Leave of Absence

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 eligible for a Leave of Absence (LOA).

This policy will be administered by the office of the Dean of Student Success or its designee*. For the purposes of this document, all future references to the ‘Dean of Student Success’ should be understood to include the Dean or their designee*

Student Information

The Leave of Absence (LOA) policy applies to all students, including those receiving Title IV federal financial assistance (Federal Pell Grants, Federal Direct Subsidized or Unsubsidized Loans, Federal Parent Loans and Student Educational Opportunity Grants) or veteran benefits. This policy is intended for students who experience circumstances that temporarily prevent them from attending some or all of their courses during a specific semester, including for military service. 

A Short-Term Leave of Absence (STLA) is available for students who need a temporary leave due to medical, personal or extraordinary circumstances that prevent class attendance for one day up to two weeks. An Extended Leave of Absence (ELOA) is intended for students facing significant life events that require a leave beyond two weeks. 

Initiating a Short-Term Leave of Absence (STLA)

A student may request a Short-Term Leave of Absence (STLA) due to a medical emergency or other extraordinary circumstances that prevent participation in coursework, whether in person or online, for at least one class session and up to two weeks. This leave allows students to remain eligible to register for future semesters. Requests must be submitted electronically, signed, and dated. The Short-Term Leave of Absence process is administered by the Office of the Dean of Student Success* who can be contacted at leaveofabsence@delta.edu.

To initiate a request, the student must complete and submit the electronic Short-Term Leave of Absence Request Form. Whenever possible, the request should be submitted before the absence occurs; however, in cases of unforeseen circumstances, it may be submitted after the event. To ensure timely support, students should submit their Short-Term Leave of Absence request within two calendar days of the qualifying event.

The Short-Term Leave of Absence Request Form must be fully completed and include the reason for the leave. The request should also indicate the amount of time needed (up to two weeks) and confirm that the student plans to return within that time to complete their coursework. Supporting documentation is required to determine eligibility and approve the request.

Short-Term Leave of Absence Determinations

Each Short-Term Leave of Absence (STLA) request is evaluated on an individual basis by the Dean of Student Success* as each student's situation is unique.

Approval of a Short-Term Leave of Absence depends on a documented, qualifying event occurring within the current semester. Whenever possible, students should submit their request before the leave begins. If the event is unforeseen, the request must be submitted within two calendar days of the qualifying event. The leave period must not exceed two weeks and will begin on the first class missed due to the qualifying event. The Dean of Student Success* will determine if the request was submitted within the appropriate timeframe.

Once a completed Short-Term Leave of Absence request is received, the Dean of Student Success* will notify the student of the approval or denial within five business days. Not all events qualify for a Short-Term Leave of Absence. If a request is denied, the student will receive written notification outlining the decision and rationale. There is no appeal process for Short-Term Leave of Absence decisions.

If a Short-Term Leave of Absence is approved, the Dean of Student Success* will notify the appropriate faculty and/or the Registrar, Financial Aid Office, Associate Dean, Dual Enrollment, Athletics, and Student Success Advisor.

In the event of a denial, students are encouraged to contact each of their individual faculty members to explore possible academic support options.

Qualifying Events and Acceptable Documentation – STLA

Students will upload documentation within the electronic form. Documentation may include notes from medical professionals, notes from emergency agencies, etc., as applicable.

Qualifying Events and Acceptable Documentation

• Concussions
  
  • Acceptable documentation includes doctor’s notes and documentation stating required restrictions that are related to the concussive symptoms
    
• Military Service
  
• 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
      
• Death of an immediate family member. Immediate family shall be defined as husband, wife, father, mother, brother, sister, son, daughter, grandchild, grandfather, grandmother, mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law, and son-in-law. Students may request a STLA for the loss of someone outside the immediate family if the relationship was especially impactful. Students should briefly explain the connection on their request form and each circumstance will be reviewed individually.
  
