Last updated: January 18th, 2023 at 01:23 pm

Students are expected to attend class, participate in all educational activities, and complete curricular requirements for their course of study. However, WAUSM recognizes that some students may encounter circumstances that prevent them from fulfilling all requirements for their program of study in the prescribed timeline.

WAUSM has established policies that allow arrangements for students to be able to complete their course of study.

Students should be aware that their return and reintegration into the curriculum may require repeating or auditing of classes or clerkships / electives already taken. Students should also understand that, depending upon the length of the leave of absence, graduation may be delayed.

I. Approved Extended Absence

a. Students can apply to the Office of Student Affairs for an approved extended absence when an extenuating circumstance may result in missed educational activities that span a minimum of six (6) consecutive business days or a maximum of fifteen (15) consecutive business days within a semester.

II. Extended Absence Contract

a. Students on an Approved Extended Absence must review and sign an Extended Absence Contract (EAC).

b. The Extended Absence Contract provides structure, uniformity, and communication between the student, faculty, and administration, and all Student Services departments for these extended absences.

c. The Extended Absence Contract (EAC) must be signed and approved by all parties at least 14 days prior to the anticipated absence, or within 48 hours of the onset of an emergency or unexpected circumstances.

d. Any Approved Extended Absence that extends beyond the fifteen (15) consecutive business days will require an official Leave of Absence. If the extended absence converts to a Leave of Absence, students will be required to get counseled by the Office of Student Financial Services for considerations and implications of a LOA.

e. All appropriate parties affected by the Approved Extended Absence will be required to provide input on the coursework missed and the plan for completion of the missed work, including deadlines for completion.

f. WAUSM reserves the right to impose an Administrative Leave of Absence if the Approved Extended Absence must be extended and the student does not petition for a personal leave of absence.

III. Leave of Absence (LOA)

a. For students who anticipate being unable to participate in all course requirements or activities for a period of time beyond fifteen (15) consecutive business days, the student must petition for a Leave of Absence.

b. A student who requests a leave of absence is responsible for all academic work scheduled until the request is approved.

c. Students considering a leave of absence (LOA) must notify the Assistant Dean of Student Affairs (ADSA), if the student is currently enrolled in semesters 1-5, or the Senior Associate Dean for Student Affairs (SADSA) if the student is enrolled in semesters 6-10 or the Medical Advancement Preparatory Program (MAPP), as early as possible to discuss the reason for the leave, the steps to initiate the leave, the conditions of return from leave, potential consequences of taking a leave, and, if pertinent, alternatives to a leave of absence. Students are also required to meet with the Director of Financial Aid prior to submitting the request for LOA to fully understand the impact of leaves on financial aid and scholarships.

d. After discussion, if the student feels that a leave of absence is the best option, they must complete and submit the Leave of Absence Approval Form to [email protected]. The LOA Form can be found in Canvas, in the Student Hub under Student Affairs Forms.

e. If the leave is approved, the student is withdrawn from all courses. A grade of WP (Withdrawal Pass) or WF (Withdrawal Fail) appears on the official transcript.

f. In emergency situations, the ADSA or SADSA, in the exercise of reasonable judgment, may bypass some or all of the below steps to ensure campus safety or patient safety in the clinical sites, and/or the safety of other students, faculty and staff. Nothing in this or other policies shall be construed to prevent WAUSM from requiring students to always meet the university/program essential eligibility requirements and technical standards, and the policies and procedures that assure campus safety.

g. A student who is repeatedly absent may be placed on an Administrative Leave of Absence (ALOA) or administratively withdrawn at the discretion of the University without the ability to reapply for admission.

h. A student may return earlier than the established anticipated return date when the conditions of return are met earlier than anticipated and must be approved by the ADSA or SADSA as appropriate.

i. If the student goes on leave and incurs a financial balance, all financial obligations to WAUSM must be satisfied prior to their return.

j. When the leave of absence expires, students that have not yet been in communication with the ADSA or SADSA regarding plans for their return will be contacted. Students that choose not to return may withdraw from WAUSM; if WAUSM is unable to contact the student, then the student will be administratively withdrawn from the program in lieu of a withdrawal.

k. Students going on leave are reminded that all degree candidates, whether currently registered or not, are expected to maintain a satisfactory standard of conduct.

l. Students must complete all registered credit hours and associated coursework and requirements by the end of the semester in which the extended absence occurs.

m. Students may not be on LOA at the time they take a USMLE examination. Being officially enrolled is a prerequisite for a student to be certified as eligible to take Step 1 and 2 CK.

