Undergraduate Policies

Purpose

Students may request a 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

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 other and if necessary, require an appropriate course of treatment and reevaluation before returning to studies. 

Policy

A Medical Leave of Absence (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 a health condition.

Scope

This policy applies to all students at Thomas Jefferson University.

Components

Medical Leave of Absence Process

1. A student who seeks a MLOA must communicate in writing, and meet in person as needed, with the appropriate university representative to request a leave:

·       East Falls & New Jersey: Dean of Students

·       Sidney Kimmel Medical College:  Student Affairs Dean

·       Center City & Dixon: Associate Provost Student Affairs

2. The student must also consult with the appropriate Student Health clinician on their campus (see chart below) prior to the start of the leave, to discuss the reasons for the leave and to provide information from the student’s treating clinician.

·       East Falls & New Jersey: Student Health Services or Student Counseling Services

·       Sidney Kimmel Medical College:  Student Affairs Dean

·       Center City & Dixon: Jefferson Occupational Health Network (JOHN)

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.

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.

6. 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.

7. If the request for a MLOA is approved, written approval will be provided to the student by the University Representative along with any conditions that may apply during the MLOA.

8. It is important that students connect 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.

9. While on a MLOA, students are not permitted to take any coursework at Jefferson or any other institution.

Returning from Medical Leave

1. A student seeking to return from a MLOA must direct their request in writing to the University Representative, who 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. A University designated provider, such as the Student Health clinician or a designated psychiatrist, will provide a written recommendation about the student's return.  

4. The University Representative will consider the information provided and will notify the student in writing of the decision on their request to return from medical leave.

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.

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. 

Revised: 6/2025