Leave of Absence and Withdrawal from Medical School Policy

It is the policy of the University of Arizona College of Medicine-Phoenix that all requests for student leaves of absence must comply with this policy, both in making requests for such leaves and prior to returning.

Medical Leaves of Absence

Students requesting a medical leave of absence must complete the U of A College of Medicine - Phoenix, Medical Leave of Absence Request Form and Campus Health Service Authorization for Release of Information. The request must include medical documentation from a licensed healthcare provider, or a letter from that healthcare provider on the office letterhead, which includes the following information:

• The approximate date of onset of the mental or physical illness, injury, or condition giving rise to the request for a medical leave of absence, and the dates through which such illness, injury, or condition is anticipated to continue;
• The nature and description of the mental or physical illness, injury, or condition that prevents the student from continuing their education;
• The date on which the student is anticipated to be able to resume their education.

The student must provide the letter and supporting documentation directly to the University of Arizona Campus Health Service through their secure Box folder: U of A Medical Leave Of Absence BOX folder.  Questions should be directed to: Terri West, Senior Program Coordinator, Campus Health Service via email: @email.

The Campus Health Service will review the documentation and determine if the medical leave of absence for the time period indicated by the health care provider is supported. If they determine that it is, Campus Health Service will issue a “Verification of Health Related Reasons'' form (hereafter “Verification Form”). The Verification Form will include the dates for the medical leave of absence indicated by the health care provider, but will not include information related to the nature of the condition. The dean, student affairs, or respective designee will approve a request for a medical leave of absence with a Verification Form or deny if no Verification Form is received. No single medical leave of absence in excess of 365 days will be permitted. The student should work with the director, financial aid to determine any financial aid ramifications of the leave. The dean, student affairs, or respective designee will advise the Student Progress Committee (SPC) of all approved medical leaves of absence and their duration.

Returning from a Medical Leave of Absence

The Office of Student Affairs will reach out approximately 45 days prior to the end date of the Medical Leave of Absence to provide information required for return as well as a non-mandatory (but highly recommended) Curricular Reintegration Form which outlines briefly their curricular plans upon returning. 
Prior to returning from an approved medical leave of absence, the student must:

1. Complete the Technical Standards Attestation confirming that they meet the current Technical Standards.
2. Submit the attestation to Campus Health Service through their secure Box folder: U of A Medical Leave Of Absence BOX folder.  Questions should be directed to: Terri West, Senior Program Coordinator, Campus Health Service via email: @email.
3. The Office of Student Affairs receives confirmation, from Campus Health Services, of the student's release from Medical Leave of Absence.
4. The Office of Student Affairs will contact the student to discuss the process to reintegrate into the curriculum.

The dean, student affairs, or respective designee will provide the Verification Form as well as the Curricular Reintegration Form (if received) to the SPC which will determine the process, requirements, and recommendations for the student’s resumption of their educational progress at the College of Medicine - Phoenix.

Requests for a disability accommodation must be made pursuant to the University’s procedures, which are included in the Disability Accommodations Within Curriculum Policy. The University’s Disability Resource Center will coordinate and work with the student and the dean, student affairs office in connection with disability accommodations. The student is encouraged to begin this process prior to the end of the leave of absence so that an accommodation can be implemented as soon as possible.

Requests for Non-medical Leaves of Absence - Procedure

Students requesting non-medical leaves of absence must submit a Non-medical Leave of Absence Request Form, to the Office of Student Affairs which addresses the following:

1. The reason(s) the student is requesting the leave of absence, the length of the proposed leave, and the anticipated return date.
2. How the student anticipates reintegrating into the College of Medicine - Phoenix upon return from the leave of absence.

The student also must attach additional written documentation detailing the reasons for and in support of the request for a non-medical leave of absence. If the student is unable to provide supporting documentation, they must state the reason they are unable to do so. The student should work with the director, financial aid, to determine any financial aid ramifications of the leave.

