Draft: April 2009
Voluntary Withdrawal for Medical Reasons
A medical withdrawal may be an appropriate response to a medical condition or accident in a student’s life that prevents a student from completing the current term’s work and is not intended to be a retroactive action. To the extent that University policy complies with the Americans with Disabilities Act, a student with a chronic or ongoing medical, emotional, or psychological condition may apply to the Coordinator of Disability Services for an appropriate accommodation, which may or may not include complete withdrawal from school, taking into consideration grades that can be transcripted (courses already completed) at the time of the request.
The student or representative begins the process of a medical withdrawal by completing the Application for Medical and/or Emergency Withdrawal form and providing any required documents any time within the term, but no later than the 10th week of classes. The application form is available online at http://www.eou.edu/lcenter/disability_services.html and in the Disability Services Office. The Coordinator of Disability Services will notify all instructors that student has filed a medical withdrawal request and seek input. If the application is submitted after 10th week of the term, please see the Additional Information Regarding Exceptional Circumstances Requests section in this document.
Medical Withdrawal Committee
The Medical Withdrawal Committee shall be composed of the Director of the Student Health Center (or designee), the Director of the Counseling Center (or designee), the University Bursar (or designee), a member of the Academic Standards Committee, the Director of Student Relations, and the Coordinator of Disability Services. Additionally, the student’s academic advisor and instructors will be invited to the Medical Withdrawal Committee meeting. The Withdrawal Committee will meet every two weeks at a time identified by the Committee membership.
Appeal of Denial of Medical Withdrawal
If the medical withdrawal is denied, the student may appeal the decision by written request to the Dean of Student Affairs. The appeal must be received within one month of the date of denial. The Dean’s (or designee’s) decision is final.
Readmission
Students who have been withdrawn for medical reasons may be required to petition the Medical Withdrawal Committee for readmission. The decision to require a petition for readmission is based on need for further documentation showing the medical condition has been adequately treated and any necessary accommodations have been prepared to enhance the future academic success of the student. The decision is made at the time the medical withdrawal is granted. This decision will be included in the letter of notification to the student that the medical withdrawal has been granted.
Students may forward their written petition for readmission to the Coordinator of Disability Services. The granting readmission decision is based upon consideration of: (1) reports of treatment; (2) letters of recommendation and, in some instances; (3) a personal interview with the Coordinator of Disability Services.
Appeal of Readmission
In the event of denial of readmission, the student may appeal to the Dean of Student Affairs. A written appeal (a letter from the student explaining the circumstances) must be received in the Office of Student Affairs within two weeks (10 working days) of receipt of notification of denial for readmission. The Dean’s (or designee’s) decision is final.
Additional Information Regarding Exceptional Circumstances Requests
Post-term grade challenge (with the exception of ADA accommodation circumstances): please see the Grievance Procedures for instructions on appealing a grade.
Emergency Withdrawal
An emergency administrative withdrawal may be an appropriate response to a sudden and catastrophic incident in a student’s life that prevents a student from completing the term’s work and is typically administratively initiated through the Director of Student Relations. These rare cases would include family or personal emergencies of a traumatic nature that would severely impede a student’s ability to remain enrolled (e.g., family death, home destruction by natural disaster or fire). To the extent that University policy complies with the Americans with Disabilities Act, a student with a chronic or ongoing medical, emotional, or psychological condition may apply to the Coordinator of Disability Services for an appropriate accommodation, which may or may not include complete withdrawal from school.
* includes psychological needs/issues
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In order to protect the health and safety of all members of the University community, and to ensure an optimal learning and teaching environment, it may become necessary at times to withdraw students on an involuntary basis who are suffering from medical or mental health disorders. The standards and procedures that will be followed in such cases are documented below.
1. A student will be subject to involuntary withdrawal from Eastern Oregon University (EOU) or from campus housing if it is determined that the student is suffering from a medical or mental disorder, and, as a result of the medical or mental disorder, engages in or threatens to engage in behavior that:
a) poses a danger of causing physical harm to self or others, or
b) may result in significant property damage, or
c) directly and substantially impedes the educational processes of the University.
2. These standards do not preclude removal from EOU, or campus housing, in accordance with the Terms and Conditions of the EOU Housing Contract, or the EOU Student Code of Conduct, hereafter referred to as the Code of Conduct.
