Academic Information

Leaves of Absence, Withdrawals, and Readmissions

Leaves of Absence

Students who wish to leave the College for a semester, after which they intend to return, should take a leave of absence. If a leave of absence is taken while a student is currently enrolled in classes, that semester is considered to be one semester of the leave. A student who leaves campus during a semester without completing the proper forms receives grades of F in all courses except completed block courses.

Besides a regular leave of absence, students can apply for a leave for medical or emergency reasons.

The granting of a leave of absence guarantees readmission to the major in which the student is enrolled when applying for a leave and permits the student to graduate by complying with the degree program requirements in effect when the leave is taken. Students who are requesting a leave of absence other than a medical leave of absence are required to pay the $400 advance registration deposit, which is applied to their semester of return. Without this deposit, the leave of absence will not be approved, resulting in the student's being administratively withdrawn from the College. Advance deposits are not refunded after June 15 for the fall semester and December 1 for the spring semester.

The date of leave is the date when the student notifies the Division of Student Affairs and Campus Life of an intention to take a leave of absence or the last day of academic activity as determined by the College.

Students taking a leave of absence or withdrawal who are recipients of federal Title IV financial aid should refer to "Refund Procedure" to determine the implications of that leave or withdrawal for the financial aid program. Questions about individual cases should be directed to the Office of Student Financial Services.
Refund Procedure

Students who have on-campus housing when applying for a leave of absence are required to live on campus when they return, unless approved to move off campus.

Regular leave of absence -- Typically a standard leave of absence may be granted for one semester to students who wish to interrupt their studies at Ithaca College. A leave of absence is also required for study abroad anywhere except the Ithaca College London Center, the Washington Semester Program, and Ithaca College-affiliated study abroad programs. Application for a leave of absence is handled through the Division of Student Affairs and Campus Life. An appointment should be made with the coordinator of special services and programs for an exit interview and to complete the proper application form.

If the student is enrolled in classes, taking a leave of absence by the withdrawal deadline date published in the academic calendar results in grades of W (withdrawn) in all courses other than completed block courses. Taking a regular leave of absence after the last date to withdraw as published in the academic calendar results in grades of F in all courses other than completed block courses.

The leave of absence allows the student on leave the opportunity to register in advance for the semester of return.

If a student takes a leave of absence and later is suspended, dismissed, placed on warning for unsatisfactory academic performance, or suspended or expelled as the result of a judicial decision, the sanctions take precedence over a regular leave of absence and stand as a matter of record. Academic warning becomes operative at the time of return to the College.

Students on a leave of absence who decide not to return to Ithaca College should contact the Division of Student Affairs and Campus Life to apply for a regular withdrawal. The advance deposit is nonrefundable. The date of separation for the leave of absence will be used as the date of separation for the withdrawal.

Students who do not return after the specified regular leave of absence period and who do not apply for a regular withdrawal are administratively withdrawn, and the last day of attendance will be considered to be the date the leave of absence began. Students on a regular or administrative withdrawal are required to reapply in order to return to the College. In such instances, there is no guarantee of readmission.

Medical leave of absence -- Students who must leave the College because of medical or psychological conditions that necessitate their absence may request a medical leave of absence. Documentation of the serious nature of the medical condition must be provided to the health center. Approval must be given by the director of health services and the Division of Student Affairs and Campus Life (in consultation with the counseling center when it is a psychological condition). Application forms for medical leaves of absence are available at the health center. Students requesting a medical leave of absence are not required to pay the $400 advance registration deposit for their semester of return.

When a medical leave of absence is granted during the course of the semester, the course grade is normally a W (withdrawn) in all courses other than completed block courses unless the student initiates and receives appropriate approval for incompletes (I). Students have a maximum of one semester after their return to remove a grade of I.

Applications for medical leave must be submitted by the last date to withdraw as published in the academic calendar. Applications submitted after that withdrawal deadline date will not be considered, except in extraordinary circumstances. In such circumstances, additional documentation and information may be required and the decision will involve input from the dean and provost, as well as the vice president for student affairs and campus life.

A student must apply for readmission through the health center and secure approval of the College in order to return from a medical leave of absence. Before the application can be acted on, documentation must be submitted to the health center indicating that the medical or psychological condition has been remedied and that the student is capable of resuming study at the College. All information submitted becomes part of the student's health record and will remain confidential. Students on medical leave are not eligible to register for courses until approved to return from medical leave.

