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Time Away and Return Policy & Procedures

I. Purpose

Chaminade University of Honolulu is committed to supporting students’ academic success, personal well-being, and persistence to graduation. When circumstances require a student to step away from the University, structured pathways are provided to support both time away and a successful return.

Chaminade University of Honolulu ensures that decisions regarding time away, withdrawal, and return are made in a consistent, equitable, and nondiscriminatory manner. The University complies with all applicable federal and state nondiscrimination laws, including Title IX, the Americans with Disabilities Act (ADA), and Section 504 of the Rehabilitation Act, ensuring equal treatment for all students regardless of disability, medical condition, pregnancy status, race, ethnicity, gender, religion, national origin, or other protected status.

Time away options are designed to:

  • Provide flexibility during periods of hardship or transition

  • Maintain academic integrity and community standards

  • Ensure a clear, equitable process for return and reinstatement

II. Scope

This policy applies to all undergraduate and graduate students and includes:

  • Voluntary

    • Leave of Absence (LOA) - temporary

    • Withdrawal - Personal reasons

    • Medical Withdrawal

  • Involuntary 

    • Instructor or Administrative Withdrawal

    • Involuntary Separation (University-initiated)

    • Disciplinary Suspension or Dismissal

    • Academic Suspension or Dismissal

  • Procedures for Return and Reinstatement


III. General Principles

  1. Students should initially consult with staff and advisors in the Office of Student Success, Student Affairs, and/or academic department/program prior to initiating any time away. This consultation may also provide clarity regarding the best pathway to support the student.

  2. Time away falls into two categories:

    • Temporary separation (Leave of Absence)

    • Separation requiring re-entry or reinstatement (Withdrawal)

  3. Time away does not pause degree completion timelines unless otherwise specified in the University Catalog.

  4. Financial, housing, and Visa implications must be addressed prior to departure.

    • Students must meet with staff in the Financial Aid Office prior to any time away from the University.

    • Students residing in campus housing sign year-long housing agreements (fall and spring). Students planning to take time away will also need to to submit a Request for Release from University Housing Agreement and contact the Residence Life staff for more information.

    • International students must meet with the Designated School Official (DSO) in the Office of the Registrar prior to requesting any time away.

IV. Types of Time Away

A. Leave of Absence (LOA)

A Leave of Absence (LOA) is an approved, time-limited pause in enrollment for personal, financial, or other non-medical reasons, with the expectation that the student will return to continue their program.

Eligibility

  • Undergraduate students must have completed at least one academic semester

  • Graduate students must receive approval from their Program Director or Advisor

  • If requesting for the current term, student is subject to registration deadlines

Duration

  • Undergraduate: Up to 2 semesters without having to apply for readmission

  • Graduate: Up to 12 months/4 terms

Conditions

  • Students are not permitted to enroll at another institution during an approved Leave of Absence.

Student Status While on Leave of Absence

  • Retain email and Self-Service access

  • Maintain academic standing

  • Register based on classification upon return

Process

  • Consult with appropriate offices (Office of Student Success, Program Director, Financial Aid, Registrar, etc.) to discuss academic, financial, housing, and Visa implications

  • Submit official request

    • Undergraduates submit request to Registrar

    • Graduate students submit request to Program Director and/or Advisor

  • Receive formal approval

Return from Leave of Absence

  • Notify Academic Advisor/Program Director prior to intended return term

  • No readmission required if within approved timeframe

  • Registration coordinated with academic advisor

  • Failure to return results in requirement to apply for readmission 

B. Withdrawal for Personal Reasons

A withdrawal for personal reasons is a student-initiated separation from the University that formally ends the student’s relationship with Chaminade University of Honolulu with no immediate plan to return.

Eligibility

  • Any currently enrolled student who chooses to separate from the University for personal or other reasons is eligible to initiate this voluntary withdrawal process.

Duration

  • This option is intended for students who do not plan to continue enrollment in the immediate future and wish to formally end their relationship with the University.

Status

  • Student account inactivated

  • Student is no longer enrolled

  • Return requires readmission or reinstatement

Process

  • Consult with appropriate offices (Office of Student Success, Program Director, Financial Aid, Registrar, etc.) to discuss academic, financial, housing, and Visa implications

  • Submit Non-Returning Student Form online

Return from Withdrawal for Personal Reasons

C. Medical Withdrawal

A medical withdrawal is a full separation from the University due to a serious, personal medical situation preventing academic participation. This allows a student sufficient time away from campus for a sustained recovery and/or stability and for activities that contribute to a successful return. 

