Leave of Absence

In response to the Americans with Disability Act (2008), with oversite from the Office of Civil Rights, Delta College is implementing a Leave of Absence Policy.  Delta College students who are experiencing a sudden medical or traumatic life event, that creates a significant barrier to academic access and requires a temporary pause in course(s) participation, may be applicable for a Leave of Absence (LOA).

This policy will be administered by the office of the Dean of Student Success.

Student Information

The Leave of Absence is a federally supported policy for all students including those who receive Title IV federal financial assistance (Federal Pell Grants, Federal Direct Subsidized or Unsubsidized Loans, Federal Parent Loans and Student Educational Opportunity Grants) who have experienced a situation that will require them to temporarily stop attending all classes during a specific semester. Leave of Absence refers to the specific time period during a program when a student is not in attendance.

The student’s request for a Leave of Absence must be submitted electronically, signed and dated. The Leave of Absence is a temporary situation and must not exceed a total of 180 calendar days in any 12-month period. The 12-month period begins with the first day of the initial request. Student will be unable to register/attend future semesters until they have returned from their LOA.

Initiating a Leave of Absence (LOA)

A student may request a Leave of Absence from his/her coursework for medical emergencies or for other extraordinary circumstances. A Leave of Absence is generally applicable when the student will be absent for two or more consecutive class periods or unable to participate (via other modalities) for two or more consecutive days. Students must request a Leave of Absence through the Office of Dean of Student Success, leaveofabsence@delta.edu. 

A student will complete the electronic Leave of Absence Request Form, and submit it to the Office of the Dean of Student Success. The request may be submitted prior to non-attendance unless unforeseen circumstances prevent the student from doing so or after the event has occurred. To best support the student, the Leave of Absence request should be submitted within two weeks of the start of the qualifying event.  

The Leave of Absence request form must be complete and must include the reason for requesting the leave of absence. The Leave of Absence request should give a reasonable expectation that the student will return from the Leave of Absence to complete classes. The student must submit additional supporting documentation in order for a determination to be made. 

Leave of Absence Determinations

As each student situation is unique, all Leave of Absence requests will be considered on an individual and interactive bases by the Dean of Student Success or their designee*. 

Leave of Absence approval is dependent on a documented, qualifying event, that takes place in the current semester. Additionally, the qualifying event must not exceed 180 calendar days in any 12-month period.  The 12-month period starts within two weeks of the qualifying event.  The Dean of Student Success or their designee* will determine if the student applied within the appropriate timeframe.  

Upon receipt of completed Leave of Absence request, Dean of Student Success, or designee*, will notify student of request approval or denial within 5 business days. Not all events qualify for a Leave of Absence.  If a student’s Leave of Absence is not approved, the student will be informed of the decision and the rationale for the denial.  There is no appeal process for Leave of Absence request. 

Upon Leave of Absence approval, Dean of Student Success will notify appropriate faculty, Registrar, Financial Aid, Associate Dean and Student Success Advisor. Student will be unable to register/attend future semesters until they have returned from their LOA.

In the case of denial, students may seek support by contacting their faculty.  

Qualifying Events and Acceptable Documentation

Students will upload documentation to the Dean of Student Success. Documentation may include notes from medical professionals, notes from emergency agencies, published death notices or obituaries, etc., as applicable.

• • Inpatient hospital stays and non-elective surgeries
    • Acceptable documentation includes discharge papers specifying admittance date, discharge date, and any restrictions
  • Concussions
    
    • Acceptable documentation includes doctor’s notes and documentation stating required restrictions that are related to the concussive symptoms
  • Death in the student’s immediate family.  Immediate family includes parent(s), grandparent(s), spouse/partner, child, and sibling(s).  (If another family member is considered immediate family, please contact the Dean of Student Success at leaveofabsence@delta.edu to determine if the relationship meets the requirements of this policy)
    
    • Acceptable documentation includes:
      
      • obituary or funeral/memorial bulletin in which the student is listed and the student’s relationship to the departed family member
      • death certificate
  • Significant personal event including, but not limited to: family crises, subpoenaed court appearances, jury duty, etc. 
    
