Involuntary Leave of Absence for Students Policy

All State-Operated Campuses are required to adopt this policy and prominently display it on their individual campus websites. All State-Operated Campuses are also required to ensure that this is displayed with all other leaves on their websites and provide any links to local policies that may be implicated by taking a leave of absence.

The President must designate an appropriate official or a group of appropriate officials who may evaluate situations that arise under this policy. At SUNY Oswego, the President’s designees are  the Vice President for Student Affairs and the Dean of Students.

Requiring a student to take a leave of absence is rare and only happens when current medical  knowledge and/or the best available objective evidence indicates to the President’s designee(s) at  SUNY Oswego that there is a significant risk to the student’s health or safety, or the health or safety of others in the Campus community, or the student’s behavior severely disrupts the University environment, where no reasonable accommodations can  adequately reduce that risk or disruption.  

Consistent with SUNY’s Nondiscrimination Policy, SUNY Oswego prohibits unlawful discrimination on the basis of any type of disability or any other characteristic protected by applicable Federal and/or State law in the administration of SUNY Oswego’s programs and activities.  

SUNY Oswego offers a range of resources, support services, and accommodations to address  the physical and mental health needs of students. However, on rare occasions, a student’s needs  may require a level of care that exceeds the care that the institution can appropriately provide.  Where current knowledge about the individual’s medical condition and/or the best available  objective evidence indicates that a student poses a significant risk to their own safety not based  on mere speculation, stereotypes, or generalizations, or the health and safety of others in the  Campus community, or where a student’s behavior severely disrupts the University  environment and the student does not take a voluntary leave of absence, the President’s  designee(s) has the authority to place a student on an involuntary leave of absence, after  appropriate procedural due process has occurred according to this policy.  

Before placing any student on an involuntary leave of absence, the institution will conduct an  individualized assessment, consulting with the Office of Accessibility Resources to determine if there are reasonable accommodations that would permit  the student to continue to participate in the University environment without taking a  leave of absence. 

The President’s designee(s) may be notified about a student who may meet the criteria for an  involuntary leave of absence from a variety of sources, including, but not limited to, the student,  the student’s academic advisor, Residence Life and Housing staff, an academic department, or a member of  the University’s behavioral intervention team. If the President’s designee(s) deems it appropriate, the procedures under this policy can be initiated.

1. The President's designee(s) at the Campus will consult with the Office of Accessibility Resources prior to making a decision to impose an involuntary leave of absence.
2. The President's designee(s) will issue a notice to the student in writing that an involuntary leave of absence is under consideration. The written notice will include the reason(s) why the student is being considered for an involuntary leave of absence, contact information for the Office of Accessibility Resources which can provide information about potential accommodations, and a copy of this policy. SUNY Oswego will provide clear information about the Office of Accessibility Resources, including location of office, whom to contact, services provided, information about how to request reasonable accommodations and supports, and any other pertinent information the campus deems necessary. The notice will also provide contact information (including the name and position) for a neutral or impartial advisor outside of the decision-making process under this policy (the "Advisor"), with knowledge of the Campus's involuntary leave of absence process who will serve as a resource to answer any student questions about the process from referral to return to the Campus. The Advisor will work with the student throughout the involuntary leave of absence process and any appeals. The Advisor shall be copied on all notices to the student after the student provides consent to have the Advisor as part of their process. In the written notice, the student will be encouraged to respond, and to contact the Advisor before a decision regarding an involuntary leave of absence is made and will be given a specified time period within which to do so. SUNY Oswego will train one or more employees to serve as an Advisor for when this policy is initiated. If a student utilizes an Advisor as part of this process, the Advisor cannot speak for the student and all administrative procedural rules apply. The student is responsible for self-advocacy and consults with the Advisor.
3. To the extent required by applicable law, the President's designee(s) must consider potential reasonable accommodations and/or modifications that could eliminate the necessity for an involuntary leave of absence. These may include, without limitation, a voluntary leave of absence and/or academic/housing/dining accommodations(s). The Campus must document all such considerations, accommodations, and related decisions.
4. The student may be asked to execute an Exchange of Confidential Information Consent Form providing certain Campus personnel with temporary authority to obtain information from the student's health care provider(s) regarding issues relevant and appropriate to the consideration of an involuntary leave of absence when there is a need for the Campus to have access to that information as part of the interactive process and individualized assessment. Any direct communication with a student's medical provider shall be done through the appropriate medical office on Campus, which will relay that information to the designee(s) responsible for assessing all information regarding a potential involuntary leave of absence. Access to these records, if the Campus is given authority, shall be limited to personnel directly involved in the deliberation and decision-making process under this policy. SUNY Oswego shall establish procedures for the secure storage of this confidential health information that is received at any point in the leave and return processes. If a student refuses to execute this document or to respond within the timeframe set by the President's designee(s), the President's designee(s) may proceed with assessment based on the information in the President's designee(s) possession at that time.
5. The President's designee(s) may also confer, as feasible and when appropriate depending on the matter, with individuals regarding the need for an involuntary leave of absence. Each case may vary, but conferring individuals can include:
   • Representatives from Residence Life and Housing;
   • Faculty members;
   • Academic advisors;
   • Department head for programs that lead to professional licensure, as appropriate;
   • Representatives from Health Services (with appropriate authorization for any providers who have provided services to the student);
   • The student's treatment provider(s) or other health care professionals (with appropriate authorization for any providers who have provided services to the student);
   • Representatives from Counseling Services (with appropriate authorization for any providers who have provided services to the student);
   • Member(s) of the behavioral intervention team or equivalent team that serves the function of assessing and monitoring students of concern; and/or
   • Other individuals who may be appropriate in an individual matter.