  • 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
      
  • Contagious illness such as Covid, mono, strep, or influenza 
    
    • Acceptable documentation includes:
      
      • positive test results 
        
      • doctor’s notes indicating positive test results
        
  • Emergency room/clinic visits that did not require hospitalization
    
    • • Acceptable documentation includes discharge papers specifying admittance date, discharge date, and any restrictions
        
  • Outpatient surgeries requiring no restrictions
    
    • Acceptable documentation includes discharge papers specifying admittance date, discharge date, and any restrictions
      
  • Doctor’s office/clinic visits diagnosing colds, migraines, or other illnesses not requiring hospitalization.
    
    • Acceptable documentation includes discharge papers specifying admittance date, discharge date, and any restrictions
      
  • 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

Non-qualifying Events

• Traffic jams, car trouble, or inability to find parking
  
• Absences related to inclement weather
  
• Childcare issues or school closures
  
• Title IX, sexual misconduct, pregnancy-related issues (these issues are covered under the Equity Office)
  
  • If you believe you have an experience that falls under Title IX, please contact the Equity Office for questions and assistance at equityoffice@delta.edu

If supporting documentation is not immediately available, the Dean of Student Success* will proceed based on the body of evidence and interview with student and/or parent or guardian proxy, as appropriate, while awaiting documentation.

Coordination of Services for Short-Term Leave of Absence (STLA)

Upon receiving a Short-Term Leave of Absence (STLA) request and verifying that appropriate documentation has been submitted, the Dean of Student Success* will coordinate necessary services to support the student’s academic progress. This includes working with faculty members to assess coursework expectations and determine any reasonable academic adjustments that may be necessary.

The appropriate college office will notify the student’s faculty members of the approved leave and evaluate whether the absence would fundamentally alter course requirements or create an undue administrative burden. If a Short-Term Leave of Absence is approved, faculty will receive a formal notification outlining:

1. The approved leave duration, including the impacted date range.
   
2. The expected return date to coursework.
   
3. Any applicable restrictions or limitations upon the student's return, if necessary.

While on an STLA, students are responsible for keeping up with coursework as much as possible. If a student is enrolled in online courses and their condition allows, they may continue participating in online coursework during their leave. The absences occurring under the STLA will be excused absences. Any absences that occur outside of the leave are subject to the course syllabus attendance policy. It is strongly recommended that students speak with their faculty members about their absences.

Students approved for an STLA will remain eligible to register for future semesters while on leave. In extraordinary circumstances, the Dean of Student Success* may waive certain components of the process to ensure the student receives appropriate academic support.

Student and Faculty Responsibilities for Short-Term Leave of Absence (STLA)

Student Responsibilities

Students approved for a Short-Term Leave of Absence (STLA) are responsible for managing their academic progress during their temporary absence. Specifically, students must:

1.  Stay accountable for coursework – Students remain responsible for any material covered, assignments given, or work completed during their leave.
   
2.  Submit the STLA request in a timely manner – Students should complete the Short-Term Leave of Absence Request Form and provide supporting documentation within two calendar days of qualifying event, following the outlined process.
   
3.  Maintain communication with leaveofabsence@delta.edu to keep staff informed about their situation, expected return date, and any changes that may impact their ability to resume coursework.
   
4.  Engage with faculty when possible – Students should communicate with their instructors regarding coursework, assignment expectations, and any necessary academic adjustments.
   
5.  If leave occurs within the last two weeks of your course, and an incomplete grade is assigned, you will need to complete the required course requirements within two weeks of the course end date. Failure to complete the necessary work could result in the incomplete grade converting to an “F” grade for the course.

Faculty Responsibilities

Faculty play a key role in supporting students during a Short-Term Leave of Absence (STLA) by ensuring clarity in academic expectations and providing reasonable accommodations where applicable. Faculty members are expected to:

• Maintain communication – Encourage students to stay engaged by discussing expectations related to: 
  
  • Current course assignments
    
  • Student participation requirements
    
  • Academic progress and completion of missed work upon return
    
• Mark excused absences – Record any absences within the approved STLA leave period as "Absent Excused" in Faculty Self-Service.
  
• Provide reasonable make-up opportunities – Allow students an equitable and appropriate amount of time to complete missed coursework, beginning on or after their return.
  