    • Acceptable documentation includes:
      
      • police report
      • order of protection
      • court orders/subpoenas
      • medical documentation
  • Contagious illness such as mono, strep, or influenza 
    
    • Acceptable documentation includes:
      
      • positive test results 
      • doctor’s notes indicating positive test results

Non-qualifying Events

• • Emergency room/clinic visits that did not require hospitalization
  • Outpatient surgeries requiring no restrictions
  • Doctor’s office/clinic visits diagnosing colds, migraines, or other illnesses not requiring hospitalization 
  • Traffic jams, car trouble, or inability to find parking
  • Absences related to inclement weather
  • Childcare issues or school closures
  • COVID related absences (this condition is covered under the Office of Disability Services)
    • Contact the Office of Disability Services for questions and assistance at disabilityresources@delta.edu
  • Disability related condition/temporary disability (these conditions are covered under the Office of Disability Services)
    • Contact the Office of Disability Services for questions and assistance at disabilityresources@delta.edu
  • Title IX, sexual misconduct, pregnancy-related issues (these issues are covered under the Equity Office)
    • Contact the Equity Office for questions and assistance at equityoffice@delta.edu   

Coordination of Services

After receiving a request for a Leave of Absence and verifying that appropriate documentation has been received, the Dean of Student Success or designee* will coordinate any needed services on the student’s behalf, including meeting with Financial Aid to determine financial aid impact as well as the student’s instructors to determine and discuss any coursework, academic accommodations, and/or requirements that must be communicated to the student. The goal of this coordination effort is to facilitate a discussion that will help to devise a course of action that best supports the student’s opportunity for academic success.

Completion of Coursework Upon Return

Upon completion of Leave of Absence within current semester, student will return to their former academic standing. This does not apply to clock-hour or non-term credit-hour programs. Student and Faculty member will create individualized plan to allow student to catch up academically, without penalty. 

If Leave of Absence exceeds the semester, an incomplete will be appropriate. Per Title IV regulations, the incomplete must be completed within 180 calendar days from beginning date of Leave of Absence.  If the Leave of Absence cannot be completed within that time, there may be financial implications for Federal Financial Aid (please see the Leave of Absence and Federal Financial Aid section).  

A student on a Leave of Absence will notify the Dean of Student Success that he/she has returned from leave and has resumed attendance/participation in courses.

Leave of Absence and Federal Financial Aid

A student receiving Federal Pell Grants, Federal Direct Subsidized or Unsubsidized Loans, Federal Parent Loans, or Student Educational Opportunities Grants who is unable to complete the coursework within 180 calendar days may have to return some or all of the funds they had already received.  The Return of Funds calculation is performed by Delta College’s Financial Aid Office via federal guidelines as governed under the Title IV regulation of the federal government. All determination is final. 

Procedures

1. 1.  Leave of Absence Request Form received
   2. Dean of Student Success Office checks to see if a student received a prior Leave of Absence.
      1. If the student has received a prior Leave of Absence, Dean of Student Success Office determines if the student is eligible for another Leave of Absence.
   3. Dean of Student Success Office contacts the following offices:
      1. Financial Aid Office to understand possible impact to student’s financial aid.
      2. Advising office to determine impact to program. 
      3. Validated Program Coordinator, if applicable.
      4. Veteran’s Coordinator, if applicable. 
      5. Athletic Director, if applicable.
   4. Leave of Absence Committee reviews all applicable material makes a determination of request every Friday.   
      
      1. If Leave of Absence Committee approves request, Dean of Student Success, or designee*, meets with the student to discuss Leave of Absence decision, including discussion regarding financial aid implications and program impact. 
         1. Dean of Student Success, or designee informs the following offices/points of contact:
            1. Financial Aid Office
            2. Registrar’s Office
            3. Faculty of students Leave of Absence
            4. Advising Office
            5. Dean of Student Success Office sends checklist to student.
      2. Leave of Absence Committee may state request is pending due to lack of supporting documentation. 
         1. Students will have seven (7) days to submit supporting documentation, if no supporting documentation can be provided, request will be denied. 
      3. If Leave of Absence Committee denies request, Dean of Student Success, or designee, does not approve Leave of Absence request. 
         1. The Dean of Student Success, or designee*, will contact the student notifying them of other options.
   5. Dean of Student Success Office will check in with the student thirty (30) days prior to the end of Leave of Absence approval period. 
   6. The Dean of Student Success Office will contact faculty, Registrar’s and Financial Aid office along with Student Success Advisor upon students return to the course. 
   7. Dean of Student Success will close out the Leave of Absence.
       

The LOA Policy & Procedure is subject to change at any time due to change in college or federal requirements.

*Dean of Student Success Designees - Associate Dean of Retention, Karry Kiste-Toner; Associate Dean of Enrollment Management, Jason Premo