6. When evaluating whether an involuntary leave of absence is appropriate, the Campus will consider specific criteria, such as:

   • Whether the current knowledge about the individual's medical condition and/or the best available objective evidence indicates that a student poses a significant risk to the health and safety of a member of the Campus community;
   • Whether a student is unable or unwilling to carry out substantial self care obligations and poses a significant risk to their own safety, not based on mere speculation, stereotypes, or generalizations; and/or
   • Whether a student's behavior severely disrupts the Campus environment.

   The individualized assessment for each factor, based on reasonable judgment that relies on current medical knowledge to the extent that information is available, or the best available objective evidence, should capture:

   • the nature, duration, and severity of the risk or disruption;
   • the probability that the risk or disruption will actually occur; and
   • whether reasonable modifications of policies, practices, or procedures will appropriately mitigate risk or disruption, thereby eliminating the need for an involuntary leave of absence.
7. The President's designee(s) for the Campus will give significant weight to the opinion of the student's treatment provider(s) identified by the student (with appropriate authorization) regarding the student's ability to function academically and safely at the campus with or without reasonable accommodations. If the President's designee(s) determines that the information provided by the treatment provider(s) is incomplete, requires further explanation or clarification, or is inconsistent with the other information in the student's record, the President's designee(s) for the Campus (with appropriate authorization) may contact the treatment provider(s) to obtain additional information. In certain circumstances, the Campus may request the student to undergo an additional evaluation by an independent and objective professional designated by the Campus, if the President's designee(s) believes it will facilitate a more informed decision. The Campus should appropriately document the reasoning for such a decision, if warranted.
8. Following the President's designee(s)' consultations and review of the relevant documentation and information available, the President's designee(s) shall make a decision regarding whether the student should be placed on an involuntary leave of absence, and shall provide written notice of the decision to the student. This written notice of decision shall include information about the student's right to appeal the decision and information about reasonable accommodations available during the appeal process. The review and notice of decision shall be performed in a reasonable and timely manner.
9. In emergency situations involving an imminent threat of harm to the student or any other member of the Campus community, the President's designee(s), in the exercise of his or her reasonable judgment, may require a student to be immediately prohibited from entering the campus or facilities utilized for Campus programs or activities while such individualized assessment and review under this policy is taking place. Such students shall receive written notice to this effect as quickly as possible and/or practicable. While this individualized assessment and review is being conducted, every effort shall be made by the President's designee(s) to reach a decision within seven (7) calendar days, provided that the student responds in a timely manner to requests for information, and if appropriate, evaluation. If there are delays, the Campus shall document the reason for such delays in writing.
   