If a student does not return after the medical leave of absence and does not extend it, he or she will be medically withdrawn from the College and must go through a medical and academic readmission process in order to return. In such instances, there is no guarantee of readmission. The date of separation for the leave of absence will be used as the date of separation for the withdrawal.

Emergency leave of absence -- Students who must leave the College on urgent personal grounds that necessitate their absence for a semester, such as death or a serious illness in the immediate family, may request an emergency leave of absence. Documentation of the serious nature of the emergency must be provided. Applications for emergency leave of absence are available at the Division of Student Affairs and Campus Life. Students requesting an emergency leave of absence are not required to pay the $400 advance registration deposit for their semester of return.

When an emergency leave of absence is granted during the course of the semester, the course grade is normally a W (withdrawn) in all courses other than completed block courses unless the student initiates and receives appropriate approval for incompletes (I). Students have a maximum of one semester after their return to remove a grade of I.

Students on an emergency leave of absence who decide not to return to Ithaca College should contact the Division of Student Affairs and Campus Life to apply for a regular withdrawal. The date of separation for the leave of absence will be used as the date of separation for the withdrawal.

Students who do not return after the emergency leave of absence and do not extend it or apply for a regular withdrawal are administratively withdrawn from the College. In such instances, the withdrawal date will be considered to be the date the leave of absence began. Students on a regular or administrative withdrawal must go through the readmission process in order to return. In such instances, there is no guarantee of readmission.

Continuation Leave

Recent changes in federal policy regarding approved leaves of absence require the College to report students who do not return to active enrolled status as withdrawn from the institution. However, students who wish to keep their records active pending their return to the College after an absence of more than one semester may do so by applying for continuation leave and paying a nonrefundable fee of $200 per semester. Application for continuation leave, along with payment of the fee, must be received by the College before the conclusion of the student's approved regular leave. The continuation fee of $200 is separate from the advance registration deposit of $400, which remains creditable toward tuition in the semester the student returns to active status. Students who have not paid the advance deposit or the continuation fee will be administratively withdrawn from the institution, after which their return will become contingent on reapplication and approval for readmission. Students who are administratively withdrawn will have their withdrawal date set to the beginning of their original leave date or their last date of academic activity as determined by the College.

Students on continuation leave must be reported as withdrawn for federal aid eligibility and repayment purposes. The determination of the date of withdrawal will be in accordance with procedures outlined below. Students on continuation leave may be required to begin repayment of their student loans during their leave if the federal period of deferral has expired.

Before being granted approval for withdrawal, leave of absence, or a continuation leave, all students who are federal loan recipients are required to be counseled by the Office of Financial Aid to discuss the consequences of their changed status on loan programs.

Students who do not return after the continuation leave and do not apply for a regular withdrawal are administratively withdrawn from the College. In such instances, the date of separation for the original regular leave will be used as the date of separation for the withdrawal. Students on a regular or administrative withdrawal must go through the readmission process in order to return. In such instances, there is no guarantee of readmission.

Withdrawals

Students who wish to leave the College and do not wish to return should withdraw officially from the College. There are three types of withdrawals: regular, medical, and administrative. A student who leaves campus during a semester without completing the proper forms will receive grades of F in all courses except completed block courses. Advance registration deposits are not refunded after June 15 for the fall semester and December 1 for the spring semester.

Students who were living on campus before their withdrawal will be required to live on campus after readmittance, unless approved to move off campus.

Regular withdrawal -- Students who wish to leave the College and do not wish to return should withdraw from the College. Applications for withdrawal are handled through the Division of Student Affairs and Campus Life. The student should make an appointment with the coordinator for special services and programs for an exit interview and completion of the proper application form.

Official withdrawal by the last date to withdraw as published in the academic calendar results in grades of W in all courses other than completed block courses; official withdrawal after the date published in the academic calendar results in grades of F in all courses other than completed block courses.

The date of withdrawal is the date when the student notifies the Division of Student Affairs and Campus Life of an intention to withdraw or the last day of academic activity as determined by the College. A student who has initiated but not yet completed the withdrawal process and wishes to rescind the withdrawal must notify the Division of Student Affairs and Campus Life in writing of his or her intention to continue study at the College.

If a student plans to withdraw and is later suspended, dismissed, placed on warning for unsatisfactory academic performance, or suspended or expelled as the result of a judicial decision, the sanctions take precedence over a regular withdrawal and stand as a matter of record. Academic warning becomes operative in the event that the student is readmitted to the College.

