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Medical Leave of Absense

Undergraduate Students

The following guidelines are in place to help undergraduate students in the College of Arts and Science, School of Engineering, Blair School of Music, and Peabody College navigate the process of taking a medical leave of absence.

Initiating an MLOA

  • Setting Up a Pre-MLOA Meeting

    All undergraduate students considering an MLOA will first meet with Student Care Coordination (SCC) for a Pre-MLOA Meeting. This meeting is intended to help you understand any available alternative academic options, the process of taking an MLOA, expectations for your time away, what is required for your return to school, help answer any additional questions you may have, and navigate the remaining steps below. This meeting should be scheduled by emailing mloa@vanderbilt.edu.

  • Moving Forward with Taking an MLOA

    If/when you determine you want to move forward with taking an MLOA:

    • SCC will help you communicate your intentions to take an MLOA with your Academic Dean’s office and your Dean’s office will submit a request for withdrawal to the University Registrar’s Office. (Your school may have additional steps or paperwork to complete which they will communicate with you via email).
    • You should communicate with Financial Aid, Student Accounts, Housing and Residential Experience, and ISSS (if an international student) to alert them of your plans to take an MLOA. SCC can assist with this, as needed.
    • You will submit an MLOA Request Form, completed and signed by a medical or mental health provider, to mloa@vanderbilt.edu, which helps guide recommendations and expectations for treatment during an MLOA. It is important that you discuss these recommendations with your provider and these recommendations may be further discussed with an SCC staff member.
    • If you do not have an established provider, SCC can assist with connecting you with a campus provider.

Additional Steps & Considerations

  • International Students

    International students should be in touch with International Students and Scholar Services (ISSS) regarding additional documentation required and/or different deadlines.

  • Financial Aid
    • If you receive financial aid, you must meet Satisfactory Academic Progress (SAP) standards to maintain eligibility and withdrawing from a term may affect your maximum timeframe for federal and institutional assistance.
    • If you are taking an MLOA in the fall, with plans to return from MLOA in the spring, contact the Office of Student Financial Aid and Scholarships to ensure your aid is not canceled for your spring semester.
    • If you do not plan to return from MLOA until the following academic year, you must complete all financial aid applications for that year.
  • Student Health Insurance Plan (SHIP)
    • If you are enrolled in the Student Health Insurance Plan (SHIP) and you take an MLOA within the first 31 days from the start of your coverage, you will NOT be covered under the Policy and the full premium will be refunded, less any claims paid.
      • Students who start SHIP coverage in the fall semester are typically within the first 31 days between August 11-September 12. Students who start coverage in the spring semester having not participated in SHIP during the fall semester term are typically within the first 31 days between January 1-January 31. Any changes to the start date of coverage are communicated in advance. 
    •  If you were enrolled in SHIP at least the semester immediately preceding your leave, you may choose to enroll in a one-time extension of your coverage while you are on MLOA, for up to one year. To extend your coverage, complete and submit the Leave of Absence SHIP Enrollment application with a copy of your MLOA letter from your Dean during Open Enrollment to ensure timely enrollment. You will need to apply for this extension each semester you are on leave. If you have questions, please reach out to Student Care Coordination (SCC) or SHIP@vanderbilt.edu.
    • If you are enrolled in the Student Health Insurance Plan (SHIP), have attended classes, and you take an MLOA 31 days past the start of coverage, you will remain enrolled in the SHIP plan until the end of this plan year (August 11).
      • Students who start SHIP coverage in the fall are typically past the first 31 days on September 13. Students who start coverage in the spring semester having not participated in SHIP during the fall semester are typically past the 31 days on February 1. Any changes to the start date of coverage are communicated in advance. 
    • If you decide to remain on MLOA past the termination date of the SHIP plan (August 11) there may be options to extend your enrollment under SHIP. Please contact SCC.
    • If you have health insurance through another carrier, confirm with this carrier that you will remain covered under your current policy if you are on a leave of absence and not enrolled in classes. If you need alternative coverage options while on a leave of absence, visit https://edusure.com/
  • On-Campus Housing

    Students living in on-campus residence halls must check out of housing within 48 hours of taking an MLOA.

