Forms
| Request for MLOA | Deadlines: November 20 for Fall & April 20 for Spring | ||
| Request for Extension of MLOA | Deadlines: August 1 for Fall & December 10 for Spring | Treating Provider Form | |
| Request for Reinstatement from MLOA | Deadlines: August 1 for Fall, December 10 for Spring & May 1 for Summer | Treating Provider Form | |
| Request for Short Term Leave of Absence | |||
| Request for Course Withdrawal for Medical Reason | Deadlines: November 20 for Fall & April 20 for Spring | Treating Provider Form |
Medical Leave of Absence and Reduction in Course Load Policy
Purpose:
The College has traditionally recognized the educational and personal rewards that many students receive from a semester or two away from the campus. Occasionally, faculty members, advisors, or deans may suggest that students withdraw from formal studies to focus on their health and gain fresh perspectives on their intellectual commitments, career plans, and educational priorities. Medical issues, both physical and mental, encountered by students may require that they remain away from the College for more than the usual College vacation periods. Moreover, certain unforeseeable medical issues may occur during the course of the semester which may impact a student’s ability to meet the academic expectations of a particular course. The College, therefore, encourages students to consider carefully their situations, to clarify their objectives, and to consider whether they should temporarily interrupt their study at the College and take a medical leave of absence from all courses or withdraw from specific course(s) for medical reason(s).
Students who wish to explore the advantages and disadvantages of medical leaves and course withdrawals should confer with the Dean of Students Office, Dean of Academic Life, College faculty advisors, and family. Students are also encouraged to discuss their situations and tentative plans with the Registrar, Business Office, and Financial Aid Office (if applicable).
Medical Leave of Absence Policy
Medical Leave of Absence (MLOA): A student may request a Medical Leave of Absence (MLOA) for physical health or psychological reasons if during the course of an academic term (Fall or Spring Semesters) he/she/they incurs a condition that prevents him/her/they from meeting the expectations of a student (e.g. unable to attend classes, unable to complete academic responsibilities, etc.) for a period of time during that term. The severity and duration of the problem must be such that it would not be reasonable to expect the student to be able to make up the missed work. Requests for MLOA must be made in writing by the student to the Office of the Dean of Students/ VP of Student Affairs through completion of the “Student Request for Medical Leave of Absence” form and must be supported by a licensed health professional in the form of a completed, signed “Treating Healthcare Professional Report Form” clearly indicating support for the Course Reduction. The Office of the Dean of Students/ VP of Students Affairs, will review the request and may share this request and accompanying medical and/or mental health information with other Muhlenberg College officials including a Health Review Committee, as necessary, for the purpose of review of the request. The student will be notified in writing by the Office of the Dean of Students/ VP of Student Affairs if the request has been approved or denied. The college permits a maximum of 4 semesters of MLOA, LOA, or combination of both.
PROCEDURE FOR OBTAINING A MEDICAL LEAVE OF ABSENCE:
1. Assessment and Documentation from Health Care Professional
The student should complete an assessment by a licensed medical or mental health practitioner, depending upon the nature of the condition, who will make a recommendation about whether the student has a condition that is preventing him/her from meeting the expectations of a student. The provider must complete the “Treating Healthcare Professional Report: Request for Medical Leave of Absence” form.
Appropriate health practitioners for the purposes of this request must be currently licensed within their state of practice and in good standing in their fields. They must not have an immediate familial relationship with the student. These typically include: physicians, physician assistants, nurse practitioners, social workers, counselors, psychologists, or psychiatrists.
If extraordinary circumstances exist in which provider documentation is not available, please discuss with the Dean of Students to make a recommendation for how to proceed with the request.
2. Student Application
The student must complete the “Student Request for Medical Leave of Absence” form.
3. Request, Submission, Notification, Transcript Notations
- The student must submit both the “Student Application” and “Treating Health Care Professional Report Form- Request for Medical Leave of Absence” to the Dean of Students Office either by uploading the “Treating Health Care Professional Report Form- Request for Medical Leave of Absence” when submitting the “Student Application“ or by completing the “Student Application and having a provider fax the “Treating Healthcare Report Form: Request for Medical Leave of Absence” directly to the Office of the Dean of Students/ Vice President of Student Affairs at 484-664-3930. Both forms must be received in order to be reviewed for a MLOA.
- The student must meet with the Dean of Students/ VP of Student Affairs or his/her/their designee to review the circumstances that prompted the Course Withdrawal request. The Dean of Students/VP of Student Affairs may request that other college officials, as necessary, review this information for purposes of making a determination about the MLOA.
- Decisions will be made by the Dean of Students/ VP of Student Affairs in consultation with the Health Review committee as needed.
- Students will receive written notification through their Muhlenberg College email whether their request for MLOA was approved for denied. This correspondence will also indicate the earliest the student will be eligible for reinstatement if approved for a MLOA. Once approved, MLOA requests cannot be withdrawn.
- The Dean of Students Office will notify the following departments if MLOA is approved: Registrar’s Office, Controller’s Office, Financial Aid, Residential Services, Dean of Academic Life, Health and Counseling Services.
- If a student requested a MLOA before the start of the semester and through the first day of classes, no courses will be listed, but the notation “Leave of Absence” will appear on the transcript. After the eighth day of class, if MLOA is approved, all course grades will appear as a “W” on the transcript along with notation of “Leave of Absence”.
- Students and families should work with the Controller’s Office regarding fees and any refunds by contacting them directly at 484-664-3150.
- Deadline for Request MLOA:
“Student Request” form and “Treating Health Care Professional Report Form- Request for Medical Leave of Absence” must be received in the Dean of Students Office by:
- November 20 for Fall Semester Requests
- April 20 for Spring Semester Requests
- Requests received after the above dates but before the last day of class in the given semester are only considered in cases of extraordinary circumstances. Requests received after the last day of class will not be considered.
