K. Leave of Absence Policy

1. Emergency Leaves of Absence
Emergency leaves of absence can be recommended by the Associate Dean for Students, Admissions and Alumni  and approved by the Dean for up to 10 working days.  In the case of absence or unavailability of the Dean or the Associate Dean for Students, Admissions and Alumni either may make the emergency decision.  All missed work must be made up.

2.  Family Leave of Absence

a. Any student enrolled in the School of Dentistry may request from the Dean a family leave of absence in the event of:

·         the birth of the child of the student;

·         the placement of a child with the student for adoption;

·         a serious health condition of the student’s child, spouse, parent or spouse's parent necessitating the student’s presence; or

·         a serious health condition of the student which renders him/her unable to perform the duties of a student.

b. A family leave may serve for an intermediate time period or for a period of part-time attendance and does not require withdrawal from the Medical College of Georgia.

c. Students taking a family leave of absence are required to make up all missed work. 

d. Family leave of absence request procedures:

 (1). Students must request a family leave of absence from the School of Dentistry by submitting a written request to the Associate Dean for Students, Admissions and Alumni. The request should state the following:

(a) The reason the leave is being requested.

(b) When possible, the inclusive dates (i.e., beginning and ending) of the leave or the part-time nature of the leave.

(2).  A letter of support for the action should be included if appropriate (i.e. physician letter, etc.)

(3). The Associate Dean for Students, Admissions and Alumni will inform the Dean of the request. If the Dean approves the student’s request, the Dean will refer the matter to the Associate Dean for Academic Affairs who will in conjunction with appropriate course directors and department chairs develop conditions that must be met by the student and any necessary remediation activities the student is to complete during or after the family leave.

(4). The Dean will review the conditions submitted by the Associate Dean for Academic Affairs regarding the leave of absence and may approve, deny, or modify the conditions. The Dean will notify the student in writing of the action on the student's request, including any conditions that must be met by the student.   In the case of absence or unavailability of the Dean in an emergency situation, the Associate Dean for Students, Admissions and Alumni may approve the Family Leave following the conditions stated in this policy.

(5). Some patients of students who have been approved for a family leave of absence may need to be reassigned.

(6). Students receiving financial aid through the Medical College of Georgia must comply with all federal policies to maintain eligibility for aid.

(7). In the event that the family leave becomes excessive the student may apply for an extended leave of absence.

3. Extended Leaves of Absence

a. Any student enrolled in the School of Dentistry may request from the Dean an extended leave of absence for cause.  Any student who is granted an extended leave must officially withdraw from the Medical College of Georgia in keeping with institutional policies.

b. Students taking an extended leave of absence will re-enter the curriculum no later than the point at which the leave began, and students may be required to repeat a portion of the curriculum. Students who are on an extended leave from the School of Dentistry for more than one calendar year may be required to repeat all or a significant portion of the curriculum.

c. Extended Leave of Absence Request

(1). Students must request an extended leave of absence from the School of Dentistry by submitting a written request to the Associate Dean for Students, Admissions and Alumni.  The request should state the following:

(a) The reason the leave is being requested (i.e., ill health, financial burdens, family problems, personal problems, reconsideration of career or life goals, etc.)

(b) When possible, the inclusive dates (i.e., beginning and ending) of the leave.

(2).  A letter of support for the action should be included if appropriate (i.e. physician letter, etc.)

(3). The Associate Dean for Students, Admissions and Alumni will inform the Dean of the request.   If the Dean approves the student’s request, the Dean will refer the matter to the Associate Dean for Academic Affairs who will in conjunction with appropriate course directors and department chairs develop conditions that must be met by the student to re-enroll.  The Associate Dean for Academic Affairs will include in the conditions the point in the curriculum where the student will re-enroll and any necessary remediation activities the student is to complete before or after re-enrollment. 

(4). The Dean will review the conditions submitted by the Associate Dean for Academic Affairs regarding the leave of absence and may approve, deny, or modify the conditions. The Dean will notify the student in writing of the action on the student's request, including any conditions that must be met by the student.  A copy of the Dean's written notice to the student will be forwarded to the Office of the Registrar for filing in the student's record.  In the case of absence or unavailability of the Dean in an emergency situation, the Associate Dean for Students, Admissions and Alumni may approve the Family Leave following the conditions stated in this policy.

(5)e. If the leave is granted, the student must personally complete withdrawal procedures through both the School of Dentistry and the Office of the Registrar.

(6). The patients of students who have been approved for a leave of absence will probably be reassigned.

(7). In cases where the leave of absence extends for more than sixty calendar days, the student must confirm his or her plans to re-enroll by notifying the Dean in writing at least thirty calendar days prior to the previously determined re-enrollment date (see J.3.a.(2), above). The Dean will then notify the Chair of the SARC and the Registrar of the point within the curriculum at which (semester and year) the student will re-enroll (the student's course schedule should be attached to the Dean's notification to the Registrar). Students seeking reinstatement will be required to meet all conditions for reinstatement that had been established.

(8). Students who fail to confirm their re-enrollment date in accordance with this policy or students who do not notify the Dean of a change in plans may not be allowed to re-enroll in the School of Dentistry. Students must also complete all institutional procedures required for re-instatement as specified by the School and Registrar.

4.  The Dean’s Office will notify involved course directors and Department Chairs when a leave of absence of either type has been has been granted.

 

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Revised September 18, 2008.   Please send comments, suggestions or questions about this page to Donna Strom, dstrom@mcg.edu .