Leaves of Absence
Students who wish to leave the College for a term, after which they intend to return, must file a written, signed and dated leave of absence request that includes the reason for the leave of absence prior to the start of a leave of absence. Leaves are granted for only one term. While on a leave of absence a student is not permitted to participate in any academic or social activities on campus without special permission from the Vice President for Student Affairs (or designee). Access to course materials via D2L is not possible once a leave has been issued. If a leave of absence is taken while a student is currently enrolled in classes, that term is considered to be one semester of the leave. A student who leaves campus during a term without filing a leave of absence is considered an unofficial withdrawal. A student who fails to submit a leave of absence request prior to starting a leave will be considered an official withdrawal.
Besides a general leave of absence, students may apply for a leave for medical reasons.
The granting of a leave of absence guarantees readmission to the major in which the student is enrolled when applying for a leave and permits the student to graduate by complying with the degree program requirements in effect when the leave is taken. The date of leave is the date when the student notifies the Registrar’s Office of an intention to take a leave of absence or the last day of academic activity as determined by the Registrar.
Students taking a leave of absence who are recipients of Federal Title IV financial aid should contact the Financial Aid Office to determine the implications of the leave on their financial aid. Students who have on-campus housing when applying for a leave of absence are required to live on campus when they return, unless approved to move off campus by the Office of Residential Life and Housing.
If a student takes a leave of absence and later is placed on probation, suspended, dismissed or expelled, the sanctions take precedence over the leave of absence and stand as a matter of record. Academic probation becomes operative at the end of the leave.
Students on a leave of absence who decide not to return to Hartwick must contact the Registrar’s Office to request an official withdrawal. The date of separation for the leave of absence will be used as the date of separation for the withdrawal.
Students who do not return after the specified leave of absence period and who do not apply for an official withdrawal are considered unofficial withdrawals, and the last day of attendance will be considered the date the leave of absence began. Students withdrawn from the College are required to apply for readmission in order to return. In such instances, there is no guarantee of readmission.
Recent changes in federal policy regarding approved leaves of absence require the College to report students who do not return to active enrolled status after one term as withdrawn from the institution.
General Leave of Absence
A general leave of absence is granted for one term to students who wish to interrupt their studies at Hartwick College. A general leave of absence is also required for students studying in non-affiliated programs or for military reasons. Application for a general leave of absence is managed by the Registrar’s Office.
If the student is enrolled in classes, taking a leave of absence by the withdrawal deadline date published in the academic calendar results in grades of W (withdrawn) in all courses other than completed courses. Taking a general leave of absence after the last date to withdraw as published in the academic calendar results in grades of F in all courses other than completed courses.
The leave of absence allows the student on leave the opportunity to register in advance for the semester of return.
Documentation of the serious nature of the medical condition must be provided to the Perrella Wellness Center. Approval must be given by the Director of Perrella Wellness Center (in consultation with the Director of Counseling when it is a psychological condition). Application forms for medical leaves of absence are available at the Perrella Wellness Center.
When a medical leave of absence is granted during the course of the term, the course grade is normally a W (withdrawn) in all courses, other than completed courses, unless the student initiates and receives appropriate approval for an incomplete (I) from an instructor within five business days of the date the leave is issued. The Registrar’s Office must be notified within the five business day period, in writing, from the instructor, if a grade of incomplete (I) will be issued. If a grade of I is issued, a student must remove it by the first published incomplete grade expiration deadline after their return. If the grade is not removed within the time allowed, it will convert to F.
Applications for medical leave must be submitted by the last date to withdraw from courses as published in the academic calendar. Applications submitted after the withdrawal deadline date will not be considered, except in extraordinary circumstances. In such circumstances, additional documentation and information may be required, and the decision will involve input from the Vice President of Student Affairs.
A student must be cleared through the Perrella Wellness Center before returning from a medical leave of absence. Documentation must be submitted to the Perrella Wellness Center indicating that the medical or psychological condition has been remedied and that the student is capable of resuming study at the College. All information submitted becomes part of the student’s health record and will remain confidential. Students on medical leave are not eligible to register for courses until approved to return from medical leave.
