Medical Leave of Absence

• 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. A student must receive approval from the Dean to take courses while on LOA.

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.

A student wishing to take a Medical Leave of Absence must discuss this request with a Case Manager in person, over the phone, or via Zoom.

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.

Students taking a MLoA for mental health challenges are asked to complete a PDF Document: release of information for the Counseling Center for MLOA reinstatement team to provide the best support for your return.

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.

Once a student decides to take a Medical Leave of Absence, the Assistant Director of SOS or the MLOA Case Manager 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 Assistant Director of SOS or MLOA Case Manager 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.

▢ 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

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. 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

Step 1: Schedule meeting with your assigned LOA staff member

Step 2: Submit an official request to return

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

Step 4: Student’s medical provider will fill out and submit the by the deadline.

Step 5: After submission, review checklist for returning

Step 6: Receive decision on reinstatement

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

If the student is denied reinstatement, they are encouraged to apply again the following semester. Students may be denied reinstatement if they did not engage in treatment for the challenges that necessitated the leave. It is recommended students engage in 6-12 weeks of treatment and/or recommended treatment from healthcare provider.

• In the event that a student objects the reinstatement decision made by the MLOA committee, the student may appeal the reinstatement decision in writing to the Senior Director of Student Outreach and Support or their designee within five (5) business days of the date of the notice of the decision.
• The appeal may be filed on the sole grounds of:
  • New information available
  • Incorrect facts were used to determine the decision
  • Unfair application of Johns Hopkins leave processes were applied
• The student should provide documentation to support these statements. Any medical information used in the appeal must include signed releases for the student’s treatment team to discuss pertinent information with the Sr. Dir. and/or designee
• The Sr. Dir. will review the record and any additional information submitted by the student and will render a written decision to the student within five (5) business days of receiving the appeal. The decision will be final.

Deadlines and timeline of return process

• Spring: December 1
• Fall: July 1
• Summer May 1

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.