Dean of Student Advocacy Office

Students experiencing health challenges that affect academic progress may request a Medical Leave of Absence (MLOA) through the Dean of Student Advocacy Office before the last day of classes and before final grades are assigned. Before applying, students should review the MLOA policy in the Undergraduate Bulletin. Please be advised that an MLOA is intended for students who plan to be away from VCU for at least three consecutive semesters or those in critical condition who are unable to complete the withdrawal process. The MLOA process takes up to 10 working days, so students should plan accordingly to meet any academic or university deadlines.

An MLOA helps preserve enrollment, but students who do not register for three consecutive fall/spring semesters lose active status. If the leave is only for a few semesters, the Academic Regulations Appeal Committee (ARAC) may be a better option—students should consult their academic advisor to understand the ARAC process better. 

Complete the Medical Leave of Absence Form

Step 1 – Student Reinstatement Form
Students seeking to return from a Medical Leave of Absence (MLOA) must complete the MLOA Reinstatement Form. This form allows students to share their readiness to return, indicate the semester they wish to return, and provide contact information. Paper versions are available upon request.

Step 2 – Provider Documentation
Students should ask their treating provider to submit documentation supporting their return. VCU accepts various medical, psychological, and educational professional documentation formats, as long as it meets our minimum criteria. Students can provide this letter to their provider, which outlines the minimum criteria that need to be included.

Step 3 – Reinstatement Review
Once both forms are submitted, the Dean of Students’ office will review the request in collaboration with appropriate campus partners. This individualized review considers the student’s documentation, current medical knowledge, and readiness to return, with or without accommodations. Students will be notified of the outcome via their VCU email.

If your student is considering a Medical Leave of Absence (MLOA), here are a few important points to keep in mind:

• Student Consent is Required
  The MLOA process is intended for students facing significant physical or mental health challenges that are impacting their academic progress. Only the student can initiate and consent to an MLOA. Requests submitted by family members or support networks cannot be processed without the student’s approval. Once all necessary information is received, please allow up to 10 business days for a decision.
  
  

• Potential Financial Aid Impacts
  Taking a leave may affect the student’s financial aid or tuition. We encourage both you and your student to contact VCU Student Financial Services to understand the potential implications: VCU Financial Aid Office
  
  

• Transcript Notation
  If the MLOA is approved, the student will be withdrawn from their courses and a grade of "W" (Withdrawn) will appear on their transcript. For questions about how this may affect academic standing or future plans, students should speak with their academic advisor or program director.
  
  

• Leave Duration and Return
  Students approved for an MLOA are expected to take three consecutive semesters away from the university to focus on their health and recovery. If this timeline doesn’t align with the student’s academic or personal goals, they should consult with their advisor about the Academic Regulations Appeals Committee (ARAC) process.
  
  

• Supporting Documentation
  Medical documentation from a licensed provider is helpful and strongly encouraged. It provides essential context for the MLOA request and supports a smooth review process.

 

Medical Leave of Absence (MLOA)
Frequently Asked Questions (FAQs)

Q1.  What if I’m ready to return before sitting out for three consecutive semesters?

 A: The MLOA process consists of a leave of three consecutive semesters to allow for meaningful recovery and support planning. If you believe this timeline does not align with your academic or personal goals, we encourage you to explore other options, such as a short-term withdrawal or leave of absence through your academic department. Your academic advisor can help you determine the best path forward.

 Q2.  What documentation do I need to return from MLOA?

A:  To return from MLOA, you’ll need documentation from your licensed healthcare provider or care team demonstrating readiness to resume academic responsibilities. Specific return requirements will be shared with you at the time your leave is approved. Additionally, you will be asked to submit a written statement outlining the strategies and resources you plan to utilize to support your success upon returning to the university.

Q3.  Will MLOA affect my financial aid or student loans?

A:  Taking a leave may impact your financial aid, loan repayment, or academic progress. It’s important to contact Student Financial Services before finalizing your leave to understand the implications for your specific situation.

Q4.  How do I start the process to return from MLOA?

A:  You’ll need to complete a return formand provide updated documentation from your provider confirming readiness to return. This process can take up to ten (10) working days to be fully completed.  Please ensure you have given sufficient time before any academic or university deadlines you may be anticipating. 

Q5.  Who is eligible to apply for an MLOA?

A: Students experiencing a significant physical or mental health issue that prevents them from continuing academic responsibilities may be eligible. You are required to submit documentation from a licensed provider

Q6.  I’m a graduate or professional student. Am I eligible for a Medical Leave of Absence (MLOA)?

A:  Graduate and professional students may be eligible for an MLOA, but policies can vary by program. You are strongly encouraged to first speak with your program director or academic dean to understand your options, program-specific requirements, and how a leave might affect your academic progress, licensure timelines, or clinical placements. 

Q7.  I’m an international student. Am I eligible for a Medical Leave of Absence (MLOA)?

A: International students are strongly recommended to speak with the Global Education Office (GEO) before being granted an MLOA to discuss how their leave may impact their status. Students can contact GEO by phone at (804) 828-8471 or by email at geo@vcu.edu.