Eligibility

  • Students who experience a serious or unexpected personal medical situation during any period in an enrolled semester when a condition prevents a student from continuing and participating in his/her/their studies.

  • Documented from a licensed or board-certified physician, APRN, psychologist, and/or psychiatrist supporting a medical withdrawal and student’s recovery. 

Duration

  • May occur at any point in the semester.

  • The duration of a medical withdrawal is individualized, allowing the student sufficient time away from the University to achieve sustained recovery and stability.

  • The deadline to submit a voluntary medical withdrawal for a given term is the last day of classes for the term as defined by the Academic Calendar and the Office of the Registrar. For requests for a voluntary medical withdrawal after this date, please see the section on Retroactive Withdrawal.

Conditions

  • Following the consultative process, the Vice President for Student Affairs or designee will make a determination if subsequent reenrollment is subject to certain conditions. 

Status

  • Student account inactivated.

  • Results in a full withdrawal from the University.

  • Return requires a readmission process.

Process

  • Consult with appropriate offices (Office of Student Success, Program Director, Financial Aid, Registrar, etc.) to discuss academic, financial, housing, and Visa implications.

  • Contact the Office of the Vice President for Student Affairs at deanofstudents@chaminade.edu. 

  • Provide required documentation from licensed or board-certified physician, APRN, psychologist, and/or psychiatrist.

  • Participate in a consultation meeting with the Vice President for Student Affairs or designee.

  • Complete Non-Returning Student Form online.

  • Receive written decision and any re-enrollment conditions.

See full details in University Catalog: https://catalog.chaminade.edu/academicaffairs/undergraduate/academicinformation/withdrawls 

Return from Medical Withdrawal

  • Students seeking to re-enroll after taking a medical withdrawal must meet the conditions outlined below and/or those specified at the time of their withdrawal.

  • Students wishing to return from a medical withdrawal may request to do so when they feel ready. Returns must be at the start of the semester/term. Deadlines for submission of required documents may be found in full policy.

  • Materials to be submitted.

    • Readiness to Return form. 

    • Name and contact information for the clinician who will be submitting a completed Readiness to Return Medical form.

    • Readmission/Reapplication Information

  • Readiness to Return Medical form. 

  • Consultation Meeting.   

Appeals

  • Students who are not approved for a medical withdrawal and those not cleared to return may appeal the decision. The appeal must be made in writing to the Vice Provost (viceprovost@chaminade.edu) no later than seven (7) business days from the date on which the student is notified of the decision. 

  • Students returning from a medical withdrawal who fail to enroll in the term for which they were reinstated, or who cease to be enrolled on or before the last day of the add/drop period (see University Catalog for dates) for the term, will be placed back on medical withdrawal. 

    See full policy in University Catalog: https://catalog.chaminade.edu/academicaffairs/undergraduate/academicinformation/withdrawls


D. Instructor or Administrative Withdrawal

Instructor or Administrative Withdrawals describe the circumstances under which a student may be withdrawn from a course due to non-attendance or lack of academic engagement. Students should be aware that these withdrawals may have the same academic and financial aid implications as a voluntary withdrawal.

  • Upon verification from the instructor, students in their first semester at Chaminade will be dropped from classes due to non-attendance

  • Non-attendance or disengagement by the fourth week of class that is not resolved by the fifth week of class may result in an administrative withdrawal

  • Missing two consecutive weeks of class after the add/drop deadline and before the withdrawal deadline may result in an instructor requested withdrawal

Full policy can be found here: https://catalog.chaminade.edu/academicaffairs/undergraduate/academicinformation/withdrawls 

E. Involuntary Separation from the University (University Initiated)

There may be situations that create significant and imminent risks and/or that require a level of support that exceeds what would be considered a reasonable accommodation. When current medical documentation and/or the best available objective evidence (not speculation, stereotypes, or generalizations) indicates that there is a significant risk to the safety, health, or well-being of the individual student or the university community, the university has the authority to initiate the process for an involuntary leave of absence.


F. Disciplinary Suspension or Dismissal

A disciplinary withdrawal results from violations of the Student Code of Conduct. 

Suspension from enrollment is the termination of the student’s enrollment status with a possibility of the individual returning to student status at some period in the future. Suspension may be imposed as a disciplinary resolution when a student is found responsible for violating the Code of Conduct.

Eligibility

  • Suspension may be imposed when a student violates any term or condition of a student conduct probation or the integrity of the academic process; commits an offense defined as a felony under federal, state and/or local laws, where formal legal charges are filed and there is a conviction, and/or there is an immediate threat to the university community; or creates any other situation (including, but not limited to, cases of repeated violations) in which continued enrollment will not serve to adequately educate the student as to the seriousness of the rule violations.

