Student Medical Leave of Absence

Policy Statement

This policy establishes clear guidelines and procedures for determining eligibility and obtaining authorization for a Medical Leave of Absence (MLOA).

Reason for Policy

Students are expected to maintain continuous enrollment in their academic program, except during scheduled summer breaks. However, it is sometimes necessary for a student to take a medical leave from enrollment for a period of time. Students must also refer to the bulletin for additional information concerning the impact of a MLOA and any additional requirements for such leaves related to temporarily pausing their studies through an approved MLOA. This policy establishes the required documentation, approval process, and conditions for return, ensuring compliance with institutional and regulatory requirements.

Who is Governed by this Policy

This policy applies to all students enrolled in a degree-granting program or students with F and J visa classification.

Policy

Adelphi University recognizes that situations may arise when a student may need to voluntarily interrupt their academic studies due to a medical issue. This policy may not be used in lieu of disciplinary action to address any violations of University rules, regulations, policies, or practices. The University is committed to protecting the privacy of all eligible student requests and will review each request in a fair and responsible manner.

In addition to the procedures set forth in this policy, academic programs, departments, and schools may impose additional procedures or criteria to meet requirements for academic programs. Therefore, a student considering a voluntary leave should also consult his or her academic program, department, advisor or school to determine whether there are further procedures that must be followed.

Basis for Leave

A medical leave may be requested for serious illness. Since certain academic programs, departments, or schools may have additional specific criteria for a MLOA, a student considering a MLOA should also consult his or her academic program, department, advisor or school in addition to consulting this policy. A MLOA should be requested prior to the semester in which the leave is taken, if possible. The final deadline to request a Medical Leave of Absence is the last day to withdraw from a course, as outlined in the University Academic Calendar.

A student who is granted a MLOA is still required to complete all degree requirements within the specified time of enrollment. A MLOA does not extend the specific time period for obtaining a degree unless a waiver is granted by their academic program, department, or school.

This policy does not have any effect on the exemption of students from student loan repayments. Before taking a MLOA, a student should contact his or her lender regarding repayment obligations that may arise as a result of their leave. A student should also consult the University’s Financial Aid Office or other as applicable to discuss any impact the leave may have on financial aid.

Duration of Leave

Except where a leave is mandated by compulsory national service, or where an academic program, department, or school indicates otherwise, a MLOA may be granted by the Office of Academic Services and Retention (OASR). The duration of the leave generally will be a minimum of one academic semester, or an equivalent four month period, to a maximum of two academic semesters or the equivalent in months (8 months). An extension or reduction of the leave period may be granted for good cause. Students cannot be reinstated for a particular semester after the registration deadline for that semester has passed.

Approved students will be dropped from all current and future courses. Courses that have been dropped will not appear on the student’s transcript. Grades for completed courses prior to the approved leave will remain on the transcript.

A student on an approved MLOA may not enroll in another academic institution during the authorized period of leave without prior approval from their academic program or individual school.

International Students

International students must consult with the Office of International Services to understand how a Medical Leave of Absence (MLOA) may impact their immigration status and benefits.

Medical Leave of Absence (MLOA) for F-1 Students

• Under certain circumstances, a Designated School Official (DSO) may authorize a reduced or no course load due to a medical condition, for a maximum of 12 months per program level.
• Students must provide medical documentation from a licensed medical doctor, psychiatrist, doctor of osteopathy, licensed psychologist, or clinical psychologist to the DSO in International Services to substantiate the illness or medical condition.
• Students seeking an additional term of MLOA must provide updated medical documentation from an approved medical professional before the first day of classes for the requested term.
• A student previously authorized for 12 months of medical reduced course load (RCL) at a single program level cannot receive additional authorization for medical leave at that same level.
• However, a student may be authorized for multiple medical RCLs, as long as the total duration does not exceed 12 months per program level.

Procedures

Instructions for seeking a medical leave can be found at Medical Leave Request.

