Leave of Absence and Withdrawal Policy

Policy Owner: Associate Dean for Academic Affairs

Policy Contact: Assistant Dean for Student and Resident Affairs

POLICY STATEMENT

University of Minnesota School of Dentistry (U of M SOD) learners are expected to proceed through the curriculum in a continuous, uninterrupted fashion until graduation. In the event of circumstances which necessitate a temporary period of non-enrollment, a leave of absence (LOA) may be granted. 

REASON FOR POLICY

Circumstances may arise in which a learner’s enrollment may be interrupted. Allowing a voluntary LOA provides learners the ability to return to dental school and potentially receive an exception to the Program Completion Deadline.  (See Doctor of Dental Surgery Program Completion Policy and Dental Therapy Program Progression and Completion Policy in Related Information section below) 

A LOA provides a learner with the opportunity to address personal, academic, technical, or professional deficiencies that permit continuation in, and successful completion of, the dental education program.

Parental leave related to the birth or adoption of a child are addressed in a separate policy (See Student Parental Leave Policy in the Related Information Section below).

PROCEDURES

Learners on, or about to take, a LOA are encouraged to speak with the Office of Financial Aid regarding any impact a leave may have on their financial aid status or tuition refund eligibility.

I. Leave of Absence

Enrolled learners may request a LOA from the Associate Dean for Academic Affairs or for advanced education trainees, their Program Director. Typical reasons for requesting such a leave include, but are not limited to: 

• Medical reasons
• Personal reasons
• Financial reasons
• Caretaker reasons

General Procedures

1. Learners requesting a LOA must submit a request in writing to the Associate Dean for Academic Affairs for review. Advanced education trainees must submit a request in writing to their Program Director for review.  Learners may be required to meet with the Assistant Dean for Student and Resident Affairs to discuss their options. The Associate Dean for Academic Affairs has authority to approve or deny the request.  

2. Approved leaves will stipulate: 

   • a time period for the leave
   • the date by which the learner must formally notify the school confirming their return to active enrollment (typically no fewer than thirty days in advance of the LOA termination date)
   • any conditions to be met prior to, or subsequent to a return to active enrollment

3. The approval of a LOA does not negate other dental school policies related to course remediation or academic status and it does not negate previous/concurrent progression committee decisions or conduct investigations or procedures. 

4. A LOA may be approved for up to one year. A learner may request an extension of one additional year. Requests for an extension may require a documented reason for considering further extensions, and the additional consideration and approval of the relevant scholastic standing committee in addition to the Associate Dean for Academic Affairs. 

   • The length of a Leave of Absence for a trainee in an advanced education program will be determined by the respective Program Director in consultation with the Assistant Dean for Advanced Education.

5. Learners who do not return to the U of M SOD after being on a LOA, or those who do not provide written notification by the prescribed dates of their intention to return will be considered to be on an unapproved leave and may be withdrawn or dismissed from the School of Dentistry in addition to being subject to other actions. These include academic holds, delayed reinstatement, and financial obligations. 

6. The School of Dentistry reserves the right to require a learner returning from a LOA to complete remedial work or demonstrate satisfactory academic and/or clinical competence where there are legitimate concerns about that learner’s current academic ability or for patient safety. 

7. Advanced education program trainees should meet with an HR representative prior to their leave and should note that while on leave:

   • They will not receive their stipend

   • They will not maintain their benefit package

   • Graduate Assistant benefits may be impacted

II. Withdrawal

Although there may be a variety of legitimate reasons a learner may consider withdrawing from dental school, such a decision can have significant consequences on a learner’s future and should be considered carefully. As such, learners contemplating withdrawal for any reason should consult with the Assistant Dean for Student and Resident Affairs prior to making such a decision. Learners are also strongly encouraged to seek assistance from their advisors, the SOD embedded counselor, Student Counseling Services, or other support systems prior to considering withdrawal. Learners wishing to permanently end enrollment in the U of M SOD must notify the Associate Dean for Academic Affairs, in writing, their intention to withdraw and their expected official withdrawal date. The withdrawal may also be reviewed by the relevant progression committee. A learner’s current academic standing and any remediation requirements will remain in effect at the time of withdrawal and be noted in the learner’s academic file; these may inform decisions regarding requests for reinstatement. 

FORMS/INSTRUCTIONS 

There are no forms associated with this policy.

APPENDICES

There are no appendices associated with this guideline.

FREQUENTLY ASKED QUESTIONS

There is no FAQ associated with this policy.

ADDITIONAL CONTACTS

DEFINITIONS

Leave of Absence (LOA) 

A LOA from the U of M SOD converts the learner’s status to “Inactive.” The learner is no longer considered enrolled during the approved duration of the LOA, but is expected to return to dental school. The learner may still be subject to financial obligations (i.e. loan repayments, outstanding charges to the dental school) depending on the length of the LOA. 

Withdrawal

A withdrawal from the U of M SOD converts the learner’s status to ‘Discontinued.’ The learner is no longer considered enrolled with no intention to return to the dental school is subject to all financial obligations (i.e. loan repayments, outstanding charges to the dental school), and may not have access to University facilities. 

Dismissal

A dismissal is an involuntary withdrawal from the dental school, typically as an outcome of a progression committee or as a result of a violation of University or U of M SOD conduct policies.

RESPONSIBILITIES

Associate Dean for Academic Affairs 

The Associate Dean for Academic Affairs is responsible for review and approval of Leaves of Absence, approval to return to dental school from a LOA, and coordination between the relevant progression committee, Program Director and learners on Leaves of Absence. 

Progression Committees 

The Progression Committees have the authority to impose a LOA as a consequence of academic performance issues in accordance with school policies and progression committee procedures. 

Learners 

Any individual enrolled in any educational program directed by or associated with the School of Dentistry. These include dental, dental hygiene and dental therapy as well as postgraduate certificate and advanced degree-granting program learners. Learners are responsible for notifying the appropriate school official regarding requests for a Leave of Absence, requests for LOA extensions, the intention to return from a LOA, and for adhering to all conditions or requirements of a LOA. Learners are also responsible for any impact a LOA may have on their financial aid status.

RELATED INFORMATION 

Doctor of Dental Surgery Program Completion Policy

Dental Therapy Program Progression and Completion Policy

Student Parental Leave Policy

HISTORY