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Email: hr@wju.edu
Phone: 1-304-243-8152


Campus Life: Medical Leave of Absence


Date approved:
August 2014
Approved by:
 
Date to be reviewed:
June 2015
Reviewed by:
VP for Academics
Date revised:
 
Revision number:
1.0
 
Compliance Committee:
As Scheduled

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1.0 REQUEST FOR MEDICAL LEAVE OF ABSENCE (MLOA) FOR UNDERGRADUATE STUDENTS

Undergraduate students may request a MLOA in cases where the student's health hinders successful academic progress. The approval of MLOA for undergraduate students will come from the Director of Undergraduate Student Success. The policy and subsequent procedure for requesting MLOA is as follows:
  1. Student must submit a written letter requesting leave of absence for medical reasons.
    This letter must be addressed to the WJU Director of Undergraduate Student Success. This letter must outline the need for the leave, the anticipated length of time for the leave and the anticipated time of return to academic studies, if known.
  2. The physician or health care practitioner treating the student for said medical issue must submit written documentation to the WJU Director of Undergraduate Student Success outlining the medical necessity for the requested medical leave and its anticipated duration.
  3. Considering all information provided and any additional consultation needed, the WJU Director of Undergraduate Student Success will rule on the requested medical leave.
    The decision will be communicated to the student in writing within and no longer than 10 working days of the completed request, which will not be considered as complete until all materials are submitted. This correspondence will also include the steps that the student must take to request re-enrollment after being released by the treating physician to return to academic studies.
  4. The WJU Director of Undergraduate Student Success will notify the registrar of any student withdrawal due to medical leave of absence. The Director will also notify all necessary university departments (e.g., Registrar, Financial Aid, Business Office, IT, Student Housing, instructors, and academic advisors) of the student's leave so that appropriate actions can be taken within their domain.
  5. Should the request be denied, the student can appeal the decision to the Chief Academic Officer (CAO) within 10 working days of notification of the initial decision. The CAO will compile all information necessary and make a ruling within 10 working days of receiving the appeal. Written documentation of the decision will be provided to the student by the CAO's office. The decision of the CAO is final.
  6. All correspondence regarding the request for MLOA will be maintained in the student's
    official academic record housed in the Registrar's Office.

2.0 RE-ENROLLMENT AFTER MLOA FOR UNDERGRADUATE STUDENTS

After being released by the treating physician or health care practitioner to return to academic studies, the following steps must be followed:

  1. The length of the medical leave may not exceed the balance of the current semester and the subsequent semester. If the medical leave exceeds this time frame, then the student must apply for re-admission to the University.
  2. The student must submit a written letter to the WJU Director of Undergraduate Student Success requesting to return to academic studies at least 4 weeks before the requested return date.
  3. The treating physician or health care practitioner must submit a letter to the WJU
    Director of Undergraduate Student Success releasing the student to return to academic
    pursuits. Should any stipulations, on-going treatment or accommodations be applied to this return, they must be outlined in this letter or be provided by the practitioner in another written form to the Director stated above. Should conditions be placed on the student's return that fall under the Americans with Disabilities Act, all policies regarding requesting reasonable accommodations must also be followed as outlined in the Wheeling Jesuit University Student Handbook. It is the student's responsibility to seek out the reasonable accommodations and provide all necessary documentation to receive the reasonable accommodation.
  4. All above documentation regarding the student's eligibility for re-enrollment will be reviewed by the WJU Director of Undergraduate Student Success. The Director will consult with other administrators on campus as necessary, and will make the decision regarding re-enrollment and communicate this decision to the student within 10 working days of receiving the completed documentation. This response will include the allowable, reasonable accommodations.
  5. Granting of the re-enrollment request will be communicated by the WJU Director of Undergraduate Student Success to the Registrar's Office and all necessary university departments.
  6. The actual point of re-enrollment with respect to course work will be decided upon by the Director of Undergraduate Student Success in consultation with the director of the student's program of study. In cohort programs, this may require that a student sit out until the next cohort of students comes through the program to the appropriate point of re-entry.
  7. If the request for re-enrollment is denied, the student may appeal this decision to the CAO in writing within 10 days of receiving the denial. The CAO will review all documentation provided and render a decision which will be communicated to the student in writing within 10 days of receiving the appeal. The decision of the CAO is final.
  8. All correspondence regarding a request for re-enrollment will be maintained in the student's official academic record housed in the Registrar's Office.

