Medical Leave of Absence

A Medical Leave of Absence is a withdrawal process that withdraws a student from a semester/term for medical reasons. A student may request a Medical Leave of Absence (MLOA) from Miami University if they experience a medical condition (physical or psychological) that prevents them from successfully completing a term. The severity and duration of the condition must be such that it would not be reasonable for the student to make up any absences or missed work. The request must be clearly supported by a licensed health professional (defined in the “Healthcare Provider” section below) seen during the term in question, in the form of a completed and signed Provider Report Form. Requests for a MLOA must be made by the student through the process outlined below. The Office of the Dean of Students holds the ultimate authority to approve a MLOA. The student will receive a decision via email once their forms have been reviewed.

Please note:

  • MLOA is “all or nothing”: It is not possible to receive a MLOA from individual classes, while remaining enrolled in other classes. A student may petition the Inter-Divisional Committee of Advisors for withdrawal from individual classes after the withdrawal deadline by contacting their divisional advisor.
  • The effective withdrawal date for a MLOA is the last recorded date that the student attended classes; not the the date of onset of the condition or the date the forms are submitted/processed.
  • All requests for a MLOA from the current term should be completed and submitted before the end of the term (last day of classes prior to finals week) and as close as possible to the last date of class attendance as indicated on the MLOA request form. Requests submitted after the last day of classes prior to finals week will be considered retroactive requests.
  • Retroactive MLOA: Applications for a MLOA submitted after a semester has been completed are considered a Retroactive MLOA. Under extraordinary circumstances, a student may request a MLOA from a semester that has already ended. The critical criteria for approving a retroactive MLOA is that the Provider Report Form is completed by an appropriate health care professional who was involved in the assessment and/or treatment of the student’s condition during the term for which the student is requesting withdrawal. Exceptions to this requirement may be considered if supported by detailed documentation by health professionals who were involved in the assessment and/or treatment of the student’s condition within a reasonable period of time (typically a few weeks at most) immediately subsequent to the term in question. Please be aware that other factors (such as grades and past academic record) will also be considered when reviewing a retroactive request.
  • You cannot take a MLOA for a future term: The MLOA is a withdrawal from a current (ongoing) or past (retroactive) term. If a student needs to cancel their schedule for a future term that has not yet started, it is not necessary to file MLOA paperwork. In this situation, the student should complete the University's Student Withdrawal and Cancellation Form.
  • Once processed, the MLOA is not reversible.

Procedure for Obtaining a MLOA

Assessment: The student must first complete an assessment by a licensed medical or mental health practitioner, depending upon the nature of the condition, who will determine if the student has a condition that is preventing them from meeting the expectations of a student. This assessment may be completed by staff at the Student Health Service, the Student Counseling Service, or by other health providers qualified to make health assessments and diagnoses.

Follow all three steps to complete your request for a MLOA:

  1. If you are requesting a medical withdrawal for the current term, you need to first complete the Student Withdrawal App and select “medical reasons” when prompted.
    1. Please note that international students (F1 or J1 status) will then be directed to complete the remainder of the process through the office of International Student Scholar Services (ISSS) for current term requests.
    2. If you are requesting a withdrawal from a previous (retroactive) term, you do not need to complete Step #1. All students (international or domestic) should skip to Step #2 if applying for a retroactive medical withdrawal.
  2. Fill out the online MLOA Student Request Form.
  3. Submit a completed MLOA Provider Report Form after it is filled out by your healthcare provider. Please submit this form to our office via the MLOA Upload Form page. If necessary, you may submit this form via fax or email. If faxed, please follow up with a phone call to our office to verify that it was received.

Submit via fax or email (must include original signatures) to:

Office of the Dean of Students
110 Warfield Hall, Miami University
Oxford, OH 45056
Fax: 513-529-3445
Email: deanofstudents@miamioh.edu

Decision: Once we have all three (3) fully completed forms, we will review the request and paperwork. The student will receive a decision and/or next steps via email within 5 - 7 business days. Please note that submitting forms “last minute” or during peak times (beginning and end of the term) will result in delayed processing.

What the MLOA does

Student Records: A MLOA will relieve a student of responsibility for uncompleted academic work by withdrawing them from all classes, but will not provide credit for work already completed that term (there may be an exception for sprint courses - see below). The student’s transcript from a term for which an MLOA has been granted will indicate only “officially withdrawn [date]” without specifying the nature of the reason for that withdrawal in order to protect the privacy of the student.

Grades: The normal grading policies and procedures for students who withdraw during an academic semester or term, as described in The Student Handbook, will apply to students who are medically withdrawn. This means a student may receive a “W’ (for ‘withdrawal’) on their transcript for the courses that are dropped due to a MLOA depending on the date they last attended classes. A “W” carries no credit and is not calculated in the grade point average (gpa).