IV. Types of Leave of Absence

a. Administrative Leave of Absence (ALOA)

i. An ALOA is a WAUSM-mandated leave to address a single or multiple academic,
professionalism, or other deficiencies.

ii. Reasons for an Administrative Leave of Absence include, but is not limited to:

1. Failure to abide by WAUSM policies, including, but not limited to, those related to student behavior and conduct, and the WAUSM technical or professional Standards.

2. A student may be placed on an Administrative Leave of Absence, in cases where the student becomes so disruptive as to interfere with the academic pursuits and other activities of the academic and/or clinical community.

3. If a student is experiencing personal or medical circumstances but refuses to petition for a personal leave of absence and WAUSM’s administration believe it is in their best interest to go on a leave. Or, if a student demonstrates inability or unwillingness to carry out substantial self-care obligations such as participation in their own healthcare, compliance with healthcare visits, rehabilitation, or monitoring programs.

4. Health and safety reasons and/or substance misuse.

5. Financial reasons.

6. A student may be required to take an ALOA if it is believed that the student poses a risk to themselves or others.

7. In severe circumstances that warrant an interruption in the student’s education.

8. WAUSM is concerned for the general safety, health, and well-being of the campus community including students, faculty and staff and the safety and
well-being of patients. On occasion, a student may experience circumstances that significantly limit their ability to function safely or successfully as a student,
or the student may no longer meet the minimum technical and/or professional standards of the program. In these cases, WAUSM may place such a student on an ALOA.

iii. For students placed on an ALOA for disciplinary reasons, the result of the adjudication process will determine when a student is allowed to return.

iv. The Office of Student Affairs will advise the student to take a personal leave of absence. If the student is unwilling to take a student-initiated Personal Leave of Absence, the Office of Student Affairs will place the student on an Administrative Leave of Absence.

b. Educational Leave of Absence (ELOA)

i. An Educational Leave of Absence is a voluntary leave to pursue research, an externship, a degree-granting program outside the School of Medicine, or any other
career advancing activity. An Educational Leave of Absence is generally not granted for a period beyond one year. The 12-month period begins on the first day of the student’s leave of absence. An Educational Leave of Absence may only occur during semesters 6-10.

c. Personal Leave of Absence (PLOA)

i. The SADSA may grant a personal leave of absence. If the leave is due to medical reasons, the student must provide the appropriate medical documentation, including but not limited to, a letter from the treating physician clearly stating the nature of the medical condition and reasons it requires a leave of absence. The SADSA may require additional information to determine the appropriate timeframe for return. The SADSA reserves the right to require a second opinion if the reason for the medical leave is not common for the medical condition or to confirm that a medical condition exists or if the SADSA believes a second opinion is warranted.

ii. In cases of PLOA for medical / health reasons:

1. The student must provide to the OSA a letter / documentation from the healthcare provider directly involved in the student’s care supporting the need for a PLOA.

V. Leave of Absence Extension

a. Students who feel that they need more than a 12-month LOA may request an extension. The student must provide written documentation to the ADSA or SADSA for the extension, leave length, the rationale for the extension and provide documentation supporting the need for additional time, when appropriate.

VI. Return from LOA

a. Students must complete and submit the Return from LOA Form to the Office of the University Registrar 30 days prior to their return. The Return from LOA Form can be requested through the Office of the Registrar at [email protected].

b. The ADSA or SADSA, in consultation with appropriate University officials, faculty, and staff will determine the conditions for return from leave, the requirements to remain in active status once the student returns from leave and the system for student monitoring upon return.

c. Upon return from a leave, the ADSA or SADSA, in consultation with all pertinent parties will determine the student’s placement within the curriculum. The return may require repeating, or auditing of classes or clerkships / electives already taken.

d. In the case of medical / health reasons, students need to provide documentation from the health care provider directly involved in the student’s care that they are fit to return to studies. The student may be required to comply with the healthcare provider’s prescribed treatment as a condition for returning from PLOA.

e. In the case of ALOA, the student must provide documentation that the circumstances necessitating the ALOA have been satisfactorily addressed and/or remedied, and they are clear to return.

f. In the notification letter, students will be advised of the documentation and the required source of that documentation to satisfy WAUSM’s requirements to return.

g. If any changes have been made to the curriculum and/or requirements, the student must adhere to university curriculum and requirement policies in effect at the time of their return.

h. Upon return, the student must meet financial obligations in effect at the time of their return.

Note: A student who is granted a Leave of Absence for which the effective date for the leave is on or after the first day of the semester and they are enrolled in the WAUSM Healthcare insurance will remain enrolled in the health insurance for the semester when the leave was taken.