Administrative Leave of Absence
(effective July 1, 2014)
This policy is meant to be invoked only in extraordinary circumstances, when a student is unable or unwilling to request a leave of absence or official withdrawal when such a hiatus may be necessary to protect the safety of that student and/or others, or the integrity of the College’s learning environment. Before an administrative leave is issued, every effort will be made to encourage the student to take a voluntary leave or withdrawal. Administrative leaves can be issued within or prior to the start of a term.
The policy and procedures for an administrative leave of absence do not take the place of disciplinary actions that are in response to violations of the Student Code of Conduct or the Academic Honesty Policy, nor do they preclude the removal or dismissal of students from the College as a result of such violations.
Placing a Student on Administrative Leave of Absence The Vice President for Student Affairs (or designee) may be alerted to a student’s behavior from a variety of sources on campus (Residential Life, 3333/early alert*, Campus Safety, Wellness Center, a faculty or staff member, the student’s adviser, etc.). If the Vice President deems it appropriate, these procedures will be initiated:
If an administrative leave is imposed, the Vice President for Student Affairs (or designee) will inform the student of the decision, as well as the specific requirements for reenrollment. If an administrative leave is not imposed, the Vice President for Student Affairs (or designee) may impose other conditions and/or requirements under which the student is allowed to remain at the College.
Administrative leaves are effective immediately and in effect for one term, or until any applied sanctions have been removed. A student on administrative leave is not permitted to visit the campus or have contact with anyone on the campus without special permission. An administrative leave cannot be appealed. Administrative leaves may be issued until the last day of classes in a term. Grades of “W” will be issued for all courses if the leave is issued within a term.
*Prior to initiating a request to proceed with an administrative leave, the 3333/early alert administrator contacts instructors of courses in which the student is registered to determine the duration of class absence. If the student has missed one week of classes, the 3333/early alert administrator attempts to reach the student by email, phone and formal letter within five days of verifying the absences to discuss his or her options and encourage a leave of absence, if necessary. If the student is non-responsive after the third attempt at contact, contact is made with his or her parent or guardian to intervene. If the student is still not responsive after the parent or guardian has been contacted, the 3333/early alert administrator will contact the vice president of student affairs (or designee) to begin administrative leave proceedings. If the student is responsive at any point during the outreach process but the 3333/early alert administrator believes an administrative leave is necessary, he or she will contact the Vice President of Student Affairs (or designee) to begin proceedings.
Request for Reenrollment from Administrative Leave
A formal, written request for reenrollment after an administrative leave of absence must be submitted to the Vice President for Student Affairs. The student’s reenrollment request will be reviewed by the Vice President for Student Affairs (or designee), who must approve the reenrollment.
When a medical or psychological condition forms the basis of the administrative leave, the student will be notified in writing of the required procedures for reenrollment. In this circumstance the Vice President for Student Affairs (or designee) may consult with the Director of Perrella Wellness Center and/or the Director of the Counseling in deciding whether to approve the student’s request to reenroll. Upon approval, a student on administrative leave must complete an “intent to return from leave of absence” form at least 15 days prior to the start of the term in which he or she intends to return and submit it to the Registrar’s Office.
Suspension is a compelled separation from the college for academic or disciplinary reasons. Studies at the college are interrupted for a period not less than through the end of the current academic term. The period of suspension may include the college intersession immediately prior to and after any academic term during which the student is prohibited from the college. The suspension may begin while an appeal or hearing is pending.
During a suspension, the student is excluded from all college activities and locations, as well as from preregistration. A grade of “W” will be entered on the transcript for courses in which the student was enrolled, with the exception that in the case of suspension for academic dishonesty, a grade of “F” will be entered for the course in which the academic dishonesty occurred. For courses in which a grade has been entered prior to the suspension (first half courses, for example), the letter grade will stand.
Any student who is suspended must cease residing in college housing within twenty-four hours of the beginning of the suspension period unless special permission is granted by the Vice-President for Student Affairs or his or her designee. The Vice-President for Student Affairs may reduce the twenty-four-hour period when deemed appropriate. There is no refund of tuition, room, or board.
