III - 3.00 - Policy on Medical Withdrawal

I. Purpose

Bowie State University (BSU) is committed to providing comprehensive policies that promote a student’s academic progress toward degree completion. This policy addresses a student’s health needs and procedures to authorize a student’s withdrawal when a medical extenuating condition warrants withdrawal from all courses. A Medical Withdrawal Form must be completed by the student to initiate the BSU review process. This policy establishes medical criteria and procedures to authorize a student’s withdrawal and refund for tuition and fees the student paid for a semester withdrawn due to a medical extenuating circumstance.

II. Applicability

This policy applies to all Bowie State University (BSU) students.

III. Definitions

A. Extenuating Medical Circumstance – A medical circumstance that inhibits the student’s ability to continue academic studies at the University. The medical circumstance must be approved by the Medical Withdrawal Review Committee (comprised of the Henry Wise Wellness Center, Counseling Services and Disability Support Services) to initiate a refund for tuition and fees paid by the student for the semester in which a student withdraws. This policy includes the extenuating medical circumstances identified below.

• Illness

• Injury

• Hospitalization

• Mental Health and Wellness

B. Medical Withdrawal – An extenuating medical circumstance that warrants a Medical Withdrawal from the University.

A student leaves Bowie State University by withdrawing from the University due to an extenuating medical circumstance. The student will be withdrawn or dropped from all courses based on the effective date of the Medical Withdrawal.

C. Medical Withdrawal Form – A Medical Withdrawal Form must be completed by all students requesting withdrawal due to an extenuating medical circumstance(s) and/or students requesting a refund of tuition and/or fees for the semester withdrawn. This form is required to receive a decision from the Medical Withdrawal Review Committee.

D. University Withdrawal Form – A University Withdrawal or Leave of Absence Application form that must be completed by any currently enrolled student withdrawing from courses for the term. If requesting a medical withdrawal and submitting a Medical Withdrawal Form, this form must also be filled out and submitted to the Registrar’s Office.

IV. Scope

This policy addresses BSU’s criteria and procedures for Medical Withdrawal, as well as the submission and review process for the Medical Withdrawal Form.

V. Guidelines and Standards

A student will be dropped/withdrawn from all their classes after the medical withdrawal has been granted by the Medical Withdrawal Review Committee and Dean of Students. Requests for individual classes will not be considered.

During the Academic Semester – A BSU student who experiences an extenuating medical circumstance during the academic semester can submit a Medical Withdrawal Form for review/approval any time during that semester up until the last day of classes for that term. Students must also submit a University Withdrawal to the Registrar’s Office.

After the Close of the Academic Semester – Medical withdrawal requests submitted after the close of the academic semester may be reviewed on a case-by-case basis at the discretion of the Vice President of Enrollment Management and Student Affairs. Students requesting a Medical Withdrawal after the close of the impacted academic semester are not eligible for a refund of tuition or fees.

A. Grades – The effective date of the Medical Withdrawal is the date that the documentation is received by the Medical Withdrawal Review Committee or determined by the onset of the condition/date listed by the provider (whichever is earlier). After approval of the Medical Withdrawal is received by the Registrar’s Office, it will be reviewed for grade implications. Based on the effective date, recording of courses and grades will be listed, as identified below.

1. On or before the semester course drop deadline – All courses and grades will be removed.

2. After the semester course drop deadline up until the last day of classes – W (withdrawal) grades will be assigned to all courses.

B. Medical Withdrawal Form – Students who would like to request a medical withdrawal must submit the Medical Withdrawal Form and address the items below.

1. International students must consult with the International Student Services Office to discuss any visa implications prior to submitting a Medical Withdrawal Form.

2. The Medical Withdrawal Form should be completed by a U.S. licensed healthcare provider who has treated the student. The completed form should be submitted to the Wellness Center through the patient portal, drop off, mail or fax. The following items listed on the Medical Withdrawal Form must be completed:

• Diagnosis

• Date of onset

• Effects of medical condition on the student’s ability to perform

• Prognosis

• Timeframe for treatment and recovery

• Health care provider information.

