Graduate Policies
Leave of Absence
Purpose
Students may request a leave of absence (LOA) or medical leave of absence (MLOA, if they experience health concerns that limit their ability to function successfully or safely), in their role as students.
Definitions
Leave of Absence (LOA) |
A leave from the University for personal or academic reasons with the intention of returning within one academic year to complete coursework. |
Medical Leave of Absence (MLOA) |
An approved interruption of studies (classes, experiential education, or research) due to a validated medical reason for a period of up to 12 months from the effective date of the leave. |
Mandatory Medical Leave of Absence |
Thomas Jefferson University reserves the right to require a student’s MLOA if the University deems the student to be at risk to harm of self or others and if necessary, requires an appropriate course of treatment and reevaluation before returning to studies. |
Policy
A LOA or MLOA may be granted or imposed for a period up to 12 months for a student who meets the University determined/approved need to interrupt their studies (class(s), experiential education, research), due to personal circumstances or health conditions. Students are eligible for one leave of absence during their academic program; however, requests for a second leave may be considered, but only in documented, exceptional circumstances.
Scope
This policy applies to all students at Thomas Jefferson University. Students should consult their college handbook and consult with a program representative to determine if there is a specific policy for their academic program.
Components
A. Leave of Absence Process – Approval for LOA
1. Students considering a LOA must first consult with a member of the academic department to initiate the process and determine effects on their progress towards degree.
a. Students who are subject to dismissal for any reason are not eligible for a Leave of Absence.
b. A student who has been placed on academic probation and is subsequently granted a leave of absence must satisfy the terms of the probation upon returning.
2. Students must consult with other University offices, such as Student Accounts, Financial Aid, and Student Health Insurance, to determine how a leave will impact their finances and coverage.
International Students on F-1 or J-1 Visas must consult with the Office of International Services prior to requesting to go on leave.
3. Students should consult the Course Withdrawal policy: Undergraduate Policy Graduate Policy and the Academic Calendar to determine deadlines for the last day to drop without a W grade and last day to withdraw from a course. When taking a leave students are required to withdrawal from all courses.
Information on tuition and refunds surrounding a leave is found at: Undergraduate Policy Graduate Policy
B. Leave of Absence Process - Returning from LOA
1. Throughout the leave period, it is the student's responsibility to stay in touch with and keep the academic department informed of their status and intent to return from their leave of absence.
2. Prior to returning from the approved leave of absence, the student will meet with the academic department to determine their individual plan of study.
In most cases a leave of absence allows students to return to completing degree requirements from the catalog under which they originally matriculated. If the curriculum has changed during their leave and impacts the course of study, the returning student may be responsible for meeting the requirements of the class with whom they will graduate.
3. Students who fail to return to the University at the end of the approved leave will have their status changed from leave of absence to withdrawal, and they will have to apply for readmission in order to return.
C. Medical Leave of Absence Process – Approval for MLOA
1. A student who seeks a MLOA must communicate in writing, and meet in person as needed, with their academic program and an appropriate university representative to request a leave.
2. The University representative will connect the student with the appropriate Student Health clinician prior to the start of the leave, to discuss the reasons for the leave and to provide information from the student’s treating clinician.
3. A MLOA can be requested (including requisite evaluation and related paperwork) until the last official day of class for the current semester, as defined in the academic calendar.
4. If requested with all accompanying requirements and approved by deadline, a grade of W will be assigned to all unfinished courses. When taking leave students are required to withdrawal from all courses.
5. In cases involving an urgent medical condition, the Student Health clinician may opt to forgo a personal visit and gather the necessary information from the treating clinician with the student’s written authorization.
- If the Student Health clinician is the student’s treating provider, an alternate, independent clinician will be selected to evaluate the need for a leave of absence.
- If the request for a MLOA is approved, written approval will be provided to the student by the University Representative and forwarded to the academic program along with any conditions that may apply during the MLOA.
- It is important that students reach out to other University offices, such as Student Accounts, Financial Aid, and Student Health Insurance, to determine how a leave will impact their finances and coverage.
International Students on F-1 or J-1 Visas must consult with the Office of International Services prior to requesting to go on leave.
- While on a MLOA, students are not permitted to take any coursework at Jefferson or any other institution.
D. Medical Leave of Absence Process - Returning from Medical Leave
1. A student seeking to return from a MLOA must direct their request in writing to their academic program and the University Representative. The University Representative will then refer them to the appropriate Student Health clinician.
2. The Student Health clinician will arrange the appropriate screening(s) and will review information from the treating clinician and any other necessary practitioners.
3. The Health Clinician will consider the information provided and will notify the student and university representative in writing of the decision on their request to return from medical leave. The university representative will share this information with the appropriate academic program.
4. It is the student's responsibility to stay in touch with and keep the academic department informed of their status.
E. Mandatory Medical Leave
1. The University reserves the right to temporarily remove a student from the University, a course, or experiential education, pending evaluation and, if necessary, a course of appropriate treatment.
2. The University will determine the length of the MLOA up to 12 months.
3. The student will be required to undergo a clearance process prior to returning to the University.
4. The conditions of return will be defined, which may include restricting the scheduling of experiential education at away sites or at Thomas Jefferson University Hospitals.
F. Student’s Right of Appeal
If a student disagrees with the decision to impose a mandatory medical leave, an appeal may be filed with the Provost within a maximum of five (5) business days (excluding University holidays) of when the decision is delivered to the student. The Provost, or Provost ’s designee, may discuss the case with any participant in the process. All decisions of the Provost or designee are final.
G. Services available to student while on LOA
| Service | Active or Inactive while on Leave |
| IT Access (Email & Banner Web) | Active |
| TJU Photo ID Active | Determined on a case by case basis |
| Housing | Inactive |
| Health Services | Inactive |
| Student Personal Counseling | Inactive |
| Health Insurance | Active unless requested otherwise |
| Library | Determined on a case-by-case basis |
| Student Events | Inactive |
| Gym/Fitness Center | Inactive |
| Student Organizations | |
| Determined on a case by case basis | |
| Dining | Inactive |
| Federal Work Study | Inactive |
| Jefferson Employment | Determined on a case by case basis |
Review Date(s):
Revision Date(s): 03/01/26
Posted: 7/1/26
| Responsibility for maintenance of policy: Provost Office |