Appendix A: Process for Requesting a Voluntary Medical Withdrawal
Students who indicate that they are leaving the university due to medical or mental health reasons are encouraged to complete a Voluntary Medical Withdrawal (VMW) . Following the consultative process, OLR will make a determination regarding whether or not the request qualifies for a medical withdrawal and, if applicable, subsequent reenrollment subject to certain conditions.
If a student requests a VMW and the request is declined but the request was received prior to the last date to withdraw from classes with a "W," the student will still be withdrawn from their class(es), without penalty, using the date that the VMW request was received.
Voluntary medical withdrawal can be considered if medical or mental health issues interfere with the ability of a student to attend or reasonably participate in their course(s) of study. In most cases, a voluntary medical withdrawal will be a withdrawal from all courses in which the student is registered, though partial withdrawals may be appropriate in some cases. Partial withdrawals are not available in the University of Dayton School of Law, and some graduate programs of study may have specific rules/regulations around partial withdrawals. Students should speak with their graduate program director for specifics in their program.
The final disposition of the withdrawal request rests with the Office of Learning Resources (OLR). Determination of the official date of withdrawal rests with the Office of Learning Resources. This process covers both undergraduate and graduate students at the university. Please note that the medical withdrawal process does not dismiss/waive any legal, disciplinary, housing, meal plan, or other student responsibilities to the university.
This process has been developed in order to ensure: (1) consistency of treatment across requests, (2) consideration of the individual circumstances of each request, and (3) privacy of medical information. In keeping with the Marianist spirit of compassion and collaboration, every effort will be made to assist the student and family through what is often a very difficult time in their lives.
A voluntary medical withdrawal is a special form of withdrawal, which may provide the student with certain benefits not available under a regular withdrawal. For this reason, the university asks for additional information not required for a regular withdrawal request.
Step 1. Initial Information
The request for a voluntary medical withdrawal must be submitted to the Office of Learning Resources (OLR) by the student using the online form. If the student is unable to submit the online form, then a family member or university official may submit it on their behalf with a written explanation for why the student is unable to make the request themselves. The deadline to submit a voluntary medical withdrawal for a given term is the last day of classes for the term as defined by the Academic Calendar and the Office of the Registrar. For requests for a voluntary medical withdrawal after this date, please see the below section on Retroactive Medical Withdrawals.
In general, the medical withdrawal request should include the following information:
Part I. From the student:
1. Reason for the request,
2. Anticipated date of return (if applicable),
3. Signed FERPA release.
Part II. Documentation from an attending health care provider, which provides, when possible:
1. General description of the illness/condition and treatment,
2. Date of onset of the illness or condition,
3. Dates student was under care,
4. Why or how this has prevented or will prevent the student from completing academic work and/or from functioning effectively in the university’s living community,
5. Anticipated date of return,
6. Upon return to the university, additional support the student anticipates needing.
Any print or electronic medical information presented to a UD professional by the student or family should be submitted or forwarded to OLR in a secure manner in order to protect the privacy of the student. OLR will maintain all medical documentation related to withdrawal determinations but may share such documentation with others within the University with whom the office consults, on a need-to-know basis and consistent with applicable privacy laws. All such materials will be archived in OLR.
Step 2. Consultation and Decision Process
OLR may consult with a variety of University offices and officials in order to make a determination of the appropriateness of the request. In general, OLR staff will review the withdrawal request and the documentation submitted in support of the request (Parts I & II above). Other campus units (e.g. University Health Center, Academic Dean’s Office, University Counseling Center, or International Student Support Services) may also be consulted as appropriate. OLR will make a determination regarding whether or not the request qualifies for a medical withdrawal and, if applicable, for subsequent reenrollment subject to certain conditions.
If the medical withdrawal is granted, OLR will notify the student’s academic Dean’s Office, the Registrar’s Office, Office of Student Accounts, Housing & Residence Life, Dining Services, and any other office that may need to be made aware of the official withdrawal date of the student.
In order to ensure a smooth departure and return, the student should notify and settle all outstanding accounts with the Office of Student Accounts, Financial Aid, Housing & Residence Life, and Dining Services. If there is a disciplinary case involved, the student should notify the Office of Community Standards and Civility of their intent to obtain a medical withdrawal and determine a timeline for settling the case.
The student may choose to speak with the Counseling Center, the Health Center, or other campus units as appropriate.
If the student’s request for a medical withdrawal is denied, the student can appeal the decision to the Director of OLR. The student may also appeal any decision on reenrollment to the Director of OLR.
If the student’s appeal is denied, the student may lodge a further appeal with the Medical Withdrawal/Reenrollment Appeal Committee, which shall consist of representatives from the following offices: the Office of the Dean of Students, the University Counseling Center, the University Health Center, the Office of the Provost, and the Office of Student Accounts. The Director of OLR shall be available to provide the rationale in support of the first appeal decision, and designated representatives from other units shall also be available as needed.
