University Policy Office

7.03.1 Undergraduate Short-Term Leave of Absence Procedure

Effective: 04/25/2024
Senate Proposal: No
Responsible University Officer: Dean of Students and Vice President for Student Affairs
Responsible Office: Dean of Students Office

Introduction

This short-term leave of absence procedure is designed for undergraduate students requiring medical care (surgery, short-term in- or out-patient mental health treatment, other serious illness requiring prolonged treatment), students who are currently having, adopting, or fostering a child, or students who need prolonged absence to deal with the death of an immediate family member. Other extenuating circumstances may be considered on a case-by-case basis.

Procedure

Application

  1. Students may submit an application for a leave as soon as the need for a leave of absence arises. Students are encouraged to submit the application at least four weeks prior to the proposed leave period using the Undergraduate Short-Term Leave Request Form. Leaves associated with a crisis or emergency will be given priority and would not require the four-week notice. Approval of prior leaves during the current semester will be evaluated on a case-by-case basis and must be supported by documentation. Students may not request retroactive leaves once a semester has concluded. 
    1. Students must provide documentation for their leave of absence. For medically related leaves, the documentation must be from a provider of physical or mental health care and include the following:
      1. Substantive reasons for the leave
      2. The healthcare provider’s endorsement of the leave
      3. Limitations of the student during their leave and/or accommodations needed

    2. Students requesting a leave of absence due to birth, adoption or new foster care should provide documentation of this event. The documentation should include the anticipated date of birth, adoption or new foster care. 

  2. Once the application is received by the Dean of Students Office, the student requesting the leave will be contacted by a staff member within five business days to meet and discuss their rights and responsibilities.
    1. In this meeting, the staff member will discuss the following:
      1. The proposed timeline of the Short Term Leave;
      2. The expectation of the student while on and returning from Leave;
      3. Appropriate options for completing course work while on or returning from leave (approval of leave does not guarantee remote access to courses);
      4. How to discuss the proposed timeline and expectations with their professors, academic advisor, or other staff members;
      5. Utilizing the Undergraduate Student Short Term Leave Arrangements Template with their professors, academic advisor, or other pertinent staff member (Enterprise advisor, RSO advisor, athletics coach,  employment/research supervisor)
      6. Financial Aid implications, if any, of the leave
      7. Housing-related issues (move-out dates, eligibility for refunds) if the student lives in on-campus housing. 

Decision

  1. A Dean of Students Office staff member will review submitted applications and will make the final determination about whether or not a student is eligible for short term leave. All students who meet the eligibility requirements will be granted the short term leave.

    1. Short term leaves which include requests for prolonged remote access to courses may be reviewed by the Office of the Provost and Senior Vice President for Academic Affairs.

    2. Eligibility requirements are as follows:
      1. Student is enrolled as an undergraduate at Michigan Tech
      2. Student has provided appropriate documentation (see sections 1.a.i. and 1.a.ii.)
      3. Leave of absence does not extend beyond the end of the semester -OR- the student will have the ability to complete course requirements within a reasonable time if the leave occurs the last day to withdraw with a W grade.

  3. The Dean of Students Office will notify the appropriate parties about the student’s absences and temporary accommodations.

Plan

  1. The Dean of Students Office will initiate the discussion of the academic plan for the student’s leave of absence. It is the student’s responsibility to maintain and/or follow up with their professors and academic advisor regarding this plan.

  2. The student’s proposed plan for completing course requirements must be agreed upon by the student's professors.
    1. It is the student’s right and responsibility to negotiate appropriate deadlines for missed coursework;
    2. It is encouraged that the student and their professors have their proposed plan in writing to refer to if needed.

  3. The student must submit their plan to the Dean of Students Office.

Follow up

  1. A Dean of Students Office staff member will reach out  to  the student one to two weeks prior to their anticipated date of return, unless otherwise specified in their plan, to confirm their return date and answer any questions they may have.

  2. Students who had a short term leave as a result of mental or physical health reasons will need to have their healthcare provider complete the Health Evaluation Form or provide similar information as part of their return.

    1. Students who had a short term leave as a result of birth, adoption or new foster care will not be required to provide a Health Evaluation Form or similar documentation prior to return.
    2. Once the student has returned, a Dean of Students Office staff member will reach out to the student to ensure their return to campus is going as planned.