MEDICAL LEAVES OF ABSENCES and COLLEGE-INITIATED LEAVES OF ABSENCE

To best serve the physical and mental health needs of students, Connecticut College provides health and counseling services. Some students, however, may have medical or psychological conditions that significantly limit their ability to function successfully or safely in their role as students on a residential college campus. The College recognizes a student may need to be away from campus and in such cases, a student may not be away from campus for more than two weeks (14 days) while classes are in session. If a student is away from campus for more than a week, the student needs to notify their class dean. As a residential campus, it is important for students to understand that they may not request remote instruction during the fall and spring semesters. 

In cases where a student needs to be away from campus for more than 14 days while classes are in session, a student may request a voluntary medical leave to allow them to receive treatment. In those cases where the College determines that a student poses a significant risk of harm to themself or to others and there are no reasonable accommodations by the College that will adequately mitigate the risk, the College may place a student on a College-initiated medical leave. This policy outlines the individualized process to be followed for both a voluntary medical leave and a College-initiated medical leave. 

  1. Voluntary Medical Leave
  2. College-initiated Leave

Requesting Leave: A student interested in a voluntary medical leave must first meet with their class dean to discuss and initiate the process. If the student is on campus, they should also meet with Student Health Services and/or Student Counseling Services (collectively the “appropriate Health Service”). If the student is not on campus, supporting documentation from a provider needs to be submitted to the appropriate Health Service. The appropriate Health Service will determine the request for a voluntary medical leave arises from a medical or mental health issue and forward this to the class dean, who is responsible for granting voluntary medical leaves of absence. The exit process will proceed as quickly as possible to allow the student to step away from College life and receive necessary support. 

  • When a student chooses a voluntary medical leave, they agree to complete the Return from Leave process in order to return to the College.
  • Under certain circumstances, the student may be assigned a temporary withdrawal status so that the student can be absent from the College pending receipt of all the necessary documentation to support the student’s voluntary medical leave. The College will notify the student (and copy the parent/guardian) in writing that they have been placed on this temporary status pending a final status (medical leave/withdrawal/readmission). 
  • A student on a temporary withdrawal status is subject to the same rules regarding financial aid and financial obligations that apply to students taking a voluntary medical leave. Students on a temporary withdrawal status are not eligible for tuition insurance reimbursement. Students on a temporary withdrawal status may not participate in College activities (including registering for classes and seeking campus housing). 
  • When a student is assigned a temporary withdrawal status, they have 30 days to submit the requisite documentation. After 30 days, the student needs to contact their class dean regarding their status at the College.

Once the voluntary medical leave status is granted, the student (and the parent/guardian) will receive a letter from the class dean confirming the voluntary medical leave and documenting the return from leave requirements. The duration of a voluntary medical leave typically applies to a semester (or part of a semester if a student begins the semester and then leaves). If a student wishes to extend their medical leave beyond the semester, they need to contact their class dean. When a student is on a voluntary medical leave and does not maintain communication with their class dean for two consecutive semesters, the class dean may administratively withdraw the student from the College. 

Effects of a Voluntary Medical Leave.  The following terms generally apply while a student is on a voluntary medical leave status, depending on the student’s individual circumstances:

  • Academic record. When a student is unable to complete a semester and is granted a voluntary medical leave, the transcript will show a "W" (for withdrawn) in lieu of a letter grade for each course begun that semester. If a student is on an academic probationary status, this status (and its conditions) may remain in effect while on a medical leave as well as upon return.  A student may be reclassified to a different class year (upon return) depending upon the student’s academic credits.
  • Financial Aid and Tuition Refund. Students who receive financial aid need to contact the Office of Financial Aid to understand how the leave may impact their financial aid obligations.  If a student is eligible for a tuition refund, it will be made in accordance with the College’s tuition refund policy and schedule.
  • Tuition insurance. Tuition insurance, for students who have it, may apply to medical leave, as per decision of the Tuition Insurance Company. 
  • International Students - Students enrolled on a visa should consult with the International Student Advisor to understand their leave status and the implications for return to the College.
  • Class Registration and Housing Lottery.  The student may be eligible to pre-register for classes at the same time as on-campus students are pre-registering. The student may also be able to participate in the housing lottery or to apply for housing along with other returning students. The pre-registration and housing lottery process ensures that students on medical leave will not be at a disadvantage when they return. However, participation in these processes is separate from the reinstatement process and does not imply an approval to return.