Duration

  • A suspension is effective immediately unless otherwise determined by the person imposing the resolution.

  • Duration of the suspension will be determined at the time that the resolution is imposed and will be outlined in writing to the student.

Conditions

  • Any specific conditions for suspension and/or return will be imposed at the time of suspension and outlined in writing to the student.

Status

  • Students may petition his/her/their instructors for permission to complete any current courses during the term in which the suspension is imposed.

  • Students are responsible for making arrangements with faculty for the off-campus completion of courses.

  • Students suspended will be charged and shall be responsible for full tuition and fees and/or housing and board expenses for the academic term in which the suspension occurred.

  • University ID cards and parking stickers shall be invalidated for the duration of the suspension. 

Process

  • Disciplinary suspension may be imposed as a result of a violation of the Student Code of Conduct. The process, including Student Responsibility, General Student Rights, and Student Conduct Rights are outlined in the University Student Handbook.

Return from Disciplinary Suspension

  • The student shall be solely responsible for initiating a request for readmission to the Vice President for Student Affairs/Dean of Students.

  • Conditions for return from suspension will be outlined in writing to the student at the time the resolution is imposed. Those conditions must be met prior to consideration of readmission.

Dismissal is the permanent expulsion from the university. 

Eligibility

  • Dismissal may be imposed at the sole discretion of the university administration as a result of a violation of the Student Code of Conduct.

Duration

  • Student account inactivated

  • Student is no longer enrolled

Status

  • Student account inactivated.

  • Student is no longer enrolled at the university.

  • Student shall vacate the residence halls and leave the campus with all of his/her property within twenty-four (24) hours of receipt of written notification of dismissal.

  • Student’s CUH email account and ID number will be canceled in the system.

  • Students who are dismissed will be charged and shall be responsible for full tuition and fees and/or housing and board expenses for the academic term in which the dismissal occurred.

Process

  • Disciplinary dismissal may be imposed as a result of a violation of the Student Code of Conduct. The process, including Student Responsibility, General Student Rights, and Student Conduct Rights are outlined in the University Student Handbook.

Full policy: https://catalog.chaminade.edu/studenthandbook/codeofconduct

Appeals

  • The student’s right to appeal a disciplinary suspension or dismissal is in accordance with the Right to Appeal process outlined within the University Student Code of Conduct.

G. Academic Suspension or Dismissal

Academic suspension occurs when a student fails to meet the requirements for removal from Academic Notice which means they did not make progress toward good academic standing.

Conditions

  • Determined by University Academic Standing policy as outlined in Catalog 

Duration

  • One 15-week semester (fall or spring)

Return from Academic Suspension

  • Must meet with an academic advisor in the Office of Student Success to clear registration hold and create academic success plan

Right to Appeal

  • Students may request an appeal within 30 days of notice of suspension


Academic Dismissal

Academic dismissal occurs after a period of Academic Suspension and when a student fails to meet the requirements for removal from Academic Notice which means they did not make progress toward good academic standing.

Conditions

  • Determined by University Academic Standing policy as outlined in the University Catalog 

Duration

  • One academic year

Return from Academic Dismissal

Right to Appeal

  • Students may request an appeal within 30 days of notice of dismissal


Retroactive Withdrawal

Requests for retroactive withdrawal must be submitted no later than one calendar year from the last day of the term for which the withdrawal is requested. The student must follow the appropriate steps for the withdrawal outlined above.

Staff are not permitted to discuss any aspect of a student’s retroactive withdrawal or status at the University with anyone outside of the University or with anyone who is not the student (i.e. family member, friend, guardian, etc.) unless a formal FERPA release of information is on file.

V. Policy Oversight

This policy is administered collaboratively by:

  • Office of the Vice President for Student Affairs

  • Office of Student Success

  • Office of the Registrar

  • Financial Aid Office

  • Chaminade Counseling Services

  • Office of Title IX & Student Conduct

  • Student Accessibility Services

VI. Institutional Commitment

This policy reflects Chaminade University’s Marianist values by:

  • Supporting holistic student well-being

  • Encouraging responsible decision-making

  • Providing compassionate pathways for return and success


Questions or Assistance

Students seeking information about leave options, return processes, or reasonable accommodations may contact:

  • Vice President for Student Affairs – medical withdrawal or involuntary leave determinations

  • Office of Student Success – academic advising and procedural support

  • Chaminade Counseling Center - behavioral health support and wellness resources

  • Kōkua ʻIke – accessibility accommodations

  • Title IX Coordinator – pregnancy and parental leave, TIX related leave, gender equity matters