Medical Leave of Absence

Attention: this information is for Homewood undergraduate students only. For general information about the leave of absence policy and to find the designated contact for your school, please refer to this page.

The office of Student Outreach & Support staff is committed to supporting undergraduate students throughout their time at Johns Hopkins University. Occasionally, students may experience a disruption in their academic journey due to physical or mental health difficulties that are significantly impacting their ability to fully participate in their academics. This typically means that the condition is impacting a student for a period longer than a week. In this case, a student may file for a Medical Leave of Absence (MLOA).

A Medical Leave of Absence is a temporary break from enrollment to allow students to devote their attention to medical treatment when their need for care prevents them from engaging in their academics to the best of their ability.

Students taking a MLOA are required to engage in treatment for the challenges necessitating the leave. If you need help finding a healthcare provider, the LOA team can assist and connect you to appropriate resources.

Student Outreach & Support strongly encourages taking 12 weeks to address the challenges that affected your time on leave. Even with reinstatement approval, other university policies may restrict your return. To ensure a smooth transition, please consult with your academic advisor and assigned case manager.

Frequently Asked Questions

Considerations to review prior to taking a Medical Leave of Absence

While considering a LOA, it is important to meet with a case manager to review the leave of absence process and to ensure there are resources and support in place. In this meeting, some of the areas that will be covered are below.

Key considerations

Review FAQ page – This page contains common questions students have about the MLOA process.
Financial aid – Consult with your financial aid advisor to understand any implications a leave of absence will have on your federal grants or loans.
Refund schedule – Students who take a medical leave of absence can receive a tuition refund based on how many weeks of classes they have attended. Refer to the tuition refund schedule via this link.
While students on leave do not have access to services at Student Health and Wellbeing and the Counseling Center, Timely Care is available and the LOA team can connect to a clinical case manager for referrals in the community.
Housing – Students who live in university housing must vacate once they start their medical leave of absence. Students typically have 5-7 days from the date the LOA is processed. SOS will work closely with the on-campus housing office to coordinate move out.
Registration – The registrar places a hold that temporarily prevents students on a medical leave of absence from registering for classes until they have officially reinstated to the university. Depending on when a student reinstates, this may cause a delay in registration and they may have to be waitlisted for certain courses. Please keep this information in mind and review the term dates and deadlines.
Office of International Services (OIS) – It is important for international students to understand how a medical leave of absence will impact their F-1 or J-1 visa status. Please speak with an OIS advisor to discuss this further. The MLOA will not be processed until SOS receives approval from OIS.
WSE Academic Advising or KSAS Academic Advising – It may be helpful to speak with your academic advisor about how taking a medical leave of absence could change your academic plan/timeline and how to prepare for your return to your studies accordingly.

How to request a Medical Leave of Absence

Step One: Speak with a case manager or LOA Case Manager

A student wishing to take a Medical Leave of Absence must discuss this request with their assigned case manager in person, over the phone, or via Zoom. If you have not worked with a case manager, please schedule time with MLOA Case manager here.

Step Two: Submit Official request to take leave

If appropriate, the student can submit an official request for a leave of absence through the online University Leave Form by the deadline of the given semester.

Step Three: Submit Authorization for the Release of Health Information Form

The student should submit the Authorization for the Release of Health Information form here for the purpose of releasing medical records and information to support a request for students pursuing a Medical Leave of Absence.

Step Four: Provider submits supporting documentation

Please note that medical leaves of absence require supporting documentation submitted by their medical provider in order to be eligible for leave. In certain cases, a student may be allowed a provisional MLOA on the condition that the required documentation is submitted at a later time.

Providers will complete a separate PDF Document: form which details the student’s diagnosis, the impact of their medical condition on their academics, and a treatment plan for recovery. If a student does not have a current provider, the LOA team can review the medical condition and refer to Mental Health Services for approval.

Step Five: If you are an international student

International students in F-1/J-1 visa status must contact the Office of International Services (OIS) by emailing [email protected] prior to submitting the University Leave Request Form. OIS will advise you on the implications to your immigration status, the departure timelines once your LOA is in effect, and the necessary steps to take with our office once you are ready to return from your LOA. Once a student obtains approval from OIS they must upload approval email to LOA request form.

Official memo to notify campus partners and faculty

Once a student decides to take a Medical Leave of Absence, the Leave of Absence Specialist will contact the student’s faculty to confirm the last day that the student attended class. This is used to determine if any tuition refund is applicable. Once the last date of attendance is confirmed, the Leave of Absence Specialist will send a memo notifying campus administrators of the students leave date. This memo also indicates any refund that the student can expect to receive and will trigger the Registrar to place a hold in SIS which will then be removed upon reinstatement. In addition, the student will be administratively withdrawn from any enrolled classes. Please note, students cannot register for classes until their reinstatement has been processed. The following campus partners will also be included:

Academic Advising
Athletics (if applicable)
Counseling Center (if applicable)
Student Financial Support
Housing (if applicable)
Dining (if applicable)
J-Card
Office of International Services (if applicable)
Registrar
Student Health and Wellness Center (if applicable)
Student Accounts
Student Benefits

Once the memo is sent, the student will receive an official confirmation of the leave along with information.