The deadlines for these opportunities are as follows. Fall semester: If the student intends to return for the fall semester, they must notify their academic dean of their intent to return by March 1st (or earlier if they intend to seek accommodations in the housing lottery).  Spring semester: If the student intends to return for the spring semester, they must notify their academic dean of their intent to return by October 15th.  If the student does not meet these deadlines, they must register for classes during the add/delete period after the semester begins.

  • Courses at other institutions. Under ordinary circumstances and after consultation with the student’s academic dean, students will be allowed to take courses elsewhere during a voluntary medical leave. With the prior approval of the registrar and upon successful completion of those courses, they will be able to transfer up to 8 credits to Connecticut College (per semester of leave).
  • Study Away. Students on a voluntary medical leave who are eligible to apply to study away for the following semester may do so with the understanding that they will need to complete the Return from Leave process before they can be classified as a Study Away student.
  • Disciplinary Proceedings. Placement on voluntary medical leave is not disciplinary in nature and not part of the student conduct process.  However, there may be situations when a student requesting a voluntary medical leave may also have violated College policies. In those instances, a student may take a voluntary medical leave but the student’s return to the College will be contingent upon the completion of student conduct proceedings.  If a student is on disciplinary probation at the time of the leave, the probationary status will be applied to the semester of the student’s return to campus.
  • Campus Activities. The student on leave may not be present on campus and may not participate in College activities (including athletics) until the first official day of the academic semester when the student is permitted to return, unless given express permission by the Dean of Students.

 

Return Following Leave. When the student is ready to return to college, the College needs to receive the documentation below 21 business days prior to the student’s anticipated return to the College (the first day of classes for either the fall or spring semester). If the documentation is not received within this timeframe, the student may not be permitted to return at that time. 

  1. The student needs to sign the relevant forms to allow for College communication with the treating provider about readiness to return to the College and coordination of care upon return. 

Medical Leave for Physical Health Reasons

Medical Leave for Mental Health Reasons

 

  1. The student needs to also have their Treating Provider submit a letter to Student Health Services (shs@conncoll.edu) or Student Counseling Services (scs@conncoll.edu). The letter needs to provide the following information:  
  • Provider(s) name, credentials, address, fax, phone and email address (no relatives will be accepted as providers)
  • Length and type of treatment 
  • Diagnosis
  • Prognosis 
  • Current medications 
  • Recent history of success with employment and/or academics 
  • Assessment of ability to participate in college life, including academic, housing, social activities, etc. 
  • Recommended accommodations (if applicable)
  • Recommendations regarding continued health treatment and medication 

Upon receipt of this written information, the appropriate Health Service (or designee) may contact the provider and/or the student for follow-up and discussion of any recommended reasonable accommodations. Information needed to determine whether to approve the return from leave will then be forwarded to the appropriate class dean. The class dean will review the information from the Health service, including the provider’s assessment of ability to participate in college life, with or without reasonable accommodation. Based on information from the provider and the appropriate Health Service (or designee), the class dean will make the decision and send the student approval to return from leave. As part of the return process, the class dean will also review the student’s academic record and disciplinary record to address any concerns that were unresolved at the time the student took a voluntary leave. This and any other information needed for the student’s return will be sent to the student by the class dean. An interview with the appropriate Health Service will be required on return to college. 

Under certain circumstances, the College may place students on College-initiated medical leave if it determines that a student poses a significant risk of harm to themself or to others, and there are no reasonable accommodations by the College that will adequately mitigate the risk. The College will make that determination consistent with state and federal disability law.   

When a student’s conduct poses a threat of harm to themselves or others that cannot be adequately mitigated, they may be assigned a temporary withdrawal status while the College determines whether a College-initiated leave is warranted.

When a college-initiated medical leave is under consideration, the student may request to take a voluntary medical leave in lieu of the college-initiated leave. In such circumstances, the Dean of the College must determine whether to grant this request. Depending on the individual student’s circumstances, the Dean of the College may grant permission for either a voluntary medical leave status or a voluntary medical leave status with the expectation that the student will abide by the requirements for reinstatement under the College-initiated leave process.  In circumstances where there are alleged violations of College policy, the student’s return to the College may be contingent upon the completion of student conduct proceedings and any sanctions imposed.

The decision by the Dean of the College to place a student on a College-initiated medical leave will be based on an individualized assessment of all of the pertinent factors, and may be made in consultation with the CARE Team and health professionals, as appropriate under the circumstances. This policy outlines an individualized process that the College will follow with regard to College-initiated medical leave.