  • If leave occurs within the last two weeks of the course, an incomplete grade may need to be assigned. The incomplete deadline should not extend beyond two weeks from the last date of the course.
    
    • Consideration of the Approved College Calendar: If an incomplete grade is assigned and the approved College Catalog indicates a period when faculty are not available—such as during winter break—the two-week timeframe to complete coursework will begin on the first day faculty and staff return after the break, as outlined in the academic calendar.
      
  • Faculty should submit appropriate incomplete grade forms to the Registrar’s office in a timely manner. 
• Collaborate with the Leave of Absence process – if you have concerns about a student’s academic progress or ability to successfully complete the course following their return, please communicate with the Leave of Absence team by emailing leaveofabsence@delta.edu. This helps ensure appropriate support and coordination.

Short-Term Leave of Absence (STLA) Procedures

1. Submission and Initial Review
   
   • The Short-Term Leave of Absence Request Form is received by the Dean of Student Success Office*
     
2. Coordination with Relevant Offices, as applicable. 
   
   • The Dean of Student Success* consults with the following offices, as applicable, to assess the potential impact of the leave: 
     
   • Financial Aid Office – Determines any financial aid implications.
     
   • Faculty – Assesses the student’s current standing and success in their courses.
     
   • Advising Office – Reviews the potential impact on the student’s academic program.
     
   • Program Coordinators for Clinical or Cohort Programs – If applicable, reviews program-specific considerations.
     
   • Dual Enrollment Office – If applicable, will communicate with K-12 partner.
     
   • Veteran’s Coordinator – If applicable, evaluates any impact on veteran benefits.
     
   • Athletic Director – If applicable, considers implications for student-athletes.
     
3. Referral Based on Nature of Leave Request
   
   • If the request is medical in nature, the Dean of Student Success* refers the student to the Office of Disability Resources (ODR) for review. 
     
     • The Office of Disability Resources evaluates the request and makes a determination on approval or denial.
       
   • If the request is not medical in nature, the Dean of Student Success* oversees the review process and provides necessary support.
     
4. Decision on Leave Request
   
   • The Dean of Student Success* makes a final determination regarding approval or denial.
     
   • If the request is approved, the Dean of Student Success* notifies the student and provides a checklist outlining next steps. The Dean also informs the following offices:
     
     • Financial Aid Office
       
     • Registrar’s Office
       
     • Faculty (to notify them of the student’s Short-Term Leave of Absence)
       
     • Advising Office (add a note in Student Planning indicating the student is on a leave of absence, including the start and end dates of the leave)
       
     • Dual Enrollment, if applicable
       
     • Athletic Office, if applicable 
       
   • If the request is denied, the Dean of Student Success* contacts the student to inform them of alternative options.
     
5. Final Documentation and Closure
   
   • The Dean of Student Success* updates the Registrar’s Office and enters a brief note in Student Planning to document the leave.
     
   • Once the student returns to coursework, the Dean of Student Success* formally closes out the Short-Term Leave of Absence. 

Initiating an Extended Leave of Absence (ELOA)

An Extended Leave of Absence (ELOA) is a federally regulated leave that must not exceed 180 calendar days within a 12-month period, beginning on the first day of the qualifying event. Students may request an ELOA due to medical emergencies or other extraordinary circumstances requiring an absence of two weeks or more. This leave applies when a student is unable to participate in coursework, whether in person or online, for an extended period. Students on an ELOA may not register for or attend future semesters until they return from leave. 

Students are encouraged to submit their request before any absences occur, unless unexpected circumstances prevent it. Requests may also be submitted after the absence if needed; but to ensure the best support, they should be submitted within two weeks of the qualifying event.

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

Extended Leave of Absence Determinations

As each student situation is unique, all Extended Leave of Absence requests will be considered on an individual and interactive basis by the Dean of Student Success*. Extended 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 as of the date of the approved qualifying event. The Dean of Student Success* will determine if the student applied within the appropriate timeframe.  