Students who wish to return to the College after a withdrawal must follow the procedures for reapplication listed below. Readmission to the College is not guaranteed; a student who is granted readmission to the College after a withdrawal may not be granted readmission to the major in which he or she was enrolled at the time of withdrawal. All students who are readmitted after a withdrawal must comply with the degree program requirements in effect at the time of readmittance.

Medical withdrawal -- Students who must leave the College on medical or psychological grounds and who do not wish to return to the College should arrange for a medical withdrawal. Medical withdrawals are only granted after appropriate documentation is provided to the director of health services, who will also consult with the director of the counseling center if it is a psychological condition. Final approval is granted by the director of health services and the Division of Student Affairs and Campus Life. Medical withdrawal applications are available at the health center.

Applications for medical withdrawal submitted after the last date to withdraw as published in the academic calendar are rarely approved. In such circumstances, additional documentation and information may be required, and the decision will involve input from the dean and provost, as well as the vice president for student affairs and campus life.

The date of withdrawal is the date when the student notifies the Division of Student Affairs and Campus Life of an intention to withdraw or the last day of academic activity as determined by the College. A student who has initiated but not yet completed the medical withdrawal process and wishes to rescind the withdrawal must notify the Division of Student Affairs and Campus Life in writing of his or her intention to continue study at the College.

A medical withdrawal taken during a semester normally results in grades of W in all courses other than completed block courses.

Students who wish to return to the College after a medical withdrawal must follow the procedures for readmission below. In addition to regular readmission procedures, a request for readmission following medical withdrawal must be evaluated and approved by the director of health services (in consultation with the counseling center if the reason for withdrawal was a psychological condition). This includes review of documentation that the medical condition has been remedied and that the student is approved by the director of health services to resume study at the College.

A student who is granted readmission to the College may not be granted readmission to the major in which he or she was enrolled at the time of medical withdrawal. All students who are readmitted after a medical withdrawal must comply with the degree program requirements in effect at the time of readmittance.

Administrative withdrawal -- Students are administratively withdrawn by the College if (1) they have not paid the advance registration deposit by July 1; (2) they have not registered for classes by the end of the add/drop period of any semester; (3) they have not returned to the College when the approved period of leave of absence has expired and have not applied for a continuation leave or regular withdrawal; or (4) they have not returned at the time specified after academic or disciplinary suspension and the period of suspension has not been extended.

The date of withdrawal for students who are administratively withdrawn is the last date of academic activity as determined by the College.

Students who have been administratively withdrawn from the College must follow the procedures for readmission listed below. Readmission to the College is not guaranteed. A student who is granted readmission to the College may not be granted readmission to the major in which he or she was enrolled at the time of administrative withdrawal. All students who are readmitted after an administrative withdrawal must comply with the degree program requirements in effect at the time of readmittance.

Procedure for Return or Readmission to College

Students who wish to return to the College after regular withdrawal, administrative withdrawal, or academic or disciplinary suspension must apply through the registrar's office by July 1 for return in the fall semester or December 1 for return in the spring semester. Application forms can be obtained from the registrar's office. Students who wish to return after medical withdrawal must also apply for readmission through the health center.

Students who wish to return from a medical leave of absence need only to apply for readmission through the health center.

Students are required to submit the application form by the above deadlines. All supporting evidence (including official transcripts from all colleges attended since leaving Ithaca College) must be submitted so that it can be reviewed in a timely manner. In cases of medical leave of absence or medical withdrawal, documentation substantiating readiness to return to college is required as indicated above.

Involuntary Leave of Absence Policy

This policy is meant to be invoked only in extraordinary circumstances, when a student is unable or unwilling to request a voluntary leave of absence or a voluntary medical leave of absence and when such a leave may be necessary to protect the safety of that student and/or others, or the integrity of the College's learning environment. This would include such situations as unresolved, ongoing, and serious suicidal threats; self-starvation of a life-threatening nature; and serious threats of harm to others. Before an involuntary leave is considered, efforts will be made to encourage the student to take a voluntary leave, thus preserving, to the extent possible, confidentiality and privacy.

This policy and these procedures do not take the place of disciplinary actions that are in response to violations of the Student Conduct Code, nor do they preclude the removal or dismissal of students from the College as a result of such violations.

Placing a Student on Involuntary Leave of Absence

The vice president for student affairs and campus life, or designee, may be alerted to a student's threatening behavior from a variety of sources on campus (residential life, public safety, health center, a faculty or staff member, the student's adviser, etc.). If the vice president deems it appropriate, these procedures will be initiated.

