Leave of Absence Policy

A leave of absence (LOA) may be granted for several general reasons, including, but not limited to, the following:

• academic performance
• personal issues (health or family difficulties)
• financial hardship
• pursuit of other academic activities (such as earning an advanced degree, conducting non–degree-related research, or studying abroad).

Any student considering taking a leave of absence should meet with the Associate Dean for Student Programs and Professional Development.  The Associate Dean for Student Programs’ role is to explain the policy, offer support and help the student with any questions or concerns regarding the leave.  The student will be provided with the Leave of Absence form and will be directed to write a short explanation as to why a leave of absence is being requested.  All of the material will be forwarded to the Chair of the SPC.  Depending on the circumstances, a student may drop an ongoing course or clerkship, and resume it upon his/her return.  In other instances, a student will be asked to repeat a course or clerkship upon return.  The Student Promotions Committee (SPC) formally approves LOAs and makes all decisions regarding repeating course material.  The  SPC also approves students for reentry to the school at the end of the leave. 

If the leave of absence is being requested because of health reasons, a written request to drop for reason of illness must be made to the Associate Dean for Student Programs and Professional Development and be accompanied by documentation from the treating physician stating that continuation by the student under the prevailing circumstances is not practical. In addition, the physician should project when the student might be able to resume his or her studies. It may be necessary, depending on LOA circumstances, that a fitness for duty examination be performed on the student by appropriate professionals before reentry to FSM is granted.   

In an emergency situation, the FSM Administration has the right to put a student on a LOA. 

A written request to drop for reasons of personal or family crisis must explain the specific nature of the crisis, such as death, disability, or serious illness of a family member; collapse of financial support; or impending legal issue. The request must also explain how the student expects to cope with his or her particular situation before returning and the expected return date.

A student whose inadequate performance in early units of the first- or second-year courses is related to inadequate preparation, underdeveloped coping or study skills, or uncertain career motivation may request that all or part of the remaining curriculum be delayed to a future year. Such a request must be made in writing prior to (a) the completion of the fourth unit of the Structure-Function course or the fifth unit of the Scientific Basis of Medicine course, and (b) the failure of any three units of either course. Courses dropped beyond either of these occurrences will be graded Fail. The written request should include a plan for identifying and correcting the deficiency or distraction and an estimate of when the student will be ready to resume or repeat the course.

For similar reasons, a student may make a written request that the remainder of a clerkship be dropped and the clerkship be resumed with the clerkship director’s consent. Such a request must be made prior to the completion of the first half of the clerkship and include a plan for identifying and correcting the deficiency or distraction and an estimate of when the student will be ready to resume or repeat the clerkship.

Action on these requests, extensions of them, and conditions for return will be reviewed and affirmed or denied by the Student Promotions Committee in coordination with course directors, the student’s college mentor, and the Associate Dean for Student Programs and Professional Development. Requests to drop courses after mid-point deadlines will generally be denied. A student should seek and apply whatever counsel may be available to strengthen performance and attempt to satisfy the remaining course requirements.

LOAs are generally limited to one year but may, under some circumstances, be renewed upon re-application and provision of justification to the SPC. Return to medical school must be approved by the Student Promotions Committee and is subject to the availability of space in the appropriate medical school class. A student who has been on a LOA for three or more years may be required to repeat some or all of the coursework completed prior to taking leave.