/Institutions/Sacred-Heart-University/json/2024-2025/2024-2025-Undergraduate-Catalog-local.json

/Institutions/Sacred-Heart-University/json/2024-2025/2024-2025-Undergraduate-Catalog.json

Interruptions in Attendance

The following information outlines various leave and withdrawal options. Students are responsible for following all University policies before a leave or withdrawal is official. University refund policies apply. The student is responsible for obtaining all relevant information that may affect their standing and benefits including but not limited to financial aid and veteran’s benefits.

Leaves of Absence are defined as a temporary separation from the university. 

Students on leave are considered to be in continuous matriculation during the leave period. However, students should speak to their SHU Financial Assistance counselor to understand implications regarding their financial aid.

Students who do not return at the end of the leave or do not obtain an extension must apply for readmission. Students on leave must follow University policy before they return to the University, as outlined below.

Graduation requirements in effect for students at the time their approved leave begins will remain in effect when they return from their leave under the following conditions:

• For Personal Leaves of Absence, the student must be in good academic and disciplinary standing at Sacred Heart University when their leave began.
• For all Leaves of Absence, if a student was later placed on academic warning, probation, dismissal, suspension or expelled as the result of a judicial decision, the sanctions in place take precedence over the leave of absence.

This policy does not bind the University to alter the curricula or major program, which may have been discontinued or substantially altered during the approved leave.  Students who change their major upon their return will be under the major requirements in effect at the time of their return.

Students may request approval for a leave of absence for good reason by following the process indicated below and filling out the appropriate forms. 

Leaves are generally approved for one semester but an extension for an additional semester may be requested.

Students on leave may not take courses at another institution without prior written approval from the advisor, the department chair, the dean of their college, and a review by the Registrar. See Transfer Request Permission form for approval to take courses at another College on the Registrar's Office webpage under forms and requests.

Personal Leave of Absence

Academic (non-medical) leaves of absence may be arranged for one or two semesters subject to approval. Students must be in good standing to request a leave of absence.   Students may request an Academic Personal Leave by the Executive Director of the Office of Student Advising & Success. 

Medical Leave of Absence

At times, students need a leave of absence from the university for significant health-related issues. In these circumstances, the student can request a medical leave of absence. The university reserves the right, in its discretion, to determine the length of the leave, taking into consideration the best outcome for the student. The outline below is provided to help reference each stage throughout the medical leave:

 

The Exit Process:

1. The student should first contact their Academic Dean or Program Director, making them aware of their intention to request a medical leave. Through this contact, the student will be informed of important course of study information surrounding the leave and return process.
2. The student should contact the Counseling Center to make the office aware of their request if related to mental health. If related to a physical medical condition, the Office of the Dean of Students should be contacted. In either case, the student will be contacted and/or a meeting will be established with the student for additional follow-up information related to their request. If the student is an on-campus resident, they are to communicate their move-out plan along with their request.
3. If approved, the Counseling Center or the Office of the Dean of Students will communicate their approval to the appropriate office so that paperwork can be filed. The student will be provided, in writing, with the information regarding what is required during this leave, to reference if needed.

 

Upon Exit and during medical leave:

1. Students on a medical leave of absence will receive a “W” for each course they are actively enrolled in. 
2. Related to finances, students will be subject to the withdrawal and return policy of the university. 
3. As it pertains to tuition insurance, students who signed up for the Allianz Tuition Insurance can refer to the policy details related to reimbursement for leave. 
4. The student is required to engage and participate in the treatment associated with the issue that was identified at the time of the leave.
5. If it does not impede treatment, the student will engage in productive activity during the leave as this will aid in managing the academic and social demands upon their return.

 

Request to Return Procedure:

1. Students wishing to return to school from a medical leave should first contact the office associated with their initial medical leave request (Counseling Center/Office of the Dean of Students). It is important that this request be made at least 21 days prior to the intended semester start date. The timeline of the return is dependent on many factors, including but not limited to the timeliness of documentation submitted by the outside provider(s), the internal review process, and further contact with outside providers if more information is needed. It is possible that these factors will delay the return until the following semester rather than the semester for which the student is initially seeking to return. Students may be asked to provide releases of information with their treatment provider(s). Upon the student’s request to return, the student will provide the following information for each provider associated with their treatment:
   1. The name of the licensed provider with specialty in the area in which the student warranted treatment for
   2. Provider phone and fax number
   3. Provider email
   4. Name and location of the treatment center associated with the provider
2. Depending on the nature of the medical leave, and individual circumstances surrounding the initial leave, the provider will be sent the necessary documentation to be completed. The review process will begin once documentation from all providers has been received. If applicable, the personal statement outlined in section 3 below will also need to be received. For mental health related leaves, this review process is conducted by the Executive Director of Counseling or designee, and if for physical/medical related leaves, reviewed by the Dean of Students or designee. Please note the following:
   1. The return will be evaluated on a case-by-case basis, including whether a return to academics and/or housing is appropriate.
   2. Readmittance to the university does not guarantee readmittance into the student’s previous program. Students should refer to the processes in the program student guide.
   3. The university reserves the right, in their discretion, to request a mental health evaluation from an independent provider, at the cost of the student, and at the choosing of the university.
   4. The office associated with the leave may request that more information be provided at a later date, if it is determined that the information provided in the documentation is not sufficient.
   5. Depending on individual circumstances, and during the review process, the office in receipt of the request to return may involve additional offices as necessary for the review.
   6. If the student needs accommodation(s) upon return, it is the responsibility of the student to contact the Office of Student Accessibility for assistance surrounding these needs.
3. If the reason related to the leave pertains to mental health , students will be asked to submit a personal statement describing (1) the experience away from the University, including activities undertaken (i.e. classes taken, employment, hobbies); (2) their current understanding of the factors that led to the need to take a leave; (3) insights gained from treatment, and (4) how the student will use that insight to make for a successful return
4. If approved, the appropriate university office will be contacted to process the paperwork; allowing the student to access their account(s) and register for courses. 
5. If not approved, the student may appeal the decision to the Dean of Students, or designee, whose decision shall be final.