4. MLOA Clinical Follow-up:
As a condition of accepting a MLOA, the student should complete ongoing treatment as agreed to with a health professional. It is strongly suggested that for the student’s best interest and greatest likelihood of future success, he/she/they work with a health professional toward the goal of returning to academic life only when a plan has been enacted which helps the student to manage stressors and remain active, engaged, and successful at achieving their academic goals. He/she/they should feel well prepared for the rigors of returning to school after an absence before requesting to reinstatement from a MLOA.
5. Academic Coursework
While on a MLOA, students may transfer in two courses per semester. Students should contact the Registrar’s Office for information.
6. Extension of MLOA
Students must submit the “Student Request to Extend a MLOA Form” and “Treating Healthcare Professional Report Form-Request for Extension of Medical Leave of Absence ” form to the Dean of Students Office, who will make a determination. The Dean may consult with the Health Review Committee to make a determination. The student will be notified through their college email account of the decision. The college permits a maximum of 4 semesters MLOA, LOA, or combination of both.
Deadlines for Request for Extensions of MLOA:
Application for extension from a MLOA should also be made in a timely manner. Submission of the “Student Request for Extension of MLOA Form” and the “Treating Healthcare Professional Report Form-Request for Extension of Medical Leave of Absence ”
- August 1 for extension for the Fall semester
- December 10 for extension for the Spring semester
Please know that you need to make a decision and provide the appropriate documentation to the Dean of Student’s office by the end of add/drop period. If you do not meet this deadline, the College will initiate an “unofficial withdrawal.” If you are unofficially withdrawn, you must reapply to the college if you wish to return. If you plan to return for the semester, please note the deadline to add courses after which date you must obtain the instructor’s permission to enroll in any particular course.
7. Reinstatement from MLOA
- The student should submit the “Student Request for Reinstatement Form” and “ Treating Healthcare Professional Report Form- Request for Return from Medical Leave Absence” to the Office of the Dean of Students/ VP of Student Affairs, as above, verifying that the condition which led to the MLOA no longer prevents the student from meeting the expectations of a student. Both forms must be received in order to be reviewed for reinstatement.
- After submitting this information, the student must meet with the Dean of Students/ VP of Student Affairs and/or other select college officials, as determined by the Dean of Students.
- Deadlines for Request for Reinstatement:
Application for reinstatement from a MLOA should also be made in a timely fashion, (e.g. as soon as the student and family are ready and as soon as the health professional is able to provide the supporting documentation of improvement). Timely submission of this information is necessary for course registration and housing. Submission of the “Student Request for Reinstatement from MLOA” form and the “ Treating Healthcare Professional Report Form- Request for Return from Medical Leave Absence” form, along with the meeting with Dean of Students and select college officials, as necessary, must occur no later than:
- August 1 for reinstatement in the Fall semester
- December 10 for reinstatement in the Spring semester
- May 1 for reinstatement in the Summer semester
- Notification of Reinstatement Decision: Upon receipt of this documentation and after the meeting with the student, the Dean of Students/ VP of Student Affairs will review the request. The Dean of Students/VP of Student Affairs may request that other college officials, as necessary, review this information for purposes of making a determination about the Request for Reinstatement from a MLOA. The student will be notified of that determination by College email.
- Please know that you need to make a decision and provide the appropriate documentation to the Dean of Student’s office by the end of add/drop period. If you do not meet this deadline, the College will initiate an “unofficial withdrawal.” If you are unofficially withdrawn, you must reapply to the college if you wish to return. If you plan to return for the semester, please note the deadline to add courses after which date you must obtain the instructor’s permission to enroll in any particular course.
8. Course Withdrawal for Medical Reasons
- In rare circumstances, the college recognizes that students may incur a condition that prevents him/her/they from meeting the expectations of a student in a particular course. Requests for Course Withdrawal for Medical Reasons must clearly indicate how the medical condition affected the specific course and not all courses.
- Requests must be made in writing by the student to the Office of the Dean of Students/ VP of Student Affairs through completion of the “Student Request for Course Withdrawal for Medical Reason” form and must be supported by a licensed health professional in the form of a completed, signed “Treating Healthcare Professional Report Form- Course Withdrawal for Medical Reasons” clearly indicating support for the Course Reduction. Both forms must be received in order to be reviewed for a Course Withdrawal for Medical Reasons.
- The student must meet with the Dean of Students/ VP of Student Affairs or his/her designee to review the circumstances that prompted the Course Withdrawal request.
- The Office of the Dean of Students/ VP of Students Affairs, will review the request and may share this request and companying medical and/or mental health information with other Muhlenberg College officials, including the Health Review Committee, as necessary.
- The student will be notified by email from the Office of the Dean of Students/ VP of Student Affairs if the request has been approved or denied.
- In order to remain in campus housing, the college requires students to be enrolled and actively participating in 3.0 units after course withdrawal is approved.
- If approved,students will receive written notification through their Muhlenberg College email along with the Muhlenberg Medical Withdrawal of Course(s) form. The Medical Withdrawal of Course(s) form and a copy of the approval letter need to be submitted by the student to their Academic Advisor and the for processing .
- After the eighth day of class, if Course withdrawal for medical reasons is approved, those course with appear as a “W” on the transcript.
- Once a Course Withdrawal is approved, students cannot withdraw their request.
- There is no adjustment in tuition and fees for course withdrawals.
- Deadlines for Requests:
- November 20 for Fall Semester Requests
- April 20 for Spring Semester Requests
- Requests received after the above dates but before the last day of class in the given semester are only considered in cases of extraordinary circumstances. Requests received after the last day of class will not be considered.
- November 20 for Fall Semester Requests
