The Graduate School encourages students to take sufficient time to address medical needs and, consistent with Graduate School policy for other leaves of absence, a graduate student can take up to one full year of medical leave (two semesters and a summer term). The length of the leave is intended to allow a student sufficient time away from their program of study to address medical needs and to engage in activities that will contribute to a successful return. Students may petition for clearance to return after one semester of leave. Requests for extension of medical leave beyond one year of up to one additional year may be made, and must be approved by the Associate Dean of Student Support in the Graduate School or the Associate Dean of Student Affairs in the School of Professional Studies (SPS), as appropriate, in consultation with the program's Director of Graduate Study (DGS). 

Brown administers medical leaves in a nondiscriminatory manner. Brown will provide reasonable modifications to Brown’s policies, practices, and procedures that are necessary to prevent discrimination unless the modifications would fundamentally alter the nature of the university’s academic standards, course requirements, goods, services, facilities, privileges, advantages or accommodations (“reasonable modifications”). Students with disabilities may request reasonable modifications to Brown’s medical leave clearance policies, practices, and procedures by contacting gsmloa@brown.edu (doctoral and MFA students) or spsmloa@brown.edu (all other master’s students).

Guidelines governing clearance seek to assure, in consultation with the student and their medical care providers, that the student will be able to function safely and effectively in the autonomous student environment at Brown. The clearance process also provides a review of the ongoing support a student may need (e.g. reasonable accommodations through Student Accessibility Services).

Materials

To petition for clearance to return from medical leave, students must provide the following documents before the relevant deadline. Students should submit documents via the appropriate 'Medical Leave of Absence Readmission Request' application in UFunds.

• Student Letter
• Provider Letter(s)
• Release of Information Form (PDF)

1. Student letter: The letter should include:

• The student’s intention to return from medical leave. 
• Discussion of the factors that led to the leave-taking. 
• An overview of the care and treatment received to address the health issue that led to the leave. 
• Other activities in which the student has engaged while on leave (for example: work, taking courses, volunteering, pursuing other interests) which may both contribute to their wellbeing and their readiness to return. 
• Reflection on the student’s ability to return to the rigors of academic study and the social demands of Brown. (This may address the completion of requirements (if any) stipulated by the department at the time of the leave). 
• An overview of the student’s plans for how they will maintain their wellbeing once they have returned (continued treatment, building a support network, accessing resources, etc.) and any reasonable accommodations from Student Accessibility Services the student may need to return successfully.

2. Provider Letter(s):

• Students must provide a letter from the treatment provider(s) that they consulted during their medical leave. 
• Students may submit more than one letter from care providers (e.g. a therapist and psychiatrist or a primary care and specialist health provider). In some instances, students may submit letters from both a mental health treatment provider and physician. 
• Letters should include a statement of the provider’s opinion on whether the student will be ready to return to the academic rigors and social demands of full-time enrollment at the University by the beginning of the term for which the student is petitioning to return from medical leave. The statement should include the basis for the provider’s opinion on the student’s readiness to return.
• Letters from mental health providers will be reviewed by Counseling and Psychological Services (CAPS) and letters from physical health providers will be reviewed by University Health Services (UHS).

3. Release of Information Form: Because the provider letter may include private medical information, a limited Release of Information Authorization is required in order for the Graduate School to share the letter with Brown clinicians in University Health Services (UHS) and Counseling and Psychological Services (CAPS) so that they can participate fully in the clearance process. This release does not apply to any information aside from the letter and any associated documentation submitted by the provider and it does not give permission to share the contents of the letter or other documentation with anyone outside of UHS or CAPS. The form can be found in the link above and will also be provided to students on leave in reminders about the clearance process. 

Deadlines 

Students must notify the Graduate School or School of Professional Studies of their intent to return and have all required materials submitted no later than the following dates:

• To return for the Fall term, documents must be submitted by May 1.
• To return for the Spring term, documents must be submitted by November 1.
• To return for the Summer term, students must first have specific approval for a summer return from their program and documents must be submitted by April 1. Please note that students are required to register for a course, such as an independent study, in the summer to be considered an active student.

Timeline & Process 

The Graduate School or School of Professional Studies will review each individual petition. The review process takes approximately four weeks and generally begins after the material submission deadline for the upcoming term has passed. The review process includes the following:

• Submitted materials are compiled and distributed to the appropriate Brown clinicians for review.
• The Associate Dean of Student Support/Student Affairs reaches out, as needed, to DGSs for confirmation of completion of any academic milestones set out at the time of leave.
• The Associate Dean of Student Support/Student Affairs consults with Brown clinicians as needed.
• Any necessary followup is completed.
• Decision letters are prepared and distributed.

Clearance Criteria 

The Associate Dean of Student Support/Student Affairs and appropriate Brown clinicians make an individualized assessment of each student and seek to determine that the graduate student has met the following clearance criteria:

• Received appropriate and sufficient treatment from providers. 
• Demonstrates insight regarding the circumstances that led to their medical leave. 
• Demonstrates readiness to return to full-time enrollment. This may be shown through the general activities of the students while on leave or completion of academic milestones set by the DGS (as relevant).
• Demonstrates the ability to function in the student environment, with or without reasonable accommodations to University policies, practices, or procedures. 
• Demonstrates an appropriate plan for managing the rigors of Brown upon return. The plan may include their academic and social life balance, their support system (family and friends) and how it contributes to their readjustment, continued care from clinicians, and other activities in which they will engage to care for themselves. 

Decision Letter & Transition 

Once the review is complete, students are notified of the outcome of their petition for clearance to return. Students who are cleared for return will also be provided with recommendations for support resources on campus that may be useful. When a student is cleared, the Graduate School begins the process of notifying other offices on campus. The student may be in touch with their department or Graduate School/SPS deans at any point with questions about the transition back to Brown. The Graduate School/SPS will also reach out to the student near the time of their return to check in.

Appeal Process

Within five days of notification of a denial for clearance to return, the graduate student may appeal, in writing, the decision, setting out the reason for the appeal and any supporting materials. Appeals will be submitted to the Dean of the Graduate School, Dean of the School of Professional Studies, or their designee. Appeals will normally be considered only when: (1) there is relevant new information that was not reasonably available at the time of the original petition was submitted and that, in the judgment of the appeal officer, the introduction of the information may have changed the original decision; or (2) when a substantial procedural error is demonstrated and in the reasonable judgment of the appeal officer such error is sufficient enough that it may have affected the original decision. If the appeal officer determines that the appeal has merit, they may change the decision or may remand the matter to the Associate Dean of Student Support/Student Affairs. Decisions will be communicated to the student within ten business days of the appeal deadline.

Related Information

Students may contact a dean with any questions about the medical leave process at any time: 

• Doctoral and MFA students, please contact the Associate Dean of Student Support in the Graduate School at Maria_Suarez@brown.edu or 401-863-1802.
• All other master’s students, please contact the Dean of the School of Professional Studies at Shankar_Prasad@brown.edu or 401-863-3413.