Factors to Be Considered. The factors to be considered may vary, based on the individual circumstances of the student, but ordinarily will include: (1) the nature of the student’s conduct and health condition; (2) the nature, duration and severity of the risks posed by the student’s conduct and/or condition, including the risk of harm to the student or others; and (3) and whether reasonable modifications of College policies, practices or procedures will mitigate those risks. Reasonable modifications do not include changes that would fundamentally alter the academic program or unduly burden the College’s resources or staffing capabilities or, with respect to the required level of care or monitoring, that would exceed the standard of care that the College’s appropriate Health Service(s) or the staff of a residential college can reasonably be expected to provide.

Disciplinary Action.  Placement on College-initiated medical leave is not disciplinary in nature and not part of the student conduct process.  However, there may be situations in which the student conduct that gave rise to College-initiated medical leave also warrants conduct action for violations of the College policies. In those situations, the College may pursue conduct action, consistent with the College’s student conduct policies, and the student’s return to the College will be contingent upon the completion of the student conduct proceedings and any sanctions imposed in those proceedings.  If, during a student conduct hearing, a student introduces evidence of a mental health or behavioral disorder that poses a significant risk to self or others, the Senior Associate Dean of Student Life may initiate procedures to determine whether a College-initiated medical leave is warranted.  The College may impose an interim suspension if a student engages in conduct that violates the Student Code of Conduct and there is a reasonable belief that the student poses a legitimate safety concern or is a threat to the health and/or safety of any member of the community.

  1. Procedures to initiate leave
  2. Appeals process

The Dean of the College (or designee) may initiate these procedures to determine the need for a College-initiated leave, based on an individualized assessment of the student and the case. The CARE Team will ordinarily provide the Dean of the College with an assessment of the student’s behaviors, conduct, and other information relevant to the risks to the student and others. The Dean of the College (or designee) will make the final determination.  The student will be provided a copy of this policy at the time these procedures are initiated.

The Dean of the College may recommend, or require, that a student be evaluated by an independent licensed mental health professional chosen by the College, in order to assist the Dean in making an informed determination of whether a College-initiated leave is warranted. If the Dean requires such an evaluation, the Dean will inform the student in writing. The evaluation must be completed within the time frame set in the referral letter, unless the Dean of the College (or designee) grants an extension. A student who fails to complete the evaluation in accordance with these standards and procedures, and/or who fails to give permission for the evaluation results to be shared with appropriate administrators, may be subject to College-initiated leave until the Dean can obtain the proper evaluations of the student.

If leave is required, the Dean of the College will render a written decision within two business days, barring unusual circumstances, stating the rationale for their determination. The decision will be delivered to the student directly, electronically and/or by certified mail. If the determination is made that leave is warranted, the notification will include information regarding the minimum length of the leave, as well as any conditions of reinstatement. The student on leave may not participate in College activities until the first official day of the academic semester when the student is permitted to return unless given express permission by the Dean of Students (or their designee), as appropriate and as outlined in the notice of College-initiated leave.

A student subject to College-initiated leave may petition to the Dean of Students to review that determination, in accordance with the following process:

  1. The student must petition the Dean of Students within three (3) business days of receipt of the decision.
  2. All petitions must be in writing and emailed to the Dean of Students (or designee).  The following are the only grounds for review:
  • To consider new information that was unavailable at the time of the original evaluation and that could be outcome determinative;
  • To assess whether a material deviation from written procedures affected the fairness or outcome of the decision;
  • To decide if a College-initiated leave is inappropriate based on the evidence of the nature, duration, and/or severity of the risk or threat or evidence that reasonable accommodations might sufficiently mitigate the risk without a leave;
  • To assess whether discrimination on the part of a College member involved in the decision-making process deprived the process of impartiality. The student may also file a complaint of discrimination using the College’s reporting form.

Except as required to explain the basis of new information unavailable at the time, the review will be limited to the record and/or all supporting documents. When discrimination is cited as the ground for review, the Dean of Students may consult as needed with the Associate Dean for Equity and Compliance Programs. The review and appeal decision of the Dean of Students (or designee) is final.

