/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies-local.json

/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies.json

EAA010 Medical Student Leave of Absence Policy

Policy Number: EAA010
Policy Title: Medical Student Leave of Absence Policy

A. Purpose

The University of Texas Rio Grande Valley (UTRGV) School of Medicine (SOM) is committed to excellence in education and to providing students with a comprehensive medical education that will enable their development as knowledgeable, skilled, and compassionate physicians. To meet this commitment and to adhere to LCME standards, the UTRGV SOM must provide clear guidelines for how students can request a Leave of Absence.

B. Persons Affected

This policy will cover the students participating in the UTRGV SOM curriculum.

C. Implementation Date

This policy is effective with the UTRGV SOM inaugural class, the Class of 2020, and will remain in effect for future classes unless otherwise amended.

D. Policy

Students should be aware that they must complete all course requirements within a six (6) year period from the time of matriculation in order to receive the M.D. degree. After matriculation to UTRGV SOM, a student may not arbitrarily cease registration without notice.

A student in good academic standing may request a Leave of Absence (LOA), defined as a temporary period of non-enrollment, or suspension of studies, for which an approved time limit has been set and a specific date of return established. A LOA may be either voluntary or involuntary, as described below:

1. Voluntary Leave of Absence

Students may need time away from school due to, but not limited to, the following situations:

• Personal illness/health-related conditions
• Family illness/ health-related conditions
• Crisis of personal or family nature
• Research or clinical fellowship programs
• Additional degree programs
• Military duty

A student in good academic standing may request a LOA by submitting a written request to the Office of Student Affairs and the Chair of the Medical Student Evaluation and Promotion Committee (MSEPC) explaining the situation, the amount of leave time requested, the proposed start date and date of return, a plan to communicate with the Office of Student Affairs during the absence, and the intent to return to the SOM to complete the M.D. degree.

The Associate Dean for Student Affairs may approve a leave of absence of less than eight weeks. Any leave of absence greater than eight (8) weeks must be reviewed and approved by the MSEPC.

Medical LOA requires a supporting letter from the student's personal physician. A second opinion from a physician selected by UTRGV SOM may also be required. The Associate Dean for Student Affairs will review the request and make a recommendation to the MSEPC. The Associate Dean for Student Affairs will work with the student if there are any concerns related to the request for a personal medical LOA. The MSEPC will review the request and will contact the student with their decision. A 'release to return to work/school' letter from the student's physician is required two (2) weeks prior to return. Depending on the individual case and after review by the MSEPC, a medical LOA may be renewed.

For Parental Leave, please refer to the Parental Leave and Accommodations policy.

An educational/research/service LOA may be granted to allow students opportunities to enhance their medical school experience by participating in educational, research, or service activities at other institutions or other colleges within UTRGV. The student requesting such a leave must submit a letter of request for leave to the Associate Dean for Student Affairs, who is responsible for monitoring the student's time spent in the educational/ research/ service activities; and the Chair of the MSEPC. The Associate Dean for Student Affairs will work with the student if there are any concerns related to the request for an educational/research/service LOA. The MSEPC will review the request and will contact the student with their decision.

An extraordinary circumstances LOA or LOA for personal reasons may be granted in the event that a student requires a leave for reasons other than medical or educational/research/service. The student requesting such leave must submit a written request to the Office of Student Affairs and the Chair of the MSEPC explaining the situation, the amount of leave time requested, the proposed start date and date of return, a plan to communicate with the Office of Student Affairs during the absence, and the intent to return to the SOM to complete the M.D. degree. The Associate Dean for Student Affairs will work with the student if there are any concerns related to the request for an extraordinary circumstances LOA. The MSEPC will review the request will contact the student with their decision.

2. Involuntary Leave of Absence

Under certain circumstances involving academic or professional deficiencies or other concerns, the MSEPC may place a student on an involuntary LOA for a period of one month or longer, not to exceed one year.

If it is determined that a student is a threat to themselves or others, and/or the student could pose other safety issues, the Dean of the SOM, the Associate Dean of Student Affairs, and/or the chair of the MSEPC have the right to place that student on immediate involuntary LOA, with the MSEPC review to take place after this decision and immediate action. Based on the situation, the MSEPC will determine further actions.

A recommended plan for that student's LOA and possible return will be developed by the MSEPC and given to the student. If conditions have been set for a student's eligibility to return from an involuntary LOA, the student must demonstrate satisfaction of the conditions prior to the return date. Registration for the semester of return is solely the responsibility of the student.

3. Financial Aid Implications of Leave of Absence

UTRGV SOM students who are granted an approved LOA must meet certain requirements and be informed of the Financial Aid implications per Federal Student Aid regulations. Medical students should be aware that taking a LOA may affect student loan deferment, grace period, loan repayment, housing, health and disability insurance coverage, and/or scholarships and financial aid eligibility. Students are advised to investigate these implications as they pertain to their personal situations prior to applying for LOA.

Leave of Absence Requirements for Financial Aid - Upon initiation of the LOA process, a student is required to meet with the SOM Financial Aid representative for an exit interview to discuss the specific financial aid implications. Upon return from LOA status, the student is required to participate in an entrance interview with the SOM Financial Aid representative to discuss specific financial aid implications and/or future scholarship and/or financial aid eligibility.

Scholarship Recipients. A student granted an approved voluntary or emergency LOA may continue to receive a scholarship upon return to UTRGV SOM, in accordance with SOM financial aid policies (EAA070 and EAA079).

4. Voluntary Withdrawal

Withdrawal is a permanent and voluntary termination of studies instituted by the medical student. Students wishing to withdraw must submit a written request to the Associate Dean for Student Affairs. The request must include the reason(s) for withdrawal and an acknowledgment that the student understands that withdrawal is voluntary and permanent. In addition to the written request, it is advised that the student meet with the Assistant Dean of Student Affairs. A student who has withdrawn will have to reapply to UTRGV SOM if he/ she decides to return.

5. Involuntary Withdrawal

The MSEPC may recommend a student withdraws from the medical education program.

Withdrawal in this sense would be permanent termination of studies as a result of failure to demonstrate adequate progress related to academics or professional conduct at any point in the curriculum. Details about recommendations of withdrawal are found under policies related to Student Promotion, Evaluation, and Remediation.

6. Extending a Leave of Absence

A request to extend a leave of absence requires that a new written request be submitted to the Associate Dean of Student Affairs and the Chair of the MSEPC stipulating the reason for the extension, the additional amount of leave time requested, the amended proposed date of return, and the intent to return to the SOM to complete the M.D. degree. Once the Associate Dean of Student Affairs has signed off on the extension, the request should be submitted to the Office of the Registrar no later than the first Friday of the semester for which the extension is being requested.

7. Effect of Leave of Absence on Graduation Date

A Leave of Absence for any reason may result in delay of graduation. Depending on the duration of the Leave of Absence, the student’s academic standing, and the details of pre- clerkship and clerkship curricular schedules, it may not be possible to meet all promotion or graduation requirements in time to graduate with their entering class. Decisions about schedule changes resulting from Leave of Absence are made by the Associate and Assistant Deans in the Office for Educational Affairs and are not subject to appeal.