During an MLOA

  • Requirements for Treatment
    • An MLOA provides you with the time to focus on your health and wellbeing and address the concerns that led to your decision to take a leave. It is expected that you will complete a course of treatment to address those concerns, and we recommend that you begin meeting with your providers immediately.
    • Treatment involves continuous engagement with a community medical and/or mental health provider until that provider determines the concerns that led to your leave have been adequately addressed and you can successfully return to the academic environment. While we do not make specific recommendations of length or frequency of treatment, regular engagement in treatment generally consists of more than a few sessions and must indicate progress towards treatment goals. It is expected that you will use your leave to seek the appropriate level of care needed to address your concerns (i.e., partial hospitalization, intensive outpatient treatment, and/or ongoing outpatient treatment), as determined by a medical professional.
    • Treatment recommendations provided in the previously submitted MLOA Request Form should be followed, unless otherwise stated following further evaluation by a licensed provider with access to the prior recommendation(s) and basis for it while on MLOA. Any changes should be documented in your return paperwork and speak to the clinical rationale for recommending a different course of treatment than that previously recommended.
    • We recommend you share the MLOA Treatment Provider Report(s) with any and all provider(s) at the beginning of treatment so they are aware of criteria necessary to return to Vanderbilt.
  • Eligibility for Student Services
    • While on an MLOA, you will NOT be eligible for student services, including the University Counseling Center, the Student Health Center, and the Center for Student Wellbeing.
    • Students will have access to Mantra Health, a telehealth platform that will allow you to attend behavioral health appointments on a smartphone, computer, or another mobile device, free of charge, for support during an MLOA. If you choose to use Mantra Health for ongoing therapy, it is important that you confirm with your provider before starting treatment that they are willing to complete the documentation required to return to school.
  • Questions & Extensions
    • If you have questions that come up during your leave, reach out to Student Care Coordination for support at mloa@vanderbilt.edu.
    • Should you wish to extend your MLOA, reach out to your Dean’s Office to request an extension.

Returning From an MLOA

  • Required Documentation

    All students must submit the following required MLOA documentation to SCC by the relevant deadlines:

    • MLOA Treatment Provider Report(s) completed by any and all providers who provided treatment during your MLOA.
    • Completed Release(s) of Information for all Treatment Providers.
    • A narrative describing your activities while on leave of absence; to include: information on what led to your MLOA, what activities (i.e.. taking classes, volunteer opportunities, employment) you engaged in while on leave, details about treatment you received, and what changes you will make when you return to campus in order to be successful.
    • A Student Success Plan that outlines your goals to make your subsequent enrollment successful, strategies for achieving those goals, and the support services you intend to utilize upon your return to campus.
    • Additional documents, as required by your academic program (if applicable).

    Documentation Deadlines:

    Fall Term: Between July 1 - August 1
    Spring Term: Between November 1 - December 1
    Summer Term: Between March 1 - April 1

  • Setting Up an MLOA Return Meeting

    Once documentation is submitted, SCC will reach out to schedule an MLOA Return Meeting to occur prior to making a determination for approval. During this meeting, students and their Care Coordinator will review recommendations from their treatment providers, review the Student Success Plan, and ensure support is in place for a successful return to campus.

  • Assessment & Review

    SCC, in consultation with other relevant campus partners, will complete an individualized assessment and review all relevant information available, including, but not limited to, documentation from treatment and the student’s understanding of their readiness to return to determine whether the condition requiring the medical withdrawal has been addressed sufficiently to allow you to resume your academic career at Vanderbilt successfully. More specifically, this information will be reviewed to determine:

    • Medical readiness: We expect that you will seek medical treatment or participate in a therapeutic program to address the physical or psychological conditions that have affected your ability to succeed academically.
    • Academic and social readiness: We expect that you will demonstrate the ability to cope emotionally and socially when you return to Vanderbilt and that you will be able to engage successfully in your studies.  You can accomplish this while you are on leave by engaging in community service, maintaining a job, and/or participating in educational programs. We expect that you will be able to perform well in a work or study environment that is similar to the one you know at Vanderbilt.
  • Registering for Classes & On-Campus Housing
    • If cleared during the assessment and review process, SCC will notify the Dean’s Office, and the Dean’s Office will give final approval for class registration.
    • Undergraduate students are permitted to register for classes for the intended semester of return prior to receiving approval from SCC to return to school.
    • You should also register for and participate in relevant processes for on-campus housing for your intended semester of return. Once approval is granted, email housing@vanderbilt.edu with your MLOA Clearance Letter to confirm your housing assignment.
    • Registration for on-campus housing and classes will be canceled if the necessary documentation is not received by the SCC by the established deadlines and/or approval is not granted.
    • Once you return to campus, you will meet with your Care Coordinator, as needed, to continue coordination of follow-up within the Student Care Network and provide support to ensure your return to campus and academic life is successful.