Leave of Absence Policy (LOA)

The purpose of this policy is to define LOA and the policies outlining its implementation.

Definition

A LOA is a temporary leave from the PharmD program for the remainder of 1 semester to a maximum of 12 academic months (defined as one full month in which the student would normally be in class/clinical). For P4 students, a LOA is a temporary leave for more than 1 rotation. Requested LOA for shorter time-periods should be discussed with the Chair of CAPP, individual course coordinators, and the Director of Experiential Education (if applicable). LOAs of longer than 12 academic months will not be granted under any circumstances and the maximum, combined time allowed for all LOAs over the entire career of a student is 12 academic months.

Policy and Procedure

A student enrolled in the Doctor of Pharmacy program (PharmD) may request a leave of absence for up to a maximum of 12 academic months. All students that request a leave of absence, regardless of type, must submit the Request for Leave of Absence application and have approval from the program.

The following types of LOA may be requested:

1. Medical. A student may request a leave of absence for medical reasons, including for both mental and physical health reasons. Students requesting a medical leave of absence must submit the program LOA form as well as request a medical withdrawal from the University. LOA for medical reasons requires a recommendation, in writing, from a health care provider. Students requesting a medical LOA will be required to have certification from a health care provider that the student is able to return to the program.

2. Personal. A student that is experiencing personal issues, such as family or financial stresses, may request a leave for personal reasons.

To request a LOA, the student needs to complete the Request for Leave of Absence Application with all required documentation to support the justification for the leave. Students will be required to meet with the Associate Dean of Pharmacy or designee and also course coordinators. Students in their P4 year must also meet with the Director of Experiential Education. Students will be advised of requirements for continuation in his/her respective program which may include, but is not limited to, additional/repeated courses or rotations, course remediation, and additional time to degree completion. Any students receiving financial aid must participate in an exit interview with the financial aid office prior to submitting the Request for Leave of Absence Application. Except in emergency situations, requests for a LOA should be submitted at least 7 days prior to the first day of the requested leave to allow sufficient time for review and approval. The starting and expected termination dates of the leave shall be specified on the application. The LOA is requested from and granted by the Associate Dean of Pharmacy.

Withdrawal of Courses

If a student is granted a leave of absence, the student must withdraw from ALL courses for that term(s). If registration has already occurred for the term for which the leave is requested, but the term has not started, the student is responsible for complying with the registration policies regarding course withdrawal as established by the University Registrar. If the student requests a LOA after the start of the semester, the request should be submitted as soon as possible, but no later than the end of the tenth week of the term, or in the case of courses not offered over a traditional semester, prior to completion of seventy-five percent of the course. For Advanced Practice Pharmacy Experience (APPEs), students must withdraw by the end of the 4th week of the APPE block. A retroactive leave of absence will not be granted. P4 students granted approval will receive a grade of "I" (Incomplete) or "Y" (deferred) for missed rotations. Course dropping or withdrawal does not negate students' financial obligations, and students will be held responsible for all balances due to the university. Any students receiving financial aid must participate in an exit interview with the financial aid office. If the LOA request occurs after the last day for withdrawal, the student must work with the University Registrar. Exceptions to this policy may be considered in the event of serious medical conditions.

Returning to the Program

Returning from an approved LOA requires the submission of the Request to Return from Leave of Absence Application. P1-P3 students must return to the program at the start of a new semester and must follow course requirements for enrollment. P4 students must return from a LOA at the beginning of a new rotation. Depending on the nature of the LOA, documentation may be required for a return. Return from a LOA for personal reasons must be communicated to the Chair of CAPP or the Associate Dean of Pharmacy at least 30 calendar days prior to the start of the semester. Return from a leave for a medical reason will require a statement from the treating health care provider that the student is able to manage the rigors of the academic program with/without reasonable academic accommodations (academic accommodations can be assessed through the Student Disability Services as necessary). Requests for re-entry into the program will be reviewed on a case-by-case basis regarding any conditions to be met related to re-entry. Approval to return from the LOA and any requirements for continuation in his/her respective program will be determined by the Associate Dean of Pharmacy or designee.

Extensions

Under exceptional circumstances, students may request an extension of their LOA. This request must be submitted on a Leave of Absence Extension Request Application at least 30 calendar days prior to the termination date of the existing LOA. Failure to submit a request for continuation of a leave prior to the approved termination date shall be considered as a withdrawal from the program. Regardless of the nature of the request, the maximum length of all LOAs is a total of 12 academic months.

Student Records

All LOA and course withdrawals are part of the student's official record and count towards the 6-year calendar time limit for completion of the PharmD degree.

Failure to Follow Policy

Students who fail to submit the proper form, documentation or leave the program unauthorized, will be considered to have voluntarily withdrawn from the program. Such students may return to the program only upon readmission to the PharmD program as approved by the Admissions Committee and CAPP. Students readmitted to the program will be treated as transfer students and will be placed into the P1 class regardless of their prior standing in the program before the leave.

Forms

Request for LOA form
Request to Return From or Extend LOA form