LEAVE OF ABSENCE

A leave of absence is defined as a temporary break in a student’s attendance of ten (10) school days or longer. Every effort will be made to preserve the student’s matriculation schedule. Given the nature of the academic program and the timing of the leave within the program, a delay in the start of the subsequent year or delayed graduation may be required to accommodate the leave of absence.

Voluntary Leave of Absence

1. A voluntary leave of absence must be for a specified period of time with an expected and defined date of re-enrollment.

2. A student in good academic standing, without deficiencies, may request and be approved for a leave of absence for a fixed period of time to conduct research.

3. A student may request and be approved for a leave of absence for medical reasons that prevent concentration on the academic program or that impact the student’s ability to meet the technical standards.

4. A student may request and be approved for a leave of absence for parental leave. Parental leave includes the birth or adoption of a child or to take care of an ill child. Up to 1 year of time taken off for parental leave will not be counted toward the 6-year time limit for completing the MD degree.

5. A student in good academic standing, without deficiencies, may request and be approved for a leave of absence for a fixed period of time due to personal circumstances that prevent concentration on the academic program. Personal leaves of absence do not exempt the student from the 6-year time limit for completing the MD degree.

6. The leave of absence committee may choose to grant the student part-time status in the third year, in order to continue longitudinal courses or extra clinical skills training.

7. For certain occupational exposures, students may request in writing an excused absence or be placed on a leave of absence if an absence of greater than 10 (ten) school days is required. In the case of a communicable disease, the student would be removed from direct patient care activities. In the case of a communicable disease, the student would need clearance from the MCOM Medical Health Administration (MHA) to be permitted to return to patient care activities.

i. Students are excused from clinical rotations for their initial evaluation of an exposure. If subsequent visits and/or treatments are required that are related to the exposure, those are also excused. The student on a clinical rotation must fill out an Absence Request form that is sent to both the clerkship director and the Associate Dean for Student Affairs. The form is signed for approval and excused by the clerkship director. The student receives written confirmation of approval of the excused absence. Using this protocol, students are informed of whatever remediation is required to make up for lost time and clinical training. Students requiring more time (10 days or longer) because of extraordinary circumstances related to the exposure are required to submit a leave of absence request to the Associate Dean for Student Affairs. The student will be notified in writing of the approved leave. Upon return to duties, the clerkship director determines what work needs to be done in order to complete clerkship competency requirements.

Mechanism for Voluntary Leave of Absence

Students must initiate a request for a voluntary leave of absence by written request to the MCOM Associate Dean for Student Affairs (or Assistant Dean for Student Affairs for SELECT students on the USF-LV campus). A leave of absence committee, consisting of the Associate Student Affairs, the Assistant Dean for Student Affairs – LV campus, Associate Dean for Undergraduate Medical Education, the Assistant Dean for Pre-Clinical Curriculum and the Assistant Dean for Clinical Curriculum must approve all voluntary leaves of absence and any related extensions. All voluntary leaves of absence will be reviewed and are subject to approval by the APRC. Students are required to remain in contact, via email or telephone, with the MCOM Office of Student Affairs during the duration of their leave of absence.

Involuntary Leave of Absence/Involuntary Withdrawal

This Regulation establishes a process and procedure for the Involuntary Health Related Withdrawal (“Involuntary Withdrawal”) of students who engage in behavior that interferes with the living learning environment of the community and/or endangers the safety, health and well-being of the University community.

In order to maintain a safe and healthy learning environment as well as to ensure the well-being of all its students and employees, the University of South Florida (USF Regulation 6.0163, Involuntary Health-Related Withdrawal) requires MCOM to initiate formal proceedings and evaluations when a student’s behavior presents a direct threat of harm to self or others, or if a student’s behavior presents a significant and persistent disruption to the University community and affiliated learning environments.