Military Leave of Absence

Students called to active duty while enrolled in the University should contact the School Certifying Official located in the Registrar's Office. Students must present proof of being called to active duty. Students wishing to obtain a military leave of absence may be offered the following options after consulting with financial assistance, instructors, and other University officials:

• Withdrawing from the courses with a full tuition refund or tuition credit, in accordance with University and government guidelines.
• If a student completed at least 70% of the coursework and upon recommendation of his or her dean, the student may elect to take incomplete grades and make special arrangements for course completion with individual instructors.
• Students are eligible to return within one year following active duty. However, the degree requirements may have changed, and the student may be required to comply with degree program requirements in effect at the time of their return to the University. 

University-wide Mental Health Policy - Administrative-Initiated Leave of Absence

At times, students need a leave of absence from the university for behavioral or mental health reasons, but are not able to request it on their own (voluntary leave). This it applies to situations where the student poses a credible risk of substantial harm to a member of the university community, which could include self-harm or substantially impedes the educational, residential or other activities of the university community.  In these circumstances, the university may issue an administrative leave of absence for students who cannot attend the university safely; only after ensuring with the student that there are no reasonable accommodations that can be made to reduce the risk to the student or the university campus. The University will defer to federal and state laws when making these decisions.

The final decision to place a student on an administrative leave of absence comes from the Office of the Dean of Students with review from the Student Care Team (including but not limited to members of the counseling department, student affairs, public safety, athletics, residential life, student accessibility and academics). As safety concerns often precipitate this leave and are limited by confidentiality, this may warrant the university counseling center to provide the Dean of Students and the Student Care Team with information to aid in the administrative leave of absence if the student has had any involvement or communication with the university counseling center.

The following procedure outlines the order of steps for this administrative-initiated withdrawal:

1. Student will be notified in writing by the Office of the Dean of Students (or designee) that an administrative-initiated leave is being considered, including a rationale for this consideration. When an administrative leave is being considered, the student is not allowed to be on campus, including to attend class, campus activities, athletic practices or games, or reside in university housing. If appropriate and available, efforts will be made to accommodate online learning.
   1. It is important to note that at this time, the student will be given the opportunity to be heard given the concerns presented.
2. Review of incident reports and documentation of student’s behaviors will be discussed among the Student Care Team. Consultation with faculty and/or staff and coaches may also take place during this time.
3. A summary of findings will be provided to the Office of the Dean of Students or designee with recommended course(s) of actions.
4. The Office of the Dean of Students or designee may require an independent outside provider, such as a licensed mental health professional, to evaluate the student and the potential risk(s) involved. Student is responsible for the financial costs related to this assessment and may also be required to sign releases allowing the University to access relevant information from third parties.
5. The student will be contacted by the Student Care Team Chair after reviewing the concerns among members of the Student Care team and a decision in writing will be sent to student. This decision will include the length of time the student is to remain on an administrative leave of absence.

Process for students to Appeal:

1. The student must petition, in writing, to the Dean of Students within 2 business days of receipt of the decision.
2. The student has the opportunity to provide additional relevant information, including but not limited to documentation from a provider.
3. New information or documents provided by the student will be reviewed by the Student Care Team and Dean of Students.
4. Dean of Students to communicate in writing the final decision of the appeal. The review and appeal decision of the Dean of Students is final

Impact on leave:

Academic: Similar to a voluntary leave, students on an administrative leave of absence will receive a “W” for each course they are actively enrolled in.

Financial: Students who are an administrative leave will be subject to the withdrawal and return policy of the university.

Tuition insurance: Students who signed up for the Allianz Tuition Insurance can refer to the policy details related to reimbursement for leave.

Return policy:

1. Students who wish to return from an administrative-initiated leave of absence will contact both the Dean of Students and the Director of Counseling.
2. Student will provide the Director of Counseling with the name and contact information of all licensed mental health providers (if mental health related) providing treatment to this student. Student will also write a personal statement, documenting describing the experience away from the University, including activities undertaken; your current understanding of the factors that led to the need to take a leave, insights gained from treatment, how you will use that insight, and what will be done differently in a successful return.   
3. Director of Counseling will contact providers with documentation needing to be completed
4. Documentation will be reviewed with the Director of Counseling and Dean of Students.
5. Return from administrative leave will be at the discretion of the Dean and/or Student Care Team lead pending appropriate submission and review of documentation.

 

Complete Withdrawal from the University

Full-time and part-time students wishing to withdraw from all their courses and thereby discontinue their enrollment must submit the University Withdrawal Form.

Any refunds will be determined by the official date of the withdrawal. All fees are non-refundable.

If a student withdraws from the University prior to and through the end of the add/drop period, the courses will not appear on the student’s transcript. A “W” grade will be recorded and appear on the transcript if the student withdraws from the University after the add/drop period.