Upon receipt of the completed Extended Leave of Absence request form, the Dean of Student Success* will notify students of request approval or denial within 5 business days. Not all events qualify for an Extended Leave of Absence. If a student’s Extended 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 Extended Leave of Absence request. 

Upon Extended Leave of Absence approval, Dean of Student Success* will notify appropriate faculty, Registrar, Financial Aid, Associate Dean, Dual Enrollment, Athletics and Student Success Advisor. Students 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 within the electronic form. 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
    
• Military Service
  
• Concussions
  
  • Acceptable documentation includes doctor’s notes and documentation stating required restrictions that are related to the concussive symptoms
    
• Students who are coping with complicated grief or who find themselves responsible for managing the personal, legal, or financial affairs of a recently deceased loved one may be eligible to request an extended leave of absence from their academic responsibilities. This leave is intended to provide them with the time and space necessary to process their loss and attend to essential matters without the added pressure of academic obligations.
  
• Immediate family shall be defined as husband, wife, father, mother, brother, sister, son, daughter, grandchild, grandfather, grandmother, mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law, and son-in-law. Students may request a STLA for the loss of someone outside the immediate family if the relationship was especially impactful. Students should briefly explain the connection on their request form and each circumstance will be reviewed individually.
  
  • 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 events 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
      
• Significant health event for yourself or immediate family.
  
• Contagious illness such as Covid, 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
  
• Title IX, sexual misconduct, pregnancy-related issues (these issues are covered under the Equity Office)
  
  • If you believe you have an experience that falls under Title IX, please contact the Equity Office for questions and assistance at equityoffice@delta.edu    

Coordination of Services

After receiving a request for an Extended 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 an Extended Leave of Absence within the current semester, students will return to their former academic standing. This does not apply to clock-hour or non-term credit-hour programs. Students and Faculty members will create individualized plans to allow students to catch up academically, without penalty. 

If the Extended 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 the beginning date of the Extended Leave of Absence. If the Extended 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 an Extended Leave of Absence will notify the Dean of Student Success* that he/she/they 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 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. 

Student and Faculty Responsibilities for Extended Leave of Absence (ELOA)

Student Responsibilities

Students approved for an Extended Leave of Absence (ELOA) are responsible for managing their academic progress and return plan during their extended absence. Specifically, students must:

• Stay accountable for coursework – Students are responsible for learning course material independently and completing any missed assignments during their leave. This may require continuing into the next semester to finish coursework.
• Submit the ELOA request in a timely manner – Students should complete the Extended Leave of Absence Request Form and provide supporting documentation. While submitting prior to the absence is preferred, the request should be submitted within two weeks of the qualifying event if prior notice is not possible.
• Maintain communication with leaveofabsence@delta.edu – Students should keep the Leave of Absence team informed about their situation, expected return date, and any changes that may impact their ability to complete coursework or resume future enrollment.
• Engage with faculty when possible – Students are expected to reach out to instructors to discuss a plan for completing missed work, including how and when assignments will be submitted.
• Understand grading and enrollment implications – If coursework is not completed by the end of the semester, an Incomplete (I) grade will be assigned. If the required work is not submitted before the ELOA expires (180 calendar days from initial qualifying event), the (I) will convert to an F grade. Students must also drop any upcoming semester courses if the leave is still active.
• Be aware of financial aid impact – Failure to complete coursework may result in financial aid implications. The Financial Aid Office may request last dates of attendance from faculty, which could result in a financial balance owed to the College.

Faculty Responsibilities

Faculty play a critical role in supporting students during an Extended Leave of Absence (ELOA) by maintaining open communication and offering reasonable pathways for students to complete course requirements. Once the student makes contact, Faculty members are expected to: 