1. This process is not a routine substitute for APRC regulated academic disciplinary action when there is a violation of the Student Code of Conduct (regulation 6.0021) nor will it supplant the USF’s policy for addressing violations of substance abuse and alcohol policies.
2. If a student’s expressed behavior is reported (by self or others) or appears to be the result of a physical or psychological health-related issue, the MCOM Associate Dean for Student Affairs (or other designated officer [e.g., Assistant Dean for Student Affairs on the USF-LV campus) will refer the matter to a designated MCOM committee (comparable to SOCAT), which will refer the matter to designated health and wellness professionals as to determine if the student’s behaviors or physical circumstances meet criteria for:
   1. Recommending a voluntary health-related withdrawal or leave of absence as needed or recommended by a qualified independent health care provider.
   2. Requiring involuntary withdrawal with mandatory assessment and brief monitored intervention.
   3. Invoking immediate temporary suspension if the student refuses to comply with policy and/or treatment recommendations or is determined to be an immediate direct threat to self or others.

1. The student will be notified by the MCOM Associate Dean for Student Affairs, of any administrative considerations for an involuntary withdrawal or leave of absence and afforded opportunity to engage in the decision-making process before a final determination.
   1. The MCOM Office of Student Affairs advises the student of the right to contact the USF Office of Disability Services to initiate a request for reasonable and appropriate accommodations to enable a student to maintain his/her enrollment status.
   2. Regardless of the circumstances for leave of absence, the USF Tuition and Fees Regulations (USF 4.0102 and 4.0107) Policy 30-013 will apply with regard to tuition, fees and refunds.
2. Any student subject to an involuntary leave of absence may appeal in writing to the Vice Dean for Educational Affairs within three (3) days of the date of the notice to the student of the involuntary leave of absence. The Vice Dean for Educational Affairs will consider the written appeal and render a final decision within ten (10) days or notify the student that additional time will be necessary to consider the appeal. After due consideration and consultation with designated University officials, the Vice Dean for Educational Affairs will issue a written decision. The Vice Dean’s decision is a final action.
3. Any student withdrawing under this Regulation, whether voluntary or involuntary, may submit a request to return to MCOM during the subsequent term to the Associate Dean for Student Affairs at any time. Students returning from involuntary leave will be required to submit summary documentation from a pre-approved, qualified medical or psychological provider. The summary documentation must indicate that the student is fit to return to school, able to meet academic/technical standards of the MD program, and all professional activities. In exceptional circumstances, the USF and the MCOM may elect to request a second, independent opinion paid for by USF.
4. Involuntary dismissal decisions will be communicated to the student in writing, along with any conditions for readmission, if applicable.

Intention to Return Following Extended (2 months or longer) Voluntary Leave of Absence

1. The student must notify the Associate Dean for Student Affairs of an intent to resume enrollment (in writing) at least one month prior to anticipated return to medical studies.

i. If a student finds that they need to extend the leave of absence, this must be requested in writing to the Associate Dean for Student Affairs at least two (2) weeks prior to the initially designated/anticipated date of return. This request will be referred to the leave of absence committee for consideration and a decision.

Intention to Return Following Involuntary Leave of Absence

1. Students must have fulfilled any requirements directed by the APRC prior to a return to medical studies.

2. Students on a leave of absence initiated by the APRC may maintain such status for a maximum of two (2) years. In order to return to enrollment, the student must petition the APRC at least one month prior to return to enrollment. The APRC will consider these petitions regardless of the reason enrollment was discontinued. When petitioning the APRC, the student must provide information that will support that return to enrollment is justified. This is required regardless of the reason for the leave of absence.

3. Petitions for return to enrollment may be considered at any regular or called meeting of the APRC. The timing of the return to enrollment will be based upon that which is deemed most appropriate to the student’s status and schedule. Students may be required to repeat parts of the curriculum that have previously been successfully completed.

4. Return to enrollment may be denied if all available positions (seats) are filled, even if a student meets all other qualifications.