Montana State University is committed to the health, safety, and well-being of individual students and the campus community. Occasionally, students may experience situations that significantly limit their ability to function successfully or safely in their role as students. In such circumstances, students may be eligible for a leave of absence. 

Leave of Absence Policy

 

Graduate students must contact the Dean of the Graduate School to request a Leave application

What Circumstances Qualify for a Leave of Absence?

Students may request a Leave of Absence if they:

  1. Experience a significant mental or physical illness, injury, or other extraordinary circumstance that significantly limits their capacity to function successfully or safely in their role as a student (this extraordinary circumstance may include the birth/adoption of a child); or
  2. The student has experienced an abrupt health or safety emergency, or some other type of extenuating circumstance, within their immediate family including an individual whose close association with the student is the equivalent of a family relationship.

The severity and duration of the circumstance must be such that it would not be reasonable to expect the student to complete the semester or be able to make up any missed work.

Leave of Absence Procedure

  • Extenuating circumstance occurs, prohibiting the student fromacademic success for the current semester 
  • Student contacts the Dean of Students' Office (406-994-2826) to discuss their situation and the Leave of Absence policy
    • Students must request a Leave of Absence no later than the last day of the semester
  • Students will be emailed a link to the online application form to complete: 
    • Required information:
      • Full name, student identification number (GID), preferred email address
      • A written request detailing the reason or circumstances leading to the need for a Leave of Absence and indication of a desired tuition and fees reduction, if applicable
    • Requested information: 
      • If the leave is due to a medical issue, the student may be requested to provide documentation from a medical or mental health provider when such documentation is necessary to establish a basis for the requested leave and any potential considerations related to the student’s return to the University. Medical or mental health documentation, if requested, must be current
  • Individual Assessment Process
    • The Dean of Students’ Office will conduct an individualized assessment of the students application to render a decision
    • If the student chooses not to provide medical or mental health documentation, when requested, the Dean may proceed with the individualized assessment based on information in the Dean’s possession at the time
  • Decision Letters
    • Students will receives a decision letter within 4-6 weeks of submitting their complete application to the email attached to their application. 
      • This email may go to spam; look for the subject line of “Correspondence from the Office of the Dean of Students”
    • Decision letters will notify the student whether a leave is granted or not, with the option to appeal a denial within 5 business days of the decision letter delivery date
  • Outcomes
    • Approved
      • Student is approved for a Leave of Absence for the current semester
    • Approved with a re-entry plan
      • The Dean may create an individualized plan for the student’s future return to campus life and academic courses, where appropriate.  This individualized plan will focus on addressing the reason for the medical leave of absence with the goal of creating a plan to prepare the student for re-engaging with the campus community safely and with a reasonable likelihood of success
    • Denied
      • No change is made to the students record or enrollment status. Student has the ability to appeal within 5 business days with new information if applicable

Implications of a Granted Leave of Absence

Should a student be granted a Leave of Absence, there may be additional impact to their status they should be aware of:

  • Grades
    • Students will receive one of two outcomes for their grades of the semester in question:

      • Approved with W's; all grades will be changed to W's. This does not affect GPA 

      • Approved without W's; student receives a clean slate for all classes. This is very rare

    • It is important to note that this process is all or none. Students will be withdrawn from the entire semester in question; they cannot pick and choose classes they wish to apply the Leave of Absence to. 
  • Financial
    • Students are highly encouraged to contact both Financial Aid and Student Accounts to discuss the impact a Leave of Absence may have on their aid eligiblity, scholarships and student bill
    • If requested in their written narrative, students may recieve a reduction of tuition and fees
      • This does not include housing or culinary deposits
  •  Academic
    • Students should confer with their academic advisor and the Office of the Registrar to ensure progress towards degree completion is maintaned upon return from leave
  • Involvement
    • Students should discuss their situations and tentative plans with the following offices, where applicable:
      • Office of Disability Services
      • Residence Life
      • Office of International Programs
      • Athletic Department
      • Office of Veteran Services

Returning from a Leave of Absence

Students requesting to return to the University following a Leave of Absence shall do the following:

  1. Contact the Dean of Students to notify them of their intent to return to the University at least thirty (30) days prior to the start of the semester in which they intend to return.
  2. Complete the University Intent to Register form available at https://www.montana.edu/registrar/Returning.html.
  3. Submit to the Dean a statement that provides:
    1. the reason for their Leave of Absence
    2. a brief explanation of steps the student took to address the reason for their Leave of Absence
    3. the student’s plan to help ensure their ability to function successfully and safely in their role as a student upon their return.
  4. Upon receipt of the notice and documentation from the student requesting to return, the University shall evaluate whether the student should be permitted to return to the University. As part of its assessment, the University may, at its discretion, request that the student complete a Leave of Absence Return form to provide additional information on which the University can base its decision about whether the student is able to function successfully and safely in their role as a student upon their return.
    • Information included on the Leave of Absence form may be reviewed by a University health official at either UHP Counseling and Psychological Services for mental health concerns, or UHP Medical Services for physical health concerns, when requested by the Dean for consultation purposes.
  5. Following any consultations and based on a review of the relevant documentation and information available, the Dean shall provide the student with a written decision indicating whether:
    • the return has been approved
    • the return is approved with conditions
    • the return is denied
  6. All written decision shall include:
    1. the basis for the decision
    2. any conditions for the student’s return
    3. information on requesting reasonable accommodations from the Office of Disability Services
    4. a timeline for when the student may be eligible to return, if applicable
    5. information on the Appeal Process
    6. notification to contact the Financial Aid Office to determine whether they are eligible for any financial aid or support
      • Students should be aware that the University may not be able to offer the same financial aid or support upon their return that they were provided upon admittance.

Appealing a Denial 

Students may appeal a decision to grant or deny a leave of absence, or the denial of a request to return to campus following a leave of absence approved with a determined re-entry plan. This process is different for undergradute and graduate students:

Undergraduate students:

Within five business days of receiving the decision of the Dean of Students, the student may submit an appeal of the decision in writing to the Vice President of Student Success (VPSS). The written request for appeal must specify the particular substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision of the Dean of Students. The review by the VPSS will be limited to the following considerations:

  1. Is there any new information not previously available to the student that may change the outcome of the decision-making process?
  2. Were there any procedural irregularities that materially affected the outcome of the matter to the detriment of the student (meaning the process outlined by policy was not followed)?
  3. Was the decision supported by the information and documentation provided?

After reviewing the matter fully, the VPSS will issue a written decision affirming, modifying, reversing, or remanding the decision, along with the basis for the decision. The VPSS’s decision shall be the final decision of the University.

Graduate students:

Within five business days of receiving the decision of the Dean of Students, the student may submit an appeal of the decision in writing to the University Provost. The written request for appeal must specify the particular substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision of the Dean of Students. The review by the Provost will be limited to the following considerations:

  1. Is there any new information not previously available to the student that may change the outcome of the decision-making process?
  2. Were there any procedural irregularities that materially affected the outcome of the matter to the detriment of the student (meaning the process outlined by policy was not followed)?
  3. Was the decision supported by the information and documentation provided?

After reviewing the matter fully, the Provost will issue a written decision affirming, modifying, reversing, or remanding the decision, along with the basis for the decision. The Provost’s decision shall be the final decision of the University.