Voluntary Medical Withdrawal From the University Policy
Office of the Vice President for Student Affairs/Dean of Students: Henry Hall, Room 221
(808) 735-4710
What is a medical withdrawal? Medical withdrawals from the university are intended to allow a student sufficient time away from campus for a sustained recovery and/or stability and for activities that contribute to a successful return. A student who medically withdraws in good academic & conduct standing may request to return to the University following the Return Process outlined below.
Who is eligible for a medical withdrawal? Medical Withdrawals may be granted to students who experience a serious or unexpected physical or behavioral health condition during any period in an enrolled semester when a condition prevents a student from continuing his/her studies.
Process for requesting/being granted a medical withdrawal:
Students should submit a written request to the Vice President for Student Affairs (VPSA) at deanofstudents@chaminade.edu. The email should include the reason for the request and supporting documentation.
Documentation of the serious nature of the medical and/or mental health condition must be provided to the Vice President for Student Affairs/Dean of Students from a licensed or board-certified physician, psychologist, and/or psychiatrist. This assessment or letter must support the student’s claim that the medical/mental health condition precludes class attendance and performance of academic work and should include:
General description of the illness/condition and treatment
Date of onset of the illness or condition
Dates student was under care
Why or how this has prevented or will prevent the student from completing academic work and/or from functioning effectively in the university’s living community.
Documentation must be dated concurrent with the semester in which the medical withdrawal is being requested.
To be considered for a medical withdrawal, a student must submit all required documentation within 30 days of the original request.
The VPSA will schedule a conversation with the student in-person, by phone, or virtual meeting.
Review Impacts of Withdrawing Please note that the medical withdrawal process does not dismiss/waive any legal, disciplinary, housing, meal plan, or other student responsibilities to the university.
Academic
A medical withdrawal results in a complete withdrawal from the university. Approval will be granted on a case-by-case basis.
If a medical withdrawal is granted before the end of add/drop and/or withdrawal periods, the course withdrawal policy will apply. If the medical withdrawal occurs past the withdrawal period, a W will be recorded unless the student is willing and able to negotiate completing the courses using another modality such as online courses.
Degree & Graduation Requirements - Students should meet with their Academic Advisor prior to their medical withdrawal request.
The degree requirements applicable to the student’s declared major will not change due to the student’s medical withdrawal. Nevertheless, there are circumstances when the degree requirements or program offerings will change while the student is out due to a medical withdrawal. Students should consult with their academic advisors upon return.
All degree requirements must be completed within the Time Limit on Completion of Degrees policy, regardless of an approved medical withdrawal.
Financial
Students must meet with staff in the Financial Aid office prior to submitting their medical withdrawal request.
Tuition, room and/or board refunds for medical withdrawals during the semester will be in accordance with the university’s Refund Policy listed in this Student Handbook. Fees are non-refundable per university policy.
On-Campus Housing
Students living in on-campus housing have yearlong housing agreements (fall and spring). Students who are granted a medical withdrawal will also need to submit a Request for Release from University Housing Agreement. Please contact Residence Life for more information.
International Students
International students must meet with the Assistant Registrar prior to submitting their medical withdrawal request.
As a medical withdrawal is a complete university withdrawal, the student must complete and submit a Non-Returning Student Form found on the portal.
Seek out campus resources for help. If the student is facing personal challenges and needs help, Chaminade may have resources available.
If the student is granted a medical withdrawal, the student will receive a letter from the Vice President for Student Affairs/Dean of Students outlining the terms of the withdrawal including any re-enrollment conditions.
Return Process
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.
The medical clearance process by which students return is intended to allow students to demonstrate that they will be able to adequately monitor their own health and function effectively in the autonomous student environment at Chaminade University, without risk to their health or significant disruptions to others in the campus community. The goal is for students to be able to return to campus and be successful in their academic, co-curricular, and extra-curricular pursuits. The medical clearance process will therefore usually be limited to a determination regarding whether the conditions that led to the leave have been sufficiently addressed for the student to return with or without reasonable accommodations based on an individualized assessment.
Timing of return. Students wishing to return from a medical withdrawal may request to do so when they feel ready. Although students may choose to follow the timeline recommended by their healthcare provider at the time of their medical withdrawal, Chaminade University of Honolulu does not base re-enrollment decisions solely on that recommendation. There is no set limit on the number of terms a student may be away due to medical withdrawal (see information below regarding readmission/application).
Returns must be at the start of the semester/term. Deadlines for submission of required documents are as follows: Fall semester return deadline - July 15th; Spring semester return deadline - December 1st; Winter or summer term return deadline - 30 days prior to the start of the specific term.
Materials to be submitted.
Readiness to Return form. Email deanofstudents@chaminade.edu to request form. This is to be completed by the student. The form asks for information regarding the circumstances that led to the medical withdrawal, the treatment received while away from the University, and any other activities the student deems relevant, and the student’s own sense of their readiness to return to Chaminade University of Honolulu.
Name and contact information for the clinician who will be submitting a completed Readiness to Return Medical form.
Readmission/Reapplication Information
Day undergraduate students must reapply as a returning student under the following conditions:
They have not been in attendance for two (2) or more consecutive semesters (not including summer);
They have previously taken classes at Chaminade and were issued a student ID number and university email address;
They did not take an official Leave of Absence (LOA)
With approval, Graduate students are given up to 12 months or four consecutive terms. An absence longer than 12 months will require the student to reapply. If readmitted, the student must fulfill any additional requirements of the new program. Re-admission includes: the online application, application fee, and two letters of recommendation.
d. Readiness to Return Medical form. This should be sent directly from the clinician to the Vice President for Student Affairs/Dean of Students. The form asks the clinician to include: The clinician’s credentials and clinical setting; The nature of their work with the student, including the duration and frequency of their contact; Any observed progress in the student’s recovery from the medical condition that led to the leave of absence; Any recommended ongoing treatment plan, if any, and the clinician’s assessment of the student’s clinical status and their readiness to successfully resume academic and university life; The justification for their assessment of the student’s readiness.
e. Consultation Meeting. Once the materials, including the completed medical form, have been received, the student will need to schedule a meeting with the Vice President for Student Affairs/Dean of Students, or their official designee. The meeting will ordinarily involve a discussion about the circumstances that led to the withdrawal, the student’s readiness to return, on-campus resources and accommodations that may be available to the student upon their return, and a general check-in. The Vice President for Student Affairs/Dean of Students, or their official designee, may consult members of the University Care Team, if needed, regarding support of the student for a successful return to the academic environment or if there are any concerns regarding the student’s readiness to return. The student will be notified in writing within seven (7) business days of the Consultation Meeting regarding the status of their request to return.
Appeals process Students who are cleared to return are generally expected to meet the same academic and overall standards as other students. Students who are 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.
Returning from a medical withdrawal 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.
If a student is cleared to return from a medical withdrawal, the student is responsible for coordinating the return to the University community with the student’s academic advisor and/or Academic Dean’s office; the Office of Financial Aid; Housing & Residence Life; and University Business Office.
The student is also encouraged to contact Kōkua ‘Ike Center for Student Learning and/or the Counseling Center, as appropriate, to discuss possible accommodations and support. The student may also need to coordinate with the Director of Conduct & Title IX if prior concerns or supportive measures were put into place.