The purpose of this policy is to establish the definition, policy and process for students requesting a Leave of Absence at Ponce Health Sciences University.
Scope
This policy applies to all students at PSHU. Authority to review and approve a leave of absence is held with the Registrar, Financial Aid Director, and Vice President for Academic Affairs.
Definitions
Leave of Absence: Defined as an authorized temporary interruption of a student’s program of studies due to documented extenuating personal circumstances or medical reasons.
Policy
A student must request from the Registrar’s office an LOA at least 30 days prior to the LOA commencement date, unless medical circumstances require immediate authorization (e.g., automobile accident). Personal or medical leave may be authorized when a student is experiencing compelling personal and medical circumstances that are temporarily affecting his/her academic progress. The students must submit a physician’s note certifying the medical problem or reason. The total time of leave cannot exceed 180 days within a 12-month period. A student who fails to return after an authorized LOA will be academically withdrawn and a R2T4 calculation will be performed and subsequently an exit counseling instructional letter will be sent to the student.
Military Leave Policy
The purpose of this policy is to establish the definition, policy and process for students requesting Military Leave at Ponce Health Sciences University.
Scope
This policy applies to all students at PSHU. Authority to review and approve a military leave held with the Vice President of Students Affairs, Registrar, Financial Aid Director, and the Vice President for Academic Affairs.
Definitions
Military Leave: Defined as an authorized temporary interruption of a student’s program of studies due to a call to be into active military service.
Policy
Ponce Health Sciences University (PHSU) supports its students who are members of a military reserve unit or the National Guard and are called into active military service by the United States. To assist them as well as protect and safeguard their status as PHSU students, the University has adopted the following guidelines:
A student in good standing should immediately file a written request for a Military Leave with the Dean of the appropriate School in which the student is enrolled along with a copy of the military orders. All documentation must be delivered to the Office of the Registrar.
Military Leave will be granted for the term of service stipulated in the military orders. Any request to extend the Military Leave should service require more than the period stipulated in the original
orders, will be processed once official documentation from the student’s branch of service is received by the Registrar and a written extension request is submitted by the student. To facilitate the return process, the Dean’s Office will notify the Registrar so the student’s record will be flagged as a Military Leave.
The student will receive a full refund of tuition and fees paid to PHSU if the request for a Military Leave is filed prior to the last day to drop classes.
The student will have a choice of three options if the request for a Military Leave is received after the last day to drop classes:
- A full refund of tuition and fees, no credit awarded for work completed during the semester.
- An Incomplete grade in all courses with the right to complete all coursework at a future date without further payment of tuition or fees and a designation that the incomplete was incurred due to active military service. A student returning from Military Leave will have one Academic Year to complete their incomplete coursework once he/she is re-enrolled.
- A grade in each course, if the professor of each class believes sufficient work has been completed.
- Options B & C may be combined should circumstances warrant.
Student benefits (Student Health Insurance, etc.) will be terminated on the date of withdrawal. For a refund of a pro-rata portion of any premium paid for health insurance coverage, the student is required to provide a written request for a refund to the insurance carrier as provided in the certificate of coverage. Please contact the Office of Student Affairs for information.
All applicable financial aid awards will be refunded to the appropriate agencies and repayments of federal student loans will be calculated in accordance with federal guidelines.
Students on Military Leave will be required to return university property, such as university computer equipment, library books, laboratory equipment, etc. in order to receive a refund or re- enroll.
Re-enrollment from Military Leave:
A student returning from Military Leave shall be guaranteed a place in a class at the beginning of the semester in which they seek to re-enroll.
If a student elected to take an incomplete in a course, upon re-enrollment the student should follow PHSU policies and regulations regarding the processing an Incomplete coursework as applicable to their course of study. The Office of Students Affairs and the Office of the Registrar will give the proper orientation to the student. If the course is no longer offered, or if the faculty member is no longer with the Institution, the returning student will receive a full tuition credit for a replacement course and the possibility of co-validation of coursework with current PHSU offerings will be considered.
A policy cannot address every circumstance that may arise when students are called to active duty. A student should consult with the Vice President for Student Affairs and the Office of the Registrar. Appeals of a decision may be made to the Vice President for Academic Affairs and the Dean of the corresponding school in which the student is enrolled.
Process flowchart:
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