Voluntary medical withdrawals are not permitted for any course in which a final grade of "F" has been or will be awarded as an outcome of an academic misconduct case.
Returning from a Medical Withdrawal
Students wishing to reenroll following a medical withdrawal must satisfy the reenrollment conditions established at the time of the withdrawal and apply for return.
If medical documentation was established as a condition for reenrollment, the University will give significant weight to the opinion of the student’s treatment providers regarding the student’s readiness to return to the academic environment at the University, with or without accommodations. In some circumstances, the University may require the student to undergo an additional individualized assessment to make a determination regarding the student’s readiness for return. The University may also impose conditions on the student as part of their return based on the particular student’s situation.
If the University denies a student’s request to reenroll, the University may include recommendations that will enhance the student’s ability to successfully reenroll in the future.
A student may appeal any decision concerning reenrollment by following the OLR appeal process as outlined in Appendix A.
If a student is permitted to reenroll following a medical withdrawal, the student is responsible for coordinating the return to the University community with his or her Dean’s Office; the Office of Financial Aid; Registration; Housing and Residence Life; and Dining Services. A student must also resolve any outstanding Code of Conduct issues with the Office of Community Standards and Civility prior to his or her return.
Process for the Student
1. The student notifies the University of her/his intent to return after a medical withdrawal by submitting a form (online or written) to OLR. The student may also contact OLR by phone at 937-229-2066 and arrange to submit the information for the form. This form asks:
a. What term the student intends to return,
b. What has changed in the student’s circumstances that makes them ready to return,
c. What support the student anticipates needing at the university, if any.
2. If the student’s request is granted, the student should complete the University Intent to Return form on the Flyer Student Services (FSS) website. Any outstanding conduct cases must be resolved through the Office of Community Standards and Civility before or upon the student’s return.
3. The student is encouraged to contact the Counseling Center, the Health Center, and/or OLR as appropriate to discuss possible accommodations and support.
4. If the student’s request to return from a medical withdrawal is denied, the student can appeal the decision with the Director of OLR.
5. If the student’s appeal is denied, the student may lodge a further appeal with the Medical Withdrawal/Reenrollment Appeal Committee, which shall consist of representatives from the following offices: the Office of the Dean of Students, the University Counseling Center, the University Health Center, the Office of the Provost, and the Office of Student Accounts. The Director of OLR shall be available to provide the rationale in support of the first appeal decision, and designated representatives from other units shall also be available as needed.
Process for the University
1. The student notifies the University of her/his intent to return by completing an online form (see Process for the Student #1, above).
2. Following the student’s notification of intent to return, OLR professional staff review the initial medical withdrawal documentation and any reenrollment conditions established at the time of the withdrawal in consultation with the academic Dean’s Office for the school in which the student is enrolled at the time of the withdrawal and also with other campus units as appropriate. If it was stipulated at the time of withdrawal, the student will be asked to submit a letter from a qualified third party indicating that the student is ready to return to the residential academic environment at the University of Dayton.
3. OLR professional staff make a determination, based on the student’s form and documentation (if requested), as to whether to grant the student’s request to return, and informs the appropriate academic Dean’s Office and the student. If the request is denied, the student can appeal the decision as described above in (4) and (5) under Process for the Student.
4. OLR sends notice of the determination to the Registrar, the Office of Student Accounts, and Housing & Residence Life, and lifts the registration hold (if applicable).
5. If the student’s request is granted, the student should complete the University Intent to Return form on the Flyer Student Services (FSS) website. Any outstanding conduct cases must be resolved through the Office of Community Standards and Civility before or upon the student’s return.
6. The student is encouraged to contact the Counseling Center, the Health Center, and/or OLR as appropriate to discuss possible accommodations and support.
Retroactive Voluntary Medical Withdrawal Considerations
Students may request a voluntary medical withdrawal after the semester has ended if, due to their medical or mental health condition, they were unable to make the request during the semester. The deadline to submit a retroactive voluntary medical withdrawal is one calendar year from the last day of classes as defined in the Academic Calendar and by the Office of the Registrar. The process for a Retroactive Voluntary Medical Withdrawal will follow the same process as above with the following exceptions:
1. Documentation from a medical or mental health provider must provide evidence of visits, treatment, diagnosis, or other active engagement with the provider or their office during the semester in which the voluntary medical withdrawal is being requested.
2. Requests for retroactive withdrawals, in addition to any required reasoning and documentation as noted above, must explain why the student was unable to make the request during the semester.
3. The "effective date" for any retroactive medical withdrawals will be the last date of the semester as defined in the Academic Calendar and by the Office of the Registrar.