Leave of Absence Policy

This University of Arizona College of Medicine – Phoenix (COM – P) policy applies to all requests for student leaves of absence. 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 University of Arizona College of Medicine Leave of Absence Request Form. The request must include medical documentation from a licensed health care provider, or a letter on that health care provider’s 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 his or her education;
• The date on which the student is anticipated to be able to resume his or her education.

The student must provide the letter and supporting documentation directly to the University of Arizona Campus Health Service to the attention of:

Executive Director, Campus Health Service
1224 E. Lowell Street, Building 95
Tucson, AZ  85721
FAX: 520-621-8412

The Campus Health Service will review the documentation and will determine whether it supports a medical leave of absence for the time period indicated by the health care provider. If it determines that it does, Campus Health Service will issue a “Verification of Health Related Reasons” form to the student (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 student must attach the Verification Form to the Leave of Absence Request Form and submit both to the Associate Dean, Student Affairs, or Senior Coordinator, Student Progression. The Associate Dean, Student Affairs will approve a request for a medical LOA with a Campus Health 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 Associate Dean, Student Affairs will advise the Student Progress Committee of all approved medical leaves of absence and their duration.

Returning from a Medical Leave of Absence

1. Prior to returning from an approved medical leave of absence, the student must:
2. Provide COM – P’s current Essential Qualifications to his or her licensed health care provider;
3. Obtain medical documentation from his or her licensed health care provider, or a letter on that health care provider’s letterhead, certifying that he or she is able to return to the educational program and perform the Essential Qualifications;
4. Provide the licensed health care provider’s certification to Campus Health Service;
5. Receive a Verification Form from Campus Health Service that he or she is able to return to medical school based upon that certification; and
6. Provide the Verification Form to the Associate Dean for Student Affairs or Senior Coordinator, Student Progression.

The Associate Dean, Student Affairs will provide the Verification Form to the Student Progress Committee which will determine the process, requirements, and recommendations for the student’s resumption of his or her educational progress at COM – P.

Requests for a disability accommodation must be made pursuant to the University’s procedures. The University’s Disability Resource Center will coordinate and work with the student and the Associate Dean for Student Affairs office in connection with disability accommodations.

Medical Withdrawals

If a student is unable to return to COM – P at the expiration of a medical leave of absence, he or she may seek a medical withdrawal pursuant to University procedures.

If a student seeks to return after a medical withdrawal, he or she must apply for readmission. If readmitted, the student will be required to appear before the Student Progress Committee to determine the process, recommendations or requirements for the student’s resumption of his or her educational progress at COM – P.

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, located here: Non-medical Leave of Absence, to the Associate Dean, Student Affairs or Senior Coordinator, Student Progression 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 COM – P upon return from the leave of absence.

The student also must attach additional written documentation detailing the reasons for and in support of the student’s request for a non-medical leave of absence. If the student is unable to provide supporting documentation, then the student must state the reason he or she is 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 Associate Dean, Student Affairs will present it, along with the supporting documentation at the time at which it is requested, to the Student Progress Committee for review and determination whether to approve. The Student Progress Committee may request the student appear before it to provide additional information in connection with the request. The Student Progress Committee’s decisions regarding non-medical leaves of absence are final and are not subject to review or appeal.

Students on non-medical leaves of absence must submit a written report to the Student Progress Committee 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 Student Progress Committee a written proposal for resumption of his or her educational progress at COM – P. The Student Progress Committee may require the student to appear before it to discuss and provide additional information regarding the resumption of his or her educational progress at COM – P after a non-medical leave of absence. The Student Progress Committee may approve or modify the reintegration plan proposed by the student. Failure to provide a written proposal or to appear before the Student Progress Committee as requested may result in sanctions.

Duration of Leaves of Absence

Leaves 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. If a non- Md/PhD dual degree student’s leave of absence exceeds 365 consecutive days, then that student will be required to apply for readmission to COM-P at the time the student wishes to return. 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).

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 an extension will result in automatic dismissal from COM – P and the University. If a student seeks to return after such an automatic dismissal, he or she shall apply for readmission by submitting the AMCAS application through COM – P’s Admissions Office. If readmitted, the student will be required to appear before the Student Progress Committee to determine the appropriate manner in which he or she will continue his or her education at COM – P.