    

1. If an Involuntary Leave of Absence is Imposed: The written notice of any decision concerning the student shall set forth the basis for the decision; a  timeframe for when the student must leave the Campus; the student’s right to  appeal the decision; and information about reasonable accommodations available  during the appeal process. This notice shall also set forth when the student may be  eligible to return to the Campus and the conditions and/or requirements the  student will need to satisfy to be eligible for return. This written notice shall also  inform the student of their right to reasonable accommodations in the return  process and will provide contact information for the appropriate office at the  Campus that provides disability or accessibility services for students requiring  reasonable accommodations. The length of the student’s leave will be determined  on an individualized basis. The student’s Advisor shall be copied on all notices  concerning all decisions related to the student if the student so designates and  consents.
2. If an Involuntary Leave of Absence is Not Imposed: The President's designee(s) may impose conditions and/or requirements under which the student is allowed to remain at the Campus using the least restrictive appropriate means possible.

1. Within seven (7) calendar days of receiving the written notice of a decision from  the President’s designee(s) at the Campus, the student may submit an appeal of  the decision in writing to the appropriate President’s designee(s) for appeals under  this policy. The appeal shall be heard by a three (3) person Board of Appeals. The  decision maker who imposes an involuntary leave of absence shall not hear  appeals or render decisions on appeals. The individuals chosen to oversee appeals  cannot have been involved in the original decision-making process. 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 President’s designee(s). While the appeal is pending and  being heard by the Board of Appeals, the original decision will remain in place. All appeals decisions will be issued within seven (7) calendar days of submission.
2. The criteria for appeal will be limited to the following: 
   • Disproportionate Findings or New Information: if there is any information not previously considered that would allow the student to remain with a reasonable accommodation or if there is any new information not previously available to the student that may change the outcome of the decision-making process;
   • Procedural irregularities: if there were any procedural irregularities that materially affected the outcome of the matter to the detriment of the student who appealed the decision.
3. After reviewing the matter fully, the Board of Appeals will issue a written decision affirming, modifying, or reversing the decision to place the student on an involuntary leave of absence. The Board of Appeals' decision shall be final, and no other appeals or grievance procedures are available at the Campus level.

1. Student status: Students on a leave of absence generally retain their admitted  student status during the period of the student’s leave based on SUNY Oswego’s enrollment policies; however, they are not registered and therefore, do not have the rights and privileges of registered students. 
2. Housing and Dining: Consistent with the Campus policies and procedures, students assigned to a Campus residence are subject to the terms and conditions of the SUNY Oswego Housing and Dining License. Students who leave the Campus before the end of a term  may be eligible to receive refunds of portions of their housing and dining charges, per SUNY Oswego Policy.

3. Effective date(s) of leave: A student must leave the Campus within the timeframe set forth by the President's designee(s) or Board of Appeals, as applicable, in the decision to impose an involuntary leave of absence. The leave will remain in effect until:

   • The President's designee(s) has determined after an individualized assessment the parameters of which shall be set forth in the written decision of the President's designee(s) or the Board of Appeals, as applicable, that the student is able to return to the campus with or without reasonable accommodations, and
   • The student has complied with any Campus requirements applicable to all students returning from a leave and all conditions mandated by the President's designee(s) or Board of Appeals, as applicable.

   Students are not permitted to return mid-semester if placed on a leave of absence. Information about return from leave may be found on the University Withdrawal or Leave Process website.

4. Notification: At any time while the student is on leave, the President's designee(s) may notify a student's parent, guardian, emergency contact, or other individual, consistent with the law, if notification is deemed appropriate under the circumstances.
5. Association with the Campus while on leave: Unless expressly permitted by the  President’s designee(s) in writing, or Board of Appeals, as applicable, students on  an involuntary leave of absence are not permitted to be present at the Campus and  are not permitted to engage in any Campus-related activities, including on Campus and/or remote employment opportunities.
6. Coursework taken while on leave: Consistent with the Campus’s policies and  procedures, academic credit for work done elsewhere may be allowed toward a  Campus degree. However, students must consult with the Office of the Dean of Students and their academic department prior to taking any coursework while on an involuntary leave of  absence and are encouraged to consult with the Registrar and their academic department.
7. Access to Student Accounts while on leave: Unless expressly prohibited in  writing by the President’s designee(s), students on leave generally may retain  their student ID privileges, which will be explicitly defined per Campus policy,  including their Campus email account. For more information visit the SUNY Oswego ID and Cards Policy and Procedure website and the Email as Official Mode of Communication website.
8. Tuition and Fees: Consistent with SUNY’s and the SUNY Oswego’s local policies and  procedures, students who leave the Campus before the end of a term may be  eligible to receive refunds of portions of their tuition. See the SUNY Tuition Refunds Policy and SUNY Oswego’s liability calendar for a schedule of refunds. 
9. Financial Aid: Campuses shall provide information on any effect an involuntary  leave of absence decision may have on that student’s financial aid.
10. Meal Plan: Campuses shall provide information on what refunds may be  available on meal plans within the context of this policy. Information about release from dining license can be found on the Housing and Dining License website. 
11. Visa Status: International students (F-1 and J-1 Visa holders) placed on an  involuntary leave of absence must speak with the appropriate person in the International Student and Scholar Services Office who works with international students regarding their Visa status and the  effect an involuntary leave of absence may have on that status. 

