Medical leave / withdrawal - YSU Policy

Purpose

This policy is intended to give students time and space to focus on their health.  

Who is eligible

Medical Leave/Withdrawal is available to all students (undergraduate and graduate) with a documented physical or mental health condition of a serious nature that requires them to leave the University mid-semester, without completing coursework.

Students whose grades were negatively affected because of a medical condition in the previous semester may qualify for a Retroactive Medical Withdrawal.  

Types of Withdrawal & Applications

Current semester medical leave/withdrawal

• Generally, students applying for medical leave mid-semester should plan to withdraw from all courses for that semester.  
• If a student requests withdrawal from less than their full course load (for a medical reason), the request may be considered on a case-by-case basis, if there is appropriate rationale.
• Application: Request for Medical Leave/Withdrawal (Current Semester)
• Provider Letter Template for Current Semester Medical Leave/Withdrawal

Retroactive medical withdrawal (previous Semester)

• Students who experienced a serious medical condition in a previous semester and whose grades suffered may request a retroactive medical withdrawal.
• Only courses with a grade of “F” are eligible to be converted to “W” grades under this policy.
• Application for Re-Entry Following Medical Leave/Withdrawal
• Provider Letter Template for Retroactive Medical Withdrawal

Late withdrawal for non-medical reasons

• If a student needs to withdraw from courses after the deadline to withdraw with a “W” for non-medical reasons (e.g. job transfer, shift-change, death in the family, military service), they must:
  1. Contact their academic advisor, and
  2. Obtain approval from their College Dean by submitting a Petition for Late Withdrawal.
  3. Form: Petition for Late Withdrawal  

Returning from Medical leave (re-entry from medical leave)

• Students on Medical Leave are not considered permanently separated — unless the leave exceeds two consecutive semesters without steps to return.  
• A “medical-leave hold” will be placed on the student’s account, preventing course registration until re-entry is approved.  
• To return, students must submit documentation (on provider letterhead) from a licensed care provider:  
  • diagnosis,
  • major symptoms,  
  • explanation of impact on academic functioning,  
  • treatment plan (including medications, side-effects, accommodations if needed),
  • proof of progress or completion of recommended treatments,  
  • and a signed release allowing coordination between the University and care provider.  
• The Dean of Students (or designee), together with the Medical Withdrawal Review Committee, evaluates the return request. If approved, the student must often agree to periodic check-in meetings as required by the University.  
• Once approved for return, the University notifies the Registrar, Bursar, Financial Aid & Scholarships Office, Housing & Residence Life (if applicable), College Dean, and academic advisor.  

Process for voluntary medical leave / withdrawal

1. Student completes and submits the request form (Current Semester Medical Leave/Withdrawal or Retroactive Medical Withdrawal).  
2. Medical documentation from a licensed care provider must be provided. Documentation should include:  
   • care provider’s name on letterhead,  
   • provider license number,  
   • dates of care,  
   • date of onset,
   • general nature/symptoms of the condition,
   • how the condition impacted academics,
   • the last date the student was able to attend classes,  
   • and the expected duration of leave (up to two consecutive semesters).
3. Requests must be submitted no later than the last day of regular classes (i.e. the Friday before Finals Week) if for the current semester.  
4. A review is conducted by the Medical Withdrawal Review Committee; final approval is granted by the Office of the Dean of Students (or designee).  
5. If approved, the following happens:
6. The student, Registrar, Bursar, Financial Aid & Scholarships Office, College Dean, and academic advisor are notified.  
7. The student’s transcript is adjusted: courses for that semester receive “W” grades, which do not affect GPA or academic standing.  
8. The University Bursar audits the student’s account; any outstanding fees will be billed, but tuition may be reduced in proportion to weeks attended (per the effective withdrawal date).  
9. If residing in university housing, the student must vacate their space and return keys (Housing & Residence Life will be notified).  
10. Students receiving veteran benefits, on visas, or on athletic scholarships must notify relevant offices to avoid disruption.  
11. If the student is a dependent, the Dean of Students does not notify parents/guardians unless the student has authorized them as proxies.  
12. Important: The decision is final. However, additional documentation may be considered if submitted by the last day of regular classes of the current semester. For Retroactive Withdrawals, applicable steps are taken if the student’s College Dean approves and initiates the required petition.  

Involuntary Medical Leave / Withdrawal 

Under rare circumstances, a student may be required to take medical leave/withdrawal if their physical or psychological condition poses a significant risk to themselves or others, or if their required services are not available at or near the University. Examples include risk of suicide, persistent self-harm, severe disruption to the University community, failure to comply with required treatment plans, etc.  

• The decision to consider involuntary withdrawal involves review by the Dean of Students (or designee) with input from the Medical Withdrawal Review Committee and other university officials (e.g. the campus CARE Team).  
• A written notice must be given to the student if an involuntary medical withdrawal is under consideration.  
• The student has the right to appeal the decision in writing within five business days of the notice.  
• Appeals are reviewed by a designee other than the Dean of Students; a written response will be issued within eight business days.  

Limitations & Additional Notes

• After two consecutive semesters on Medical Leave, failure to take appropriate steps to return will result in being officially separated from the University.  
• Approval of Medical Leave/Withdrawal does not guarantee the ability to return — return depends on approval by the Dean of Students (or designee).  
• Medical Leave/Withdrawal does not automatically guarantee:
  • a refund of tuition or fees  
  • and it does not relieve a student of other financial obligations (e.g. off-campus housing leases).  
• Students are strongly encouraged to contact:
  • The Office of Financial Aid and Scholarships (ysufinaid@ysu.edu or 330-941-3505) to understand impact on aid.  
  • The University Bursar to understand billing/refund implications (accounts@ysu.edu or 330-941-3133).  
• Students who have been suspended or expelled for violations of the student code of conduct are not eligible for Medical Leave/Withdrawal for the semesters in which those violations occurred.