  1. Effect of leave
  2.   Reinstatement following leave

The following terms generally apply during a college-initiated leave, depending on the student’s individual circumstances:

  • Academic record. When a student is placed on a college medical leave, the transcript will show a "W" (for withdrawn) in lieu of a letter grade for each course begun that semester. If a student is on an academic probationary status, this status (and its conditions) may remain in effect while on a leave as well as upon return.  A student may be reclassified to a different class year (upon return) depending upon the student’s academic credits.
  • Financial Aid and Tuition Refund. Students who receive financial aid need to contact the Office of Financial Aid to understand how the leave may impact their financial aid obligations.  If a student is eligible for a tuition refund, it will be made in accordance with the College’s tuition refund policy and schedule.
  • Tuition insurance. Tuition insurance, for students who have it, may apply to medical leave, as per decision of the Tuition Insurance Company. 
  • International Students - Students enrolled on a visa should consult with the International Student Advisor to understand their leave status and the implications for return to the College.
  • Class Registration and Housing Lottery.  The student may be eligible to pre-register for classes at the same time as on-campus students are pre-registering. The student may also be able to participate in the housing lottery or to apply for housing along with other returning students. The pre-registration and housing lottery process ensures that students on medical leave will not be at a disadvantage when they return. However, participation in these processes is separate from the reinstatement process and does not imply an approval to return.

The deadlines for these opportunities are as follows. Fall semester: If the student intends to return for the fall semester, they must notify their academic dean of their intent to return by March 1st (or earlier if they intend to seek accommodations in the housing lottery).  Spring semester: If the student intends to return for the spring semester, they must notify their academic dean of their intent to return by October 15th.  If the student does not meet these deadlines, they must register for classes during the add/delete period after the semester begins.

  • Courses at other institutions. Under ordinary circumstances and after consultation with the student’s academic dean, students will be allowed to take courses elsewhere during a college-initiated medical leave. With the prior approval of the registrar and upon successful completion of those courses, they will be able to transfer up to 8 credits to Connecticut College (per semester of leave).
  • Study Away. Students on a college-initiated medical leave who are eligible to apply to study away for the following semester may do so with the understanding that they will need to complete the reinstatement process before they can be approved for a Study Away program.
  • Campus Activities. The student on leave may not be present on campus and may not participate in College activities (including athletics) until the first official day of the academic semester when the student is permitted to return, unless given express permission by the Dean of Students.

A student seeking reinstatement following a College-initiated medical leave must petition the Dean of the College and the appropriate class dean and must demonstrate that the circumstances that led to the student’s leave have been satisfactorily addressed and that the student is ready to resume studies at the College. In determining whether a student should be permitted to return, the College will conduct an individualized assessment of each student’s circumstances.

To initiate the reinstatement process, the College needs to receive the documentation below 21 business days prior to the student’s anticipated return to the College (the first day of classes for either the fall or spring semester). If the documentation is not received within this timeframe, the student may not be permitted to return for the upcoming semester. 

  1. The student needs to sign and submit the relevant forms to allow for College communication with the treating provider about readiness to return to the College and coordination of care upon return. 

Medical Leave for Physical Health Reasons

Medical Leave for Mental Health Reasons

  1. The student needs to also have their Treating Provider submit a letter to Student Health Services (shs@conncoll.edu) or Student Counseling Services (scs@conncoll.edu). The letter needs to provide the following information:  
  • Provider(s) name, credentials, address, fax, phone and email address (no relatives will be accepted as providers)
  • Length and type of treatment 
  • Diagnosis
  • Prognosis 
  • Current medications 
  • Recent history of success with employment and/or academics 
  • Assessment of ability to participate in college life, including academic, housing, social activities, etc. 
  • Recommended accommodations (if applicable)
  • Recommendations regarding continued health treatment and medication 

The student must provide permission for any medical or mental health professional that provided relevant care to the student during their leave to review the circumstances leading to the leave and to engage in discussion with the College and any providers assisting the Dean in determining whether reinstatement is appropriate. Upon receipt of this written information, the appropriate Health Service (or designee) may contact the provider and/or the student for follow-up, including discussion of any recommended reasonable accommodation. Appropriate information regarding the student’s return will then be forwarded to the Dean of the College (or designee).   

Based on the information provided, the Dean of the College will make the decision about the student's ability to return to campus, with or without reasonable accommodation. The Dean of the College may consult with the CARE Team or other health professional(s). The Dean of the College may condition the student’s return on an agreement to engage in a health/mental health assessment upon the student’s return to the College. The Dean of the College may also decide that reinstatement is not yet warranted and advise the student to petition again at a later time.

While students who apply for reinstatement generally will be permitted to return, the decision is an individualized one and reinstatement is not guaranteed.  The student will be required to have an interview with the Dean of the College or designee on return to the College. If there is pending conduct action, the student will need to resolve it via the conduct process before returning to campus.

 

 

August 1, 2025