1. In addition to the general requirements all students must meet when returning to  the Campus after a leave of absence, as well as any conditions imposed by the  President’s designee(s) or Board of Appeals, as applicable, for return from an  involuntary leave of absence as outlined in the decision, students seeking to return  from an involuntary leave of absence imposed for reasons of personal or  community health and safety may be required to submit additional documentation  related to the factors set forth in Section III.6 as part of an individualized  assessment. The Office of Accessibility Resources will work with students to provide reasonable accommodations in the return  process as appropriate.
2. A student must make a written request to the President’s designee(s) to return to  the Campus. Generally, a student shall not be allowed to return until one full  semester has elapsed or until the leave period in the involuntary leave of absence  notification has elapsed, and all conditions and/or requirements have been met.
3. The President’s designee(s) may require the student to provide evidence that the  student, with or without reasonable accommodations, has sufficiently addressed  the issues that previously established the criteria for imposing an involuntary  leave of absence as set forth in Section III.6, above. The President’s designee(s) may also ask, confer with, or seek information from others to assist in making this  determination. The information sought may include:
   • At the student’s discretion, documentation of efforts by the student to  address the issues that led to the leave;
   • Release of academic records to inform treating clinicians (with appropriate authorization);
   • Release of treatment information to the extent necessary to determine if the student has sufficiently reduced the risk or disruption that led to the leave (with appropriate authorization);
   • Consultation with Health Services and/or Counseling Services to the extent necessary to determine if the student has sufficiently reduced the risk or disruption that led to the leave (with appropriate authorization); and/or
   • Consultation with the Office of Accessibility Resources
4. All returning students must meet the essential eligibility requirements and any technical standards of the Campus and, if applicable, the relevant school or department, with or without reasonable accommodations. If the President's designee(s) determines that the student is ready to return to the Campus, the student will be notified in writing of the decision, including the reason for the decision, within a reasonable time after the student has submitted a request for return and required documentation per this policy.
5. A student not permitted to return may appeal the decision to the Board of Appeals under this policy, following the procedures in Section V. 
6. Information about SUNY Oswego’s enrollment policies may be found on the Readmission process website. 

A leave of absence is an administrative process; it is not a disciplinary process.

This policy is not intended to be punitive and does not take the place of disciplinary actions that are in response to violations of the Campus's Student Code of Conduct, or other policies and directives, nor does it preclude the removal or dismissal of students from the Campus or Campus-related programs as a result of violations of other Campus policies or school or department protocols.

This policy does not limit the Campus's ability to place enrollment holds on students for reasons beyond the scope of this policy.

This policy does not relieve a student of any financial obligations to the Campus that were incurred prior to the time the involuntary leave of absence was imposed. Campuses are required to notify students if there might be an affect on the student's financial aid, including returning aid, outstanding balances, potential effects on future aid, and any effects on the New York State Tuition Assistance Program (TAP), the Excelsior Scholarship Program, and any other scholarship, if applicable.

Nothing in this policy limits the power of the Campus to take administrative action to ensure the safety of the Campus community in accordance with all appropriate laws and policies.

Nothing in this policy prevents the Campus from engaging in an interim suspension under its policies if necessary under the circumstances. Any such cases shall be appropriately reviewed per Campus policy. 

All Campuses are required to abide by the Family Educational Rights and Privacy Act (FERPA) and comply with its requirements regarding student privacy.

SUNY Oswego is committed to providing equal access to all participants in Campus  processes, including students with disabilities. Students with disabilities should  contact the Office of Accessibility Resources to request accommodations via phone at 315-312-3358, email [email protected] or visit 155 Marano Campus Center.