• Engage with the student to establish clear expectations for completing missed coursework, including:
  • Specific assignments to be made up
  • Academic progress expectations
  • Timeline for submission and grading
• Keep the course shell open – Ensure the course remains accessible in eLearning until the student completes the necessary work or the 180-calandar day leave period expires.
• Assign an Incomplete (I) grade if needed – If the student is unable to complete all coursework by the end of the current term, an Incomplete (I) grade should be assigned.
  • Faculty should submit appropriate incomplete grade forms to the Registrar’s office in a timely manner. 
    • Consideration of the Approved College Calendar: If an Incomplete (I) grade is assigned and the extended leave period continues into the spring/summer term, when faculty may not be under contract, the faculty member will coordinate with the Dean of Student Success* to determine an appropriate plan for the student to complete their coursework. This plan may include but is not limited to assigning the student to work with a different instructor, submitting coursework with grading to occur upon the original instructor’s return, or identifying another solution agreed upon by the student, faculty, and the Office of the Dean of Student Success*. Faculty are not required to work with students during non-contractual days.
• Support completion of missed work – Collaborate with the student to develop a reasonable plan and timeline for completion of coursework. This plan may include flexibility in how and when work is submitted.
• Grade submitted work and update final grade – Evaluate submitted materials and change the Incomplete (I) to a final grade once all course requirements are met.
• Collaborate with the Leave of Absence process – If there are concerns about the student’s ability to complete the course, please reach out to the Leave of Absence team at leaveofabsence@delta.edu for guidance and support.

Extended Leave of Absence (ELOA) Procedures

1. Submission and Initial Review
   
   • The Extended Leave of Absence (ELOA) Request Form has been received by the Dean of Student Success Office*.
     
   • The Dean of Student Success* reviews student records to determine if the student has previously received an Extended Leave of Absence.
     
   • If the student has had a prior ELOA, the Dean of Student Success* evaluates whether they are eligible for another leave.
     
2. Coordination with Relevant Offices
   
   • The Dean of Student Success Office consults with the following offices, as applicable, to assess the potential impact of the leave: 
     
     • Financial Aid Office – Determines any financial aid implications.
       
     • Faculty – Assesses the student’s current standing and success in their courses.
       
     • Advising Office – Reviews the potential impact on the student’s academic program.
       
     • Program Coordinator for Clinical or Cohort Programs – If applicable, reviews program-specific considerations.
       
     • Dual Enrollment Office – If applicable, will communicate with K-12 partner.
       
     • Veteran’s Coordinator – If applicable, evaluates any impact on veteran benefits.
       
     • Athletic Director – If applicable, considers implications for student-athletes.
       
3. Student Consultation and Committee Review
   
   • The Dean of Student Success* meets with the student to discuss the request and determine if they wish to proceed.
     
   • If the student is eligible and chooses to move forward, the request is forwarded to the Extended Leave of Absence Committee for review.
     
   • The Extended Leave of Absence Committee evaluates all supporting documentation and makes a determination weekly.
     
4. Decision on Leave Request 
   
   • If the Extended Leave of Absence Committee approves the request, the Dean of Student Success* notifies the student and discusses the decision, including financial aid implications and program impact. The following offices are also notified:
     
     • Financial Aid Office
       
     • Registrar’s Office
       
     • Faculty (to notify them of the student’s Extended Leave of Absence)
       
     • Advising Office (add a note in Student Planning indicating the student is on a leave of absence, including the start and end dates of the leave)
       
     • Program Coordinator for Clinical or Cohort Programs – If applicable, reviews program-specific considerations.
     • Dual Enrollment, if applicable
       
     • Athletic Office, if applicable 
       
   • After notifications are made, the Dean of Student Success* sends a checklist to the students to guide their next steps. 
     
   • If the Committee determines that additional documentation is required, the student will have seven (7) calendar days to submit the necessary information. If no documentation is provided, the request will be denied.
     
   • If the Extended Leave of Absence request is denied, the Dean of Student Success* contacts the student to explain the decision and discuss alternative options.
     
5. Ongoing Monitoring and Return Process
   
   • The Dean of Student Success* checks in with the students 30 days before the end of their approved Extended Leave of Absence period.
     
   • Upon the student’s return, the Dean of Student Success* coordinates with faculty, the Registrar’s Office, Financial Aid Office, and the Student Success Advisor to facilitate re-entry into coursework.
     
   • Once the student resumes academic participation, the Dean of Student Success* formally closes out the Extended Leave of Absence.