Withdrawal/Leave of Absence

Students that need to take a leave of absence or withdraw from the university must pick up the form in person at the Office of the Registrar in EAD 244. If you have extenuating circumstances that prevent you from picking up the form in person, please contact the Office of the Registrar. Students will not be able to drop their last class until the form has been processed. Students will be notified by email when their withdrawal or leave of absence is processed. Incomplete forms and/or completed forms not turned into the Registrar may result in an administrative hold on records, administrative withdrawal and/or suspension from the university.


Withdrawal/Leave of Absence Procedure

1) Obtain the Withdrawal/Leave of Absence Form available in the Office of the Registrar (EAD-244)

2) Meet with the Advisor and have him/her sign the form

3) Meet with the Dean and have him/her sign the form

4) Visit the following departments and obtain clearance signatures

     a. Financial Aid

          · Discuss any changes in financial aid status

          · Receive clearance signature

     b. Office of International Student Services (international students only)

          · Discuss changes to immigration status

          · Receive clearance signature

     c. Health Insurance Coordinator

          · Located in Student Affairs

          · Discuss changes to health insurance

          · Receive clearance signature

5) Turn in the completed form to the Office of the Registrar


Refunds

Students who are removed from all their courses during the semester, whether due to a leave of absence, withdrawal, dismissal, or are required to repeat a year, will be subject to the withdrawal refund schedule on the academic calendar. Please contact the Office of the Registrar with any questions.


Leave of Absence Policies

Each school has a different leave of absence policy. Please review your schools leave of absence policy before requesting a leave of absence.

Leave of Absence Policies
Texas College of Osteopathic Medicine
Physician Assistant Program
Doctor of Physical Therapy Program
School of Public Health
Graduate School of Biomedical Sciences
System College of Pharmacy

Texas College of Osteopathic Medicine

A student may request or be required to take a leave of absence with the occurrence of a medical problem, substantial personal problem or as recommended by the Student Performance Committee. Students requesting a leave of absence must apply to the dean of TCOM. In the event of a medical problem, the request must be accompanied by a letter from the treating physician or a licensed professional describing the nature of the disability for which the leave is requested and the estimated length of time needed for recovery. After consultation with the student, the dean of TCOM will decide whether or not the leave will be granted and the conditions under which the student may return to school. Students must report to the Office of Student Affairs to obtain a Leave of Absence Form and complete it before they are officially placed on an approved leave.

Before a student may be readmitted, a written request for readmission must be submitted by the student to the dean of TCOM no later than 30 days prior to the start of classes. In the case of a medical leave, a letter from the treating physician or a licensed professional must accompany the readmission request stating that the student has recovered from the disability for which the medical leave was granted and is able to participate in a full academic program. If the student is approved to return, a copy of the medical documentation must be submitted to the Office of the Registrar.

Physician Assistant Program

Students seeking leave of absence should obtain assistance with proper notifications from Student Affairs. A student in good academic standing may request a leave of absence due to a medical or serious personal problem. Requests for leave of absence must be submitted in writing. Leave cannot be granted for reasons of poor academic standing. Requests for leave of absence submitted by a student on academic probation shall be considered on a case-by-case basis. A request for leave of absence due to medical reasons must be accompanied by documentation from a physician or licensed professional describing the nature of the disability and the estimated length of time for recovery. A request for leave of absence due to personal reasons may also require substantiating documentation. Prior to reenrollment, the student must submit a written request for readmission to the Chair of PA Studies. The request for readmission must be accompanied by documentation (such as a letter from a physician) substantiating the student’s ability to participate fully in the academic program upon their return. The student may also be required to provide documentation reaffirming their compliance with the Health and Technical Standards of the program. Leave of absence cannot be approved for more than one calendar year.

Doctor of Physical Therapy

A student seeking a leave of absence must first meet with the program chair. A student in good academic standing may request a leave of absence due to a medical or serious personal problem. Requests for leave of absence must be submitted in writing. Leave cannot be granted for reasons of poor academic standing. Requests for leave of absence submitted by a student on academic probation shall be considered on a case-by-case basis. A request for leave of absence due to medical reasons must be accompanied by documentation from a physician or licensed professional describing the nature of the disability and the estimated length of time for recovery. A request for leave of absence due to personal reasons may also require substantiating documentation. For more information on attendance policies, visit the policy website at www.hsc.unt.edu/policies/policieslist.cfm.

School of Public Health

If a situation arises where a student must set aside his/her graduate studies for a period of time, a leave of absence (LOA) may be requested. LOA may be requested for up to three semesters. If additional leave is needed, a new request must be submitted. The maximum amount of LOA is six semesters (two academic years). A student on LOA cannot receive funding as a graduate student. Graduate advisors will be notified of any change to the LOA. Toward the end of a period of approved LOA, the student must take steps to resume studies at the beginning of the next semester, extend the LOA, or withdraw from the UNTHSC-SPH.

To resume studies, the student obtains approval from the Academic Advisor /Major Professor and department Chair. To extend the LOA, the student completes and submits a new LOA Request form. To withdraw from school, the student follows the normal procedures for withdrawal, including completion of the clearance process. Time taken for an approved LOA is not counted toward the course/degree completion time limits.

Graduate School of Biomedical Sciences

If a situation arises where a student must set aside his/her graduate studies for a period of time, a leave of absence (LOA) may be requested. LOA may be requested for up to three semesters. If additional leave is needed, a new request must be submitted. The maximum amount of LOA is six semesters (two academic years). A student on LOA cannot receive funding as a graduate student. Graduate advisors will be notified of any change to the LOA. Toward the end of a period of approved LOA, the student must take steps to resume studies at the beginning of the next semester, extend the LOA, or withdraw from the Graduate School of Biomedical Sciences.

To resume studies, the student obtains approval from the Academic Advisor /Major Professor and department Chair. To extend the LOA, the student completes and submits a new LOA Request form. To withdraw from school, the student follows the normal procedures for withdrawal, including completion of the clearance process.

System College of Pharmacy

A student may request to take a leave of absence with the occurrence of a medical problem, substantial personal problem, or as recommended by the Student Performance Committee, with approval by the Associate Dean for Academic Affairs. Students requesting a leave of absence must apply to the Dean of SCP and also notify the Office of the Registrar. In the event of a medical problem, the request must be accompanied by a letter from the treating physician or other licensed professional describing the nature of the medical need for which the leave is requested and the estimated length of time needed.  The letter must be dated within the past 30 days.  After consultation with the student, the Dean of SCP will determine whether or not the leave will be granted and the conditions under which the student may return to school. The Dean will transmit his/her decision to the student.  Students must report to the Office of Student Affairs to obtain a Leave of Absence Form and complete it before they are officially placed on an approved leave. A leave of absence may be requested for up to three semesters (one academic year).  Before a student may be readmitted, a written request for readmission must be submitted by the student to the Dean. In the case of a medical leave, a letter from the treating physician or other licensed professional must accompany the readmission request stating that the student is able to participate in a full academic program.  A student who is seeking readmission following a recommendation by the Student Performance Committee and the Associate Dean for Academic Affairs must subumit evidence of compliance with any conditions for readmission to the Associate Dean for Academic Affairs.
This page last updated 18th Aug 2014