Consult with your Advisor

Students should first discuss their leave with their academic advisor or applicable academic director to understand the potential academic impact. International students must also meet with the Office of International Service to review how the leave may affect their visa status and benefits.

Approval Process

To submit a MLOA request, complete the Medical Leave Request form and submit it along with the required medical documentation. The request will be reviewed by the Committee, and a determination will be made accordingly. Notification of the Committee’s decision will be sent to your Adelphi email within three weeks of submission. Submit request to medicalleaverequest@adelphi.edu.

Must be approved by the Office of Academic Services and Retention(OASR), and when necessary the Office of International Services.

Deadline

The application deadline, as outlined in the University Academic Calendar is the last day to withdraw from a course

Required Documentation

To support your request for a medical leave of absence, you must provide the following documentation:

Medical Documentation

For medical leave requests due to temporary illness, you must provide medical documentation from a licensed healthcare provider (medical doctor, psychiatrist, doctor of osteopathy, or licensed psychologist). The documentation should be dated, signed by the healthcare provider, and include the following details:

• Diagnosis
• Duration of treatment prior to request
• Dates of leave
• Treatment plan during leave
• Recommendation confirming the medical necessity of leave
• International students must grant permission to release their medical documentation to the Office of International Services.

Adelphi University reserves the right to request supplemental information to process your leave request.

MLOA Committee

A Committee will review each MLOA submission within two weeks following submission of completed materials. Incomplete submissions will not be reviewed. The Committee will consist of the Executive Director of OASR, the University Registrar, and the Associate Vice President and Deputy to the Provost. When necessary, the Executive Director of International Services shall be added to the Committee.

Notification

The student will be notified by email (to their Adelphi email address) of the approval or denial of the request for leave within three weeks of receipt of the completed submission.

MLOA Approvals

If your MLOA request is approved, please be aware of the following important information regarding your university status, including email, courses, housing, and more:

• University Email Account: Your university email account will remain active during your leave period, but it is important to check for any communication regarding your status.
• Course and Grades: All current and future courses will be dropped upon approval of the leave. Dropped courses will not appear on your transcript. Grades for completed courses prior to your approved leave will remain on your transcript.
• Enrollment in Other Academic Institutions: A student on an approved MLOA may not enroll in another academic institution during the leave period unless prior approval is obtained from their academic program or school.
• University Facilities: Students with an approved MLOA are ineligible to utilize University Facilities.
• University Health Insurance: Information about the University’s insurance policy can be found here: Health Services Insurance Information and Requirements. For any questions regarding university health insurance, please contact Health Services directly.
• On Campus Housing: Students with an approved MLOA are ineligible to remain in university housing. If you are a resident student and have been approved for a MLOA, you will be required to move out upon approval. Students should contact the Office of Residential Life & Housing to follow up on the move-out procedure.
• Tuition and Fees: Approval for a Medical Leave of Absence does not imply the right to a refund. Students will be responsible for all tuition and fees assessed for the semester that a MLOA is approved. Students should refer to the University’s Refund Policy or applicable program policy and direct and direct all questions related to the refund policy to the One-Stop Student Services Center.
• Tuition Insurance: Starting Fall 2025, Dewar Tuition Insurance protects your education investment by covering 80% of tuition and fees if you need to withdraw due to medical or mental health reasons. All undergraduate and graduate students are automatically enrolled in Adelphi University’s Tuition Refund Plan. You may decline coverage by opting out each semester. More information at Tuition Insurance.
  • Note: Students currently enrolled in AUI programs are excluded.
• Readmission: Students seeking to return to academic studies after medical leave must request readmission and be approved by the Office of Academic Services and Retention, and when necessary, the Office of International Services.