3. If the Dean of Student Affairs reasonably believes that the student may meet the criteria set forth in point one of this document, the Dean of Student Affairs may refer a student for evaluation by an independent licensed psychiatrist, licensed psychologist, licensed clinical social worker, licensed psychiatric nurse practitioner, licensed nurse practitioner or other medical doctor (if for non-psychiatric conditions) approved by the University. In approving evaluators, the Dean of Student Affairs will consider competence to perform this task. If the approved evaluator is chosen by the Dean of Student Affairs, the University will pay any costs associated with it. If the student chooses the approved evaluator, the student will be responsible for those costs.
4. Students referred for evaluation in accordance with point 3 above shall be so informed in writing, either by personal delivery or by certified mail, and shall be given a copy of these standards and procedures. The letter will include a reference to the student’s right of due process to appear personally before the Dean of Student Affairs in order to challenge the necessity of the evaluation. The evaluation must be completed within five working days from the date of the referral letter, unless a written extension is granted by the Dean of Student Affairs.
5. The student must provide the name and contact information of the alternate evaluator selected by the student to the Dean of Student Affairs, and must sign a Release of Information Form in the Dean of Student Affair’s office that authorizes the University to share appropriate background information with the provider, and will authorize the exchange of information with the Dean of Student Affairs and the Director of Counseling, Director of Student Health, and the Disabilities Services Coordinator on a need to know basis.
6. Upon completion of the evaluation, the assessment professional will submit a report which documents the nature of any substantial threat which the individual poses to self, others, college property, and/or the educational processes of the institution. The professional must also provide a recommendation concerning the necessity for medical leave for the student. This form will be submitted to the Dean of Student Affairs within 48 hours.
7. Upon review of this form, the Dean of Student Affairs will submit all relevant information to either the Director of Counseling Services (for mental health disorders) or the Director of the Student Health Services (for health related disorders) at EOU. This Director will review the information, along with other third-party information (e.g., from roommate, family, faculty/staff, etc.), and will provide a recommendation to the Dean of Student Affairs regarding the necessity for medical leave and the basis for this recommendation. The Director involved may also recommend further evaluation as appropriate.
8. Any pending disciplinary action may be withheld until the evaluation is completed, at the discretion of the Dean of Student Affairs.
9. A student who fails to complete the evaluation in accordance with these standards and procedures may be withdrawn from EOU on an interim basis as set forth in points 10-12 of this document, referred for disciplinary action, or both.
10. An interim withdrawal may be implemented immediately if a student fails to complete an evaluation or if the Dean of Student Affairs suspects that a student may be suffering from a medical or mental disorder (only if in non-compliance), and the student's behavior poses an imminent danger of:
a) causing physical harm to self or others, or
b) causing significant property damage, or
c) directly and substantially impeding the educational processes of the University.
11. A student subject to interim withdrawal shall be given written notice of the withdrawal either by personal delivery or by certified mail, and shall be given a copy of these standards and procedures. The student shall then be given an opportunity to appear personally before the Dean of Student Affairs, or a designee, within five working days from the effective date of the interim withdrawal, in order to review the following issues only:
A student subject to interim withdrawal may be assisted during this meeting with the Dean of Student Affairs by a family member, a medical or mental health professional, and/or an EOU faculty/staff member. Furthermore, legal counsel may accompany a student, but the role of counsel will be limited to providing legal advice to the student. Students will be expected to speak for themselves whenever possible.
12. The Dean of Student Affairs will evaluate all relevant information obtained during this meeting and do one of the following within five working days:
The student will remain medically/administratively withdrawn on an interim basis pending one of the above mentioned decisions, but will be allowed to return to campus for the personal appearance, or for other necessary purposes, as authorized in writing by the Dean of Student Affairs.
Students may appeal an Emergency or Involuntary Withdrawal decision by following the guidelines set forth for Appeals (OAR 579-040-0030) in the EOU Student Code of Conduct. The Student Code of Conduct may be found at http://www.eou.edu/saffairs/handbook/index.html.
Deviations From Established Procedures
Reasonable deviations from these procedures will not invalidate a decision or proceeding unless significant prejudice to a student may result.