During your leave

While you are engaging in treatment for your health condition during your Medical Leave of Absence, at some point you should begin preparing to complete the necessary processes for a smooth return to the university. Please refer to this checklist below when considering reinstatement from a MLOA.

▢ Schedule periodic meetings with your case manager

▢ Meet regularly with your provider to address well-being

▢ Check in with Academic Advising to plan for return

▢ Re-apply for FAFSA/CSS profile if applicable

▢ Meet with financial aid advisor with questions

▢ Secure off-campus housing if applicable

▢ Communicate with on campus housing if needed

▢ If international student, ensure visa is up to date

Optional: Request for leave extension

The University limits the duration of leaves of absence to one academic year or two consecutive semesters, but students can request to extend their leave up to a maximum of two academic years or four consecutive semesters. This request must be submitted prior to the end of a student’s second semester of leave. Students who remain on leave longer than one academic year without applying for an extension OR beyond two academic years will be administratively withdrawn from the university and must reapply to continue their degree program.

If you are nearing the end of your leave of absence but want to remain on leave for an additional academic year, please submit the Extension Request Form

Request to return from a leave

Step 1: Schedule meeting with your assigned LOA staff member to discuss your return

Step 2: Submit an official request to return here

Step 3: Complete student questionnaire and submit by the deadline.

Step 4: Student’s medical provider will fill out and submit the PDF Document: Provider Form by the deadline

Step 5: Complete Release of Information here

Step 6: After submission, review checklist for returning

Step 7: Receive decision on reinstatement

Step 8: If reinstated, schedule meeting with your assigned case manager to best prepare for your successful return to Hopkins

The Student Questionnaire, Provider Form, and the student’s consultation will all be considered to determine readiness for reinstatement. The student will be notified via email by SOS of the decision regarding their reinstatement.

If the student is cleared for reinstatement, their case manager will work with the student to complete the reinstatement process:

Notify Campus Partners
A memo is sent to the student and campus partners, confirming the student’s date of return
Upon the student’s return, the student will meet with the assigned case manager to discuss strategies for success and coordinating any ongoing treatment needs. The student and case manager will meet throughout the returning semester as needed

Deadlines for Reinstatement Applications

Typically, it takes several weeks to process reinstatement from medical leave. While SOS will attempt to process your return as quickly as possible, it is important to allow time for this process as students frequently need to communicate with many offices to make arrangements for their return (e.g. Student Health and Wellness Center, Counseling Center, Student Financial Support, Housing, Academic Advising, Student Disability Services, etc.).

Please note: You will not be able to register for classes until you are cleared for reinstatement by SOS and have any relevant holds removed on your account (e.g. academic or financial holds). You will have access to the housing portal once you are officially reinstated. If your health allows it, it is suggested that you complete the reinstatement materials by the early submission dates so that you can be cleared to register for classes sooner. You are welcome to submit materials by the latest submission date, however, we are unable to get you into classes that are full.

Please see the table below to assist you in planning to submit your reinstatement materials. Please note, the Latest Submission Date is the date documentation must be received by SOS.

Semester of Return	Earliest Submission Date	Latest Submission Date
Fall	March 1	July 1
Spring	October 1	December 1
Summer*	February 1	May 1^**

*It is generally recommended that you return in fall or spring, not intersession or summer, however, applications for those terms will be considered. Be sure to check with your academic advisor about whether the courses you need are offered during those terms.

**May 1 may be too late to begin the reinstatement process for summer session I courses, but still allow enough time for you to register for summer session II.

Support for students on Leave and Returning

Welcome Back Celebration
- All undergraduate students who are returning from a separation from the university are invited to the Welcome Back Blue Jay Celebration offered at the beginning of the fall semester. The celebration is an opportunity to meet other students in addition to getting reacquainted with campus resources and involvement opportunities
Hopkins Harbor – event, newsletters, and monthly meet ups
Lighthouse Hour – weekly non-clinical peer group for students seeking connection
Mentor by request – for returning students seeking connection to other students formerly on a LOA
Collaborative events with other entities on campus (such as DiSCO, CDI, IFC, etc.)

International Students

The time it takes to obtain a student visa can vary depending on your home country. It is important to allow time for this process. Please communicate with the Office of International Services to discuss how much time will be necessary for you to obtain a student visa. OIS can be reached at 667-208-7001 or [email protected].