Definitions

• Voluntary Medical Leave: A voluntary medical leave is defined as an active student status representing an approved temporary break from University studies for one or more terms, and with intent to return in a future term. During a medical leave, students are not enrolled in classes (at any point during the term(s) in question), but degree-seeking students maintain matriculated status.
• F-1 Student (Academic) Visa: An F-1 student is a nonimmigrant who is pursuing a “full course of study” to achieve a specific educational or professional objective at an academic institution in the united States that has been designated by DHS to offer courses of study to such students and has been enrolled in the Student and Exchange Visitor Information System (SEVIS).
• Designated School Official (DSO): The Designated School Official interacts with SEVIS and the Student and Exchange Visitor Program (SEVP), deals with other immigration and program administration matters, and is responsible for performing institutional compliance responsibilities, including record-keeping and reporting responsibilities for the SEVIS records of nonimmigrant students in F visa categories.
• International Student: An F-1 student is a nonimmigrant who is pursuing a “full course of study” to achieve a specific educational or professional objective at an academic institution in the United States that has been designated by DHS to offer course of study to such students, and has been enrolled in the Student and Exchange Visitor information System (SEVIS).
• Withdrawal: The process by which a student de-registers from a course(s) for which they have registered and attended after the conclusion of the University’s drop period or after the end of the second week of classes. A grade of W (Withdrawal) will appear on the student’s academic transcript at the start of the term’s grading period.
  • Students may withdraw from courses through the twelfth week of the semester (prorated for shorter sessions and terms). Non-attendance does not constitute withdrawal from a course; failure to properly drop or withdraw from a course does not preclude the instructor from submitting a grade for the student on the basis of the work previously submitted and may result in a failing grade for failure to complete the course’s requirements.
• Drop: The process by which a student deregisters from course(s) for which they have registered. A student may drop course(s) from the beginning of open registration through the day before the first day of classes.  Dropped course(s) are not reflected on the student transcript.
  • Students who wish to drop a course from their program after they have processed their initial registration can drop the course using the CLASS system until the deadlines stated on the academic calendar.
  • Students should be aware that their status as a full-time student will be affected by dropping courses if their resulting credit load is fewer than 12 credits, which may impact enrollment status and financial aid.

University Refund Schedule

• Tuition Refund Policy for Course Drops or Withdrawals: Refunds are computed as of the date the Registrar is notified of the withdrawal or the the date last date of attendance from all courses, whichever is earliest. The date of the request will determine the tuition liability for the semester. Nonattendance in a course does not constitute an official withdrawal. Students will be held responsible for payment of all tuition and fees until an official withdrawal is presented to the Registrar. AUI students should consult with the program director for applicable financial policies.

Federal Title IV Refunds

When a student with federal student aid withdraws from college before completing a term, an institution is obligated to calculate the amount of federal aid the student earned and return unearned federal aid.

Adelphi University’s Refund Policy conforms to the updated version (Section 668.22) of the Higher Education Amendments of 1998. Students who cease to be enrolled at the University and have Federal Title IV assistance that has been credited or could have been credited to their account, will be subject to federal policy regarding possible return of Title IV funds awarded, and Adelphi University’s policy regarding the possible return of Institutional aid awarded. Once the student has completed more than 60% of the enrollment period, the student has earned 100% of the Title IV funds they were scheduled to receive during that period. These requirements do not apply to a student who does not begin attendance or changes their enrollment.

For more information, please visit the Refunds page.

Forms

• Academic Forms
• Medical Leave Request
• Schedule Form

Related Information

• International Student Enrollment Requirements

Under certain circumstances, F-1 students may consult with their Designated School Official (DSO) about enrolling in a reduced course load (RCL) while maintaining their student status.

• Schedule Form

Leaves taken for compulsory national service are granted for a duration of a maximum of four academic semesters. A written notice of military service orders is required to be submitted to OASR if you are called to active duty or active service in a branch of the United States Armed Forces (Army, Navy, Air Force, Marines, Coast Guard, National Guard, or Reserve).

Document History

• Last Reviewed Date: June 13, 2025
• Last Revised Date: June 13, 2025
• Policy Origination Date: April 15, 2015

Who Approved This Policy

Executive Leadership