3. Upon receipt of the Medical Withdrawal Form, the Medical Withdrawal Review Committee will make a recommendation to the Dean of Students for a full current semester withdrawal.

4. The Dean of Students will notify the student in writing of the decision. A full medical withdrawal will require that all semester courses are either withdrawn or dropped. This academic recording will be based on the effective date of the withdrawal, usually determined by the onset of condition/date listed by provider. Subsequently, a withdrawal indicator will be identified on the student’s account.

C. Eligibility Decision for Refund of Tuition/Fees – Based on the effective date of the medical withdrawal, a student may be eligible for a full or partial tuition and fee adjustment. The Medical Withdrawal Review Committee or the Dean of Students will contact the appropriate offices (including the Registrar’s Office, Student Accounts, Financial Aid) and provide notification of medical withdrawals upon a medical withdrawal being approved, for processing.

VI. Considerations

In addition to contacting the Offices/Center, as identified above (in V. Guidelines and Standards, B. Medical Withdrawal Form), students are encouraged to contact the Office(s) below to address considerations, as needed.

A. Office of Residential Life

1. On-campus Housing – Students must be enrolled in courses to live on-campus. Students withdrawing from all courses are not permitted to live in University housing.

2. If a student lives in on-campus housing and is approved for medical withdrawal, Housing will determine when the room must be vacated and keys returned.

B. The Office of Financial Aid

1. Potential refunds for tuition and fees

2. Awards – When a student withdraws from or stops attending courses, the financial aid awards may be recalculated. If a student received a refund to cover living expenses, repayment may be required. A tuition adjustment does not cover this balance.

3. Future financial aid awards

4. Repayment of outstanding student loans

5. On-campus employment/Federal Work Study

C. Military Resource Center – Military benefits

D. Office of Private Scholarships and Grants

1. Assistantships

2. Scholarships/grants

3. Student-teaching placements

4. Internships

E. Academic Advising Center – Academic degree timeframe requirements and possible alternative options i.e., incomplete versus withdrawing.

F. Office of Admissions

1. Readmission requirements

2. Transfer credits

VII. Return from Medical Withdrawal

Students who would like to return to Bowie State University from a Medical Withdrawal have various options to resume their studies.

A. Up to One Academic Year after Withdrawing – If a student has indicated intent to return to the University on the University Withdrawal form and would like to return within a year immediately following a medical withdrawal, a student must notify the Registrar’s Office in writing so that the indicator can be removed from the record. The student will then be advised on the next steps (either meet with advisor and enroll into courses or go through Medical Review Committee for additional review/clearance – if this is recommended with the initial withdrawal approval).

B. After One Academic Year – Students who would like to return to the University after one academic year since taking their initial medical leave of absence or students who indicated no intention to return to the University on the University Withdrawal form must apply for readmission through the Office of Admissions.

C. Students who have taken courses elsewhere with the intent of transferring credit to Bowie State University must obtain approval from their academic advisor/department and the Registrar’s Office. Additionally, students must comply with the Office of Admissions readmission and transfer credit requirements.

D. Upon returning/being readmitted, a student should immediately schedule a meeting with their academic advisor to review academic history and discuss academic plans.

VIII. Responsible Officials

Provost, Vice President for Academic Affairs

Vice President for Enrollment Management and Student Affairs

IX. Related Policies

A. BSU III – 4.32 – Policy on Tuition and Fee Refunds – Students should contact the Office of Student Accounts for information related to potential refunds of tuition and fees.

B. BSU Student Code of Conduct – Involuntary Withdrawal – The University retains conduct jurisdiction over students who choose to take a leave of absence, withdraw, or have graduated when there has been misconduct that occurred prior to the leave, withdrawal, or graduation.

Effective Date: 10/17/2024