The conditions under which a student is eligible to return are specified in the letter of suspension, as is the date. Return is contingent upon a favorable review by the Dean of Academic Affairs, in the case of suspension for academic dishonesty; by the Committee on Academic Standards, in the case of a pending appeal of academic dismissal; or by the Vice-President for Student Affairs, in the case of disciplinary suspension.
All suspensions are recorded on the student’s official academic transcript. Students who do not return at the specified time and whose period of suspension is not extended will be withdrawn. Such students, if they wish to return, must apply for readmission to the College.
Academic Leave of Absence
Academic leaves are granted to students who wish to study at another college for a specified period of time generally not exceeding one academic year. Academic leaves are normally issued when a student participates in a non-affiliated off-campus program of study. A student desiring an academic leave should contact the off-campus programs office for approval of the leave. The student will be notified of approval in writing by the off-campus programs office. Grades received for courses completed as part of a non-affiliated off-campus program are treated like transfer credit. Grades received for courses completed as part of an affiliated off-campus program of study are applied to a student’s academic record and count towards GPA and credit completion requirements. Students participating in non-affiliated programs of study are not eligible for an academic leave of absence and must file a general leave of absence to participate.
Note that the term ‘affiliated’ refers to affiliated programs and programs competed with Hartwick support (i.e. paying tuition directly to Hartwick to participate).
Military Leave of Absence
Any student who receives orders to report for active military duty should contact the Office of the Registrar and present a copy of military orders (if a copy of military orders is not available, the student may begin the leave process by submitting a personally signed request indicating times and dates of intended call-up). The Office of the Registrar will enter a grade of ‘W’ for all registered but not completed courses in the current term. If the leave occurs late in the semester, the student may arrange for a final graded evaluation of his/her course work or take Incompletes for all remaining coursework.
Upon completion of active military duty, the student will be automatically readmitted to the College by notifying the Office of the Registrar in writing of his/her intent to resume academic study at Hartwick.
A student who wishes to leave Hartwick and has no plans to return must complete, sign and submit an official withdrawal form to the Office of the Registrar. Students may officially withdraw from the College up to the last day of classes for the term; however, to receive a course grade of “W”, a Course Add/Drop Form must be submitted to the Office of the Registrar by the regular term deadline for withdrawal with a “W.” Students who withdraw after the regular term deadline for course withdrawal with a “W” may be subject to course grades of “F” for the term in which the withdrawal is being submitted. Students who officially withdraw will have the notation of Official Withdrawal on their record. Students who leave the College without submitting a completed official withdrawal form will be considered to have unofficially withdrawn and will have such a notation posted on their academic record. See the policy on Unofficial Withdrawal for more information. If a student officially withdraws and later wishes to resume study, an Application for Readmission must be made to the Office of the Registrar.
Students are considered unofficial withdrawals by the college if (1) they have not registered for classes by the end of the add/drop period of Fall, January and Spring terms, (2) they have not returned to the College when the approved period of a leave of absence has expired, (3) they have not returned at the time specified after academic or social conduct suspension, (4) they have left the campus while a term is in session with no intention of returning and not filed appropriate leave or withdrawal paperwork and they do not pass any graded courses. If a student is unofficially withdrawn and later wishes to resume study, an Application for Readmission must be made to the Office of the Registrar. Notice of unofficial withdrawal is posted on a student’s academic record. The posted date of an unofficial withdrawal is at the discretion of the College and usually reflects the last date of attendance.
Hartwick College uses the following procedures to determine if students never attend class and/or withdraw unofficially, and to determine repayments due back to aid programs.
Beginning of each term:
This process is repeated for 4 week, 7 week and final grading periods for which faculty are required to submit grades for all students on their rosters. For students receiving failing grades at each of these grading periods, faculty also are required to indicate a last day of attendance. If a failing grade is issued, then the Office of Academic Affairs will follow-up to verify last day of attendance.
The College returns aid to the financial aid programs and bills the student for funds received for classes never attended. Repayment may be required with funds other than financial aid. If this occurs and the bill remains unpaid for more than 120 days, a third party collection agency will be used and the debtor will also become liable for any additional collection costs associated with the collection of any amount not paid. Students are ineligible for future aid until debt repaid in full.
At the end of each term (Fall, J-Term, Spring):