Upon receipt of the student’s non-medical leave of absence request, the dean, student affairs, or respective designee will present it, along with the supporting documentation at the time at which it is requested, to the SPC for review and determination whether to approve or not. The SPC may request the student appear before the committee to provide additional information in connection with the request. The SPC’s decisions regarding non-medical leaves of absence are final and are not subject to review or appeal.

The Office of Student Affairs will reach out approximately 45 days prior to return with information needed for return, including a mandatory Curricular Reintegration Form which outlines briefly their curricular plans upon returning. To avoid any delays in reintegration, students on non-medical leaves of absence should submit their written report to the SPC at least 30 days prior to the anticipated end of the absence regarding their progress toward any reintegration goals set forth prior to the leave. Students returning from a non-medical leave of absence shall provide the SPC a written proposal for resumption of their educational progress at the College of Medicine - Phoenix. The SPC chair may require the student to appear before the committee to discuss and provide additional information regarding the resumption of their educational progress at the College of Medicine - Phoenix after a non-medical leave of absence. The SPC will approve or modify the reintegration plan proposed by the student. Failure to provide a written proposal or to appear before the SPC as requested may result in sanctions from among the actions outlined in the Student Progress Committee Procedures and Process for Dismissal Policy, section 2.4.

Duration of Leaves of Absence

A single leave of absence, medical or non-medical, in excess of 365 days will not be approved, with the exception of students completing coursework as part of the MD/PhD dual degree program. All time on a leave of absence will count against the total six-year limitation for the completion of the MD degree (see Graduation Requirements Policy). If a student’s leave of absence exceeds 365 consecutive days for reasons other than the MD/PhD dual degree requirements, then that student will be required to apply for readmission to the College of Medicine - Phoenix at the time the student wishes to return.

Failure to Return from Approved Leave of Absence

The Office of Student Affairs will maintain a list of students on approved leaves of absence and will provide that list to the Registrar. Student Affairs will advise the University Registrar if a student fails to return from an approved leave of absence. Failure to return from a leave of absence at the end of the approved leave period without prior, written approval for a leave of absence extension will result in a referral to the SPC who will determine a potential course of action which may include an academic dismissal from the College of Medicine - Phoenix and the University (see Student Progress Committee Procedures and Process for Dismissal Policy, section 2.A: Student Progress Committee Procedures Regarding Dismissal). If a student seeks to return after a dismissal, they must apply for readmission by submitting the AMCAS application through the College of Medicine - Phoenix, Admissions Office. If readmitted, the student will be required to appear before the SPC to determine the appropriate manner in which they will continue their education at the College of Medicine - Phoenix.

Leave of Absence FAQ’s

Withdrawal from the College Medicine - Phoenix

If a student is unable to return to the College of Medicine - Phoenix at the expiration of a medical leave of absence, they may seek a medical withdrawal pursuant to University procedures located here:  https://health.arizona.edu/academic-absences-withdrawals.

If a student seeks to return after a medical withdrawal, they must apply for readmission. If readmitted, the student will be required to appear before the SPC to determine the process, recommendations or requirements for the student’s resumption of his or her educational progress at the College of Medicine - Phoenix.

Students may elect to withdraw from the College of Medicine - Phoenix at any time. A student who is unable to return to the College of Medicine - Phoenix after expiration of a non-medical leave of absence or who wishes to withdraw from the program for reasons unrelated to a leave of absence may seek a withdrawal from the College of Medicine - Phoenix by notifying the Registrar and dean, student affairs, or respective designees, via email. The email should indicate that the student is withdrawing from the College of Medicine - Phoenix and must include the effective date of withdrawal. Non-medical withdrawals cannot be requested retroactively.  

If a student seeks to return after a withdrawal, they must apply for readmission. If readmitted, the student will be required to appear before the SPC to determine the process, recommendations, or requirements for the student’s resumption of their educational progress at the College of Medicine - Phoenix.