3.0 REQUEST FOR MEDICAL LEAVE OF ABSENCE (MLOA) FOR GRADUATE STUDENTS

Graduate students may request a medical leave of absence in cases where the student's health hinders academic progress. The approval of MLOA for graduate students will come from the department chair/director/committee of the program for which leave is being requested. The policy and subsequent procedure for requesting MLOA for graduate students is as follows:

  1. Student must submit a written letter requesting leave of absence for medical reasons addressed to the department chair/director/committee of the student's program of study. This letter must outline the need for the leave, the anticipated length of time for the leave and the anticipated time of return to academic studies, if known.
  2. The physician or health care practitioner treating the student for said medical issue must submit written documentation to the department chair/director/committee of the student's program of study outlining the medical necessity for the requested medical leave.
  3. Considering all information provided and seeking any additional consultation needed, the department chair/director/committee will rule on the requested medical leave. The decision will be communicated to the student in writing within and no longer than 10 working days of the completed request. This correspondence will also include the steps that the student must take to request re-enrollment after being released by the treating physician to return to academic studies.
  4. The department chair/director/committee of the program of study will notify all relevant university departments of the granted medical leave. (e.g., Registrar, Financial Aid, Business Office, IT, Graduate Housing, instructors, and academic advisors).
  5. Should the request be denied, the student can appeal the decision to the Chief Academic Officer (CAO) within 10 working days of notification of the initial decision. The CAO will compile all information necessary and will rule on the appeal within 10 working days of receiving the appeal. Written documentation will be provided to the student by the CAO. The decision of the CAO is final.
  6. All correspondence regarding the request for MLOA will be maintained in the student's
    official academic record housed in the Registrar's Office.

4.0 RE-ENROLLM ENT AFTER MLOA FOR GRADUATE STUDENTS

After being released by the treating physician or health care practitioner to return to studies, the following steps must be followed:

  1. The length of the medical leave may not exceed the balance of the current semester and the subsequent semester. Should the medical leave exceed the allotted time frame, the student may be required to re-apply to the professional program. In cohort programs, if leave extends through multiple semesters, the student may be required to suspend progression through the program and return with a new cohort.
  2. The student must submit a written letter to the department chair/director/committee of the program of study requesting re-enrollment at least 4 weeks before the requested return date.
  3. The treating physician or health care practitioner must submit a letter to the department chair/director/committee of the program of study releasing the student to return to academic pursuits. Should any stipulations, on-going treatment or accommodations be applied to this return, they must be outlined in this letter or provided by the practitioner in another written form to the chair/director/committee stated above. Should conditions be placed on the student's return that fall under the Americans with Disabilities Act, all policies regarding requesting accommodations must also be followed as outlined in the Wheeling Jesuit University Student Handbook. It is the student's responsibility to seek out the accommodations and provide all necessary documentation to receive the accommodation.
  4. All above documentation regarding the student's eligibility for re-enrollment will be reviewed by the department chair/director/committee of the student's program of study. The chair/director/committee will make the decision regarding re-enrollment and communicate this decision to the student within 10 working days of receiving the completed documentation.
  5. The actual point of re-enrollment with respect to course work will be decided upon by the department chair/director/committee based on the curricular model set within the student's field of study. In cohort programs, this may require that a student sit out until the next cohort of students comes through the program to the appropriate point of reentry.
  6. If the request for re-enrollment is denied, the student may appeal this decision to the CAO in writing within 10 days of receiving the denial. The CAO will review all documentation provided and render a decision which will be communicated to the student in writing within 10 days of receiving the appeal. The decision of the CAO is final.
  7. All correspondence regarding request for re-enrollment will be maintained in the student's official academic record housed in the Registrar's Office.

5.0 AUTHORIZATION


6.0 ATTACHMENTS



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