1. The vice president for student affairs and campus life, or designee, will notify the student that an involuntary leave is under consideration.

2. The vice president for student affairs and campus life, or designee, will discuss with the student the implications of and procedures relating to an involuntary leave of absence. A copy of this policy will be provided to the student. Whenever possible and appropriate, the vice president for student affairs and campus life, or designee, will encourage the student to take a voluntary leave of absence or a voluntary medical leave of absence, thereby eliminating the need to complete the process for an involuntary leave.

3. The vice president for student affairs and campus life, or designee, will confer as feasible and appropriate with the following individuals or their designees regarding the need for an involuntary leave of absence:

  • dean or associate dean of the student's school
  • associate vice president for student affairs and campus life
  • director of health services
  • director of counseling center
  • director of residential life and judicial affairs (for on-campus students)
  • director of public safety

4. During these consultations, these individuals will pay particular attention to the criteria for invoking an involuntary leave, especially whether the student engages in, or is judged to be likely to engage in, behavior that poses a danger of causing harm to him/herself or others, or disrupts the learning environment.

5. The vice president for student affairs and campus life, or designee, may require a student to undergo a psychological and/or physical evaluation if she/he believes it will facilitate a more informed decision. The student's refusal or failure to undergo such evaluation will not affect the College's right to invoke and apply this policy. In this event, a final decision will be made without benefit of this information.

6. Following these consultations, the vice president for student affairs and campus life, or designee, will make a final decision regarding the involuntary leave of absence and must provide written notice of this decision to the student.

If an involuntary leave is imposed, the vice president for student affairs and campus life, or designee, will inform the student of the decision, as well as the specific requirements for reenrollment. If an involuntary leave is not imposed, the vice president for student affairs and campus life, or designee, may impose other conditions and/or requirements under which the student is allowed to remain at the College.

Implications of an Involuntary Leave of Absence

Leave in effect

Until the student complies with the specific requirements for reenrollment outlined by the vice president for student affairs and campus life, or designee

Duration of leave

Typically, no fewer than two semesters, although the specific length of leave will be determined on a case-by-case basis

Student must leave campus

Within the time period set forth by the vice president for student affairs and campus life, or designee

Student may visit campus

Only as authorized in writing by the vice president for student affairs and campus life, or designee, for the duration of the leave

Notification

The vice president for student affairs and campus life, or designee, reserves the right to notify a parent, guardian, or other person, if notification is deemed appropriate. In addition, the parent, guardian, or other person may be asked to make arrangements for the safe removal of the student from the College environment.

Transcript notation

"Withdrew"

Financial Obligations

A student on an involuntary leave of absence may still have certain financial obligations. For more information, refer to "Explanation of Charges."
Explanation of Charges

Request for Reenrollment

A formal request for reenrollment after an involuntary leave of absence must be submitted to the vice president for student affairs and campus life, with a copy sent to the dean of the student's school. The student's reenrollment request will be reviewed by the vice president for student affairs and campus life, or designee, who, with the dean of the student's school, must approve the reenrollment.

When a medical or psychological condition forms the basis of the involuntary leave, the student will be notified in writing of the required procedures for reenrollment. In this circumstance the vice president for student affairs and campus life, or designee, may consult with the director of health services and/or the director of the counseling center in deciding whether to approve the student's request to reenroll.

Responsibilities

The major responsibilities each party or designee has in connection with an involuntary leave of absence are as follows:

Student

Abide by the decision made by the vice president for student affairs and campus life, or designee, to take an involuntary student leave of absence. Submit a formal request for reenrollment to the College after an involuntary student leave of absence, if the student wishes to reenroll.

Dean of student's school

With the vice president for student affairs and campus life, or designee, approve or deny requested reenrollment of a student.

Director, health services,
and director, counseling
center

Communicate with the vice president for student affairs and campus life, or designee, if there is a reason to believe that the student's health or safety or another student's safety is at high risk, and that an involuntary leave of absence might be appropriate. When requested, consult with and advise the vice president for student affairs and campus life, or designee, concerning the student's need for involuntary leave and readiness for reenrollment, as permitted by the legal and ethical requirement for medical/psychological privacy.

Vice president for student
affairs and campus life

Consult with designated administrators to formulate a plan for and provisions of a student's involuntary leave of absence. Communicate to the student the outcome of the proceedings and the terms of the involuntary leave of absence. With the dean of the student's school, approve or deny requested reenrollment of a student.