Sprint Courses: A sprint course is any course less than one full term length, including any summer term course not lasting the entire summer. If the student requesting medical withdrawal has successfully completed a sprint course with a passing grade prior to the date of the student’s last attendance for that term, they may be eligible to retain the sprint grade/credit. The request to keep a sprint course must be indicated on the MLOA request form as well as a rationale for retaining it; otherwise, it will also be removed from the student’s record. The decision regarding the sprint course will be indicated in the final MLOA decision letter. Please be aware that retaining a sprint course for the requested term will make the student ineligible to receive a Medical Tuition Credit for the requested term.

Determine financial options: Effective July 1, 2012, a student will be provided with a refund of tuition and fees in accordance with the University’s established refund schedule unless they indicate directly to the Office of the Bursar that they prefer to receive a Medical Tuition Credit (if eligible).

  • A Medical Tuition Credit is a credit in an amount equal to that paid for tuition and general fees for the term of the MLOA, less any student financial assistance that must be returned to the financial aid program.
  • A Medical Tuition Credit can only be requested within the academic calendar year in which the MLOA is approved.
  • A Medical Tuition Credit will typically be applied to the first term of re-enrollment following the student’s MLOA and must be used within three years.
  • A student is eligible for only one Medical Tuition Credit. Students are strongly urged to consult with Bruce McGee at mcgeebj@miamioh.edu in the Bursar’s Office to determine how the withdrawal will affect their financial aid before determining whether to seek a refund or Medical Tuition Credit.
  • Any direct refund of tuition or fees due to the student will be determined from the last date of class attendance, regardless of the date of the onset of the condition prompting the request for the MLOA. It is possible that a tuition refund insurance plan may cover part of the non-reimbursable tuition, for families who purchased such a plan.
  • If the student lives on campus, any refund of room/board due to the student will be determined by the date the student fully vacates from their assigned on-campus room. For questions regarding vacating dorms or any potential housing/dining reimbursements please contact the Campus Services Center (formerly the HOME Office) at 513-529-5000 or via email home@MiamiOH.edu

Holds: If the request for an MLOA is approved, holds will be placed on the student’s future registration. The medical hold will remain in effect until the student submits a completed and signed Return From MLOA Form. The return form documents that the student has sought ongoing treatment, that the condition has improved, and that they are now able to meet the expectations of a student without a significant risk of substantial harm to themselves or others. If you are looking for more information on how to have a medical hold lifted, please see the section below titled, “Procedure for Returning from a Medical Leave of Absence.”

Procedure for Returning from a MLOA

After a medical withdrawal is approved and processed, the student will be required to fill out additional forms in order to lift holds, re-enroll, and/or register for a future term. Please submit all return paperwork a minimum of 2 weeks prior to the start of the term in which you want to return. MLOA return paperwork submitted after this date will result in delayed processing and may prevent your return for that term.

Clinical Follow-up: The student should engage with ongoing treatment as recommended by and agreed to with a healthcare professional. It is strongly suggested that each student work with their healthcare professional toward the goal of returning to academic life, including the creation of a plan to help the student manage stressors and remain active, engaged, and successful at achieving their academic goals. The student should feel well prepared for the rigors of returning to school after an absence before applying for re-enrollment. At a minimum, the student must be re-evaluated by a licensed healthcare professional prior to application for re-enrollment to the university. A decision about the student’s re-enrollment status will include a review of documented treatment received during the time away.

Required return steps: After the medical leave has been fully processed, the student will need to log into their MyMiami account and view the holds listed at the top of the page. Please follow the steps below in order to have holds lifted and re-enroll:

  1. Medical Hold: If the student has a medical hold on their account, they will need to submit the Return From MLOA Form to our office as soon as your health care provider agrees that they are ready to return. Submission of this documentation later than two (2) weeks before the beginning of the term will result in delayed processing and therefore a delay in registration for classes. Once the correctly completed form has been received, we will review the form and the student will receive an email confirmation about the decision. Removal of the medical hold will not affect other holds previously placed by other offices.
  2. Advising Hold: If the student has an advising hold, they will need to contact their Divisional Advising Office to have it lifted.
  3. Other Holds: Each hold should have contact information for the office that handles that particular hold. The student should work with each office to have holds lifted. If you have any questions or need additional help with non-medical holds (Bursar, Rinella, etc.), contact the One Stop for help at 513-529-0001.
  4. Re-enrollment: After all holds have been lifted, the student will need to submit the online Application for Re-enrollment. Re-enrollment takes a minimum of 48 hours to be processed but could take up to two weeks during peak processing times. Please keep in mind that if the student applies for re-enrollment before the medical hold is lifted, the re-enrollment will not be processed.

Please note: MLOA is a withdraw from the requested term only and will not impact future registration. Some holds (medical) may lead to the cancellation of future term classes if not lifted in a timely manner. Students will want to have all holds lifted as soon as they are able if they plan to return to Miami. If the student does not plan to return, they should make sure future term classes are canceled/dropped to avoid being charged. If you are unsure how your holds might affect future registration, check with the One Stop at 513-529-0001.

Further Assistance

For questions regarding the Medical Leave of Absence procedures or to schedule a meeting, please contact the Office of the Dean of Students at 513-529-1877.

For a full description see Student Handbook, Part 4, Ch. 5 Voluntary Medical Leave of Absence.