can contact them via e-mail at ISS@depauw.edu, or by phone at +1-765-658-4850.

Student Employment: Students who previously worked on campus should contact their employing department to inquire if the position is still available. If it is not, or a new position is desired, students should contact the Hubbard Center for Student Engagement to ask about available positions.