Student Leave Policy

PURPOSE
To outline the types of leave available to continuing enrolled students at the UC Davis School of Medicine (i.e., the School) and the policies governing leave.

AUDIENCE
All medical students

LCME STANDARD
10.3 Policies Regarding Student Selection/Progress and Their Dissemination

POLICY

DEFINITIONS

  • Leave of Absence: being away from the School for more than one quarter
  • Time Off: being away from the School for less than 1 quarter
  1. The School allows a continuing enrolled student to request a Leave of Absence for medical, personal, and academic reasons.
  2. Approval is required for all Leave of Absence and Time Off.
    1. Students on an approved Leave of Absence for any reason other than certain Academic Leaves of Absence do not pay registration fees, are not permitted to enroll in medical school coursework, and will not receive credit for any completed coursework during their Leave of Absence.
    2. Students will remain enrolled during an approve Time Off and will be assessed tuition and fees for the quarter.
      1. Students must complete at least 9 units or 6 weeks of clinical work during a term to remain eligible for financial aid.
      2. Time off is not reported to the AAMC and future credentialing agencies.
      3. If a student requests Time Off and is unable to complete the minimum units/clinical work required, and the student was disbursed financial aid at the start of the term, the student may no longer qualify for the aid disbursed that term.
  3. The maximum period for an approved Leave of Absence is one academic year.
  4. Leave requests for a longer period are at the discretion of the School and will only be approved for specific academic Leaves of Absence purposes (e.g., completion of a dual degree) or under exceptional circumstances.
    1. Requests for extensions beyond one academic year must be submitted to the Committee on Student Promotions.
    2. Under no circumstances will the Registrar's Office approve an extension to a Leave of Absence for more than one additional academic year; a cumulative total of two academic years of leave.
  5. A Leave of Absence form must be submitted to the Registrar's Office before the beginning of the term in which the student is requesting the leave.
  6. By the 10th day of the quarter (see Important Dates and Deadlines), all M.D. program students must be either enrolled in coursework or be on an approved Leave of Absence. Students who are neither enrolled nor on an approve Leave of Absence will be automatically withdrawn from the School.
  7. All students are subject to the UC Davis Schedule of Refunds.
  8. Leave of Absence is report to the AAMC and future credentialing agencies. For all Leave of Absence, other than dual degree programs and research, the leave will also be reported to the National Clearinghouse - a loan servicer depository.
  9. Any leave may impact financial aid eligibility.
  10. Students on a Leave of Absence who have loans will be required to complete exit loan counseling as mandated by the Department of Education/Health Resources and Services Administration and may enter repayment before their return.

PROCEDURE

  1. To request a Leave of Absence form, email the Registrar’s Office (hs-studentrecords@ucdavis.edu). For medical Leave of Absence, the request must be accompanied by documentation from the student's health care provider and/or an independent evaluator attesting to the student's inability to participate in the curriculum due to a medical condition.
  2. Students must discuss Leave of Absence with the Associate Dean for Students, the Registrar, Financial Aid Director, and the Curriculum Manager who oversees the curriculum phase of the student’s level to review all implications.
  3. It is recommended that students also meet with their academic coach and specialty advisor to review all implications specific to their career track.
  4. The earliest effective date of the Leave or Absence is the date the completed form(s) is received by the Registrar’s Office.
  5. Approximately 90 days before the expected return date, the Registrar’s Office will reach out to the student with reminders on compliance items that must be completed before the student can be registered for the coming quarter.
    1. Students intending to return from an approved Leave of Absence must promptly complete and submit the required forms to the Registrar.
    2. Students returning from a medical Leave of Absence must submit a clearance to return from their health care provider/independent evaluator, attesting to their ability to resume studies and fully participate in the curriculum.
  6. Failure to follow the Leave of Absence procedures outlined by the Registrar's Office may result in the student's administrative withdrawal from the School.
  7. As needed, the Financial Aid Office will ensure the student has fulfilled all requirements prior to resuming financial aid upon return. (A student on a Leave of Absence may have needed to complete exit loan requirements or appeal for financial aid if the student did not make minimum progress prior to the leave.)

RESPONSIBILITY
Registrar’s Office
Associate Dean for Students
Financial Aid Office

REFERENCES
UC Davis School of Medicine Planned Educational Leave Program
School of Medicine Bylaws and Regulations - Regulation 60

RELATED POLICIES
Tuition Fee Policy
Satisfactory Academic Progress Policy

POLICY OWNER
Registrar

REVIEWED BY
Associate Dean for Students
Committee on Student Promotions
Curriculum Managers
Financial Aid Director
Registrar*

REVIEWED DATE and REVIEW CYCLE
February 2024: 3-year review cycle

* Indicates Policy Owner