Leaves of Absence - M.D. Programs

Policy Number: N/A
Date Issued: N/A
Date Revised: N/A
Last Modified: Jan 17, 2025
Effective Date: N/A
Approved By: Council on Evaluation
Sponsor(s): N/A
Responsible Office(s): Council on Evaluation

Policy Statement

A leave of absence is defined as an approved period of time in which a student is not participating in the requirements of the M.D. program. A student may request a leave for medical or personal reasons or to participate in scholarly research and/or educational programming. A student may be placed upon a leave of absence by the Council on Evaluation in accordance with specific academic policies or for an emergency. While on a leave of absence, students are required to monitor their UMKC email address weekly. Students on a leave of absence are not covered by medical malpractice insurance.

The School of Medicine offers the following types of Leaves of Absence, which are subsequently defined in this policy: Personal, Academic Enrichment, Family and Medical, Administrative, and Emergency.

General Leave of Absence Policy

Any student seeking a leave of absence must follow the corresponding procedure(s) outlined on the following pages. Any student failing to satisfy program requirements without a documented leave of absence may meet criteria for separation (dismissal) from the program.

A student requesting a leave of absence is personally responsible for ensuring the timely completion and submission of all required forms and supporting documentation. Requests for Personal, Academic Enrichment, or Family and Medical leaves of absence must coincide with the start of the academic semester, 4-week block, or course series (HSF I-III) and conclude at the end of an academic semester or 4-week block. Once granted, leaves of absence are counted in whole blocks or semesters away from the program and may result in an extension in a student’s program of study. Leaves of absence are executively approved by the Chair of the Council on Evaluation or Manager of Evaluation & Progression and are subject to the final approval of the Council on Evaluation. That approval may be rescinded at any time.

Leaves of absence impact each aspect of the student’s official university account. To account for the changes required for a leave of absence, the student must review the details of their leave of absence with their advising team and relevant university support staff. This includes, but is not limited to, representatives of the Office of Financial Aid and Scholarships and the Cashier’s Office. Failure to do so may result in a delay in paperwork processing, delayed curricular determinations, and financial consequences.

Students are also expected to plan ahead with their personal and academic enrichment leaves of absence when possible and provide the Council on Evaluation office at least two weeks to review and approve the leave or return from leave of absence paperwork prior to the start and/or return date. Failure to submit in a timely fashion may result in a leave or return from leave request that cannot be processed.

Leave of Absence Extensions (Personal, Academic Enrichment, or Family and Medical only)

Any student seeking to extend their leave of absence must contact the Council on Evaluation prior to the conclusion of their current period of leave. Students may be required to complete additional paperwork at the time of extension at the discretion of the Chair of the Council on Evaluation or Manager of Evaluation & Progression

Leave of Absence Transfers

Any student seeking to transfer their leave of absence to another type of leave must complete the required procedure to return from their current leave. Leave of absence transfers must coincide with the start of an academic semester or block. Students may be required to complete additional paperwork at the time of transfer at the discretion of the Chair of the Council on Evaluation or Manager of Evaluation & Progression.

Leave of Absence Performance Review

Any student who takes thirteen or more consecutive blocks (1 year) of leave for a Personal, Family and Medical, and/or Administrative Leave must undergo a performance review prior to returning to the program. The performance review allows the Council on Evaluation to determine appropriate curricular and/or remediation decisions guiding the student’s return to the School of Medicine. These students must also return from their leave to an in-person, in-town experience.

Personal Leave

A Personal Leave is defined as time in which a student is granted permission to be away from the program for personal reasons. The School of Medicine does not provide a definition of “personal reasons” and any student is eligible to request a Personal Leave in accordance with the leave of absence policy guidelines.

Students on a Personal Leave must petition the Council on Evaluation for permission to take any National Board of Medical Examiners (NBME) exam, including all NBME subject, Step 1 or Step 2, and readiness assessment (i.e., CBSE) examinations. Students on a Personal Leave are also not permitted to participate in any credit/not for credit UMKC courses. Personal Leave does not postpone any School of Medicine deadlines, including those related to promotion, Step 1 and 2 examinations, NBME subject exam retakes, and the 8-year (BA/M.D.), 6-year (M.D.), or 4-year (OMS+M.D.) deadlines to complete program requirements.

Procedure for requesting a Personal Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a personal leave of absence.
The student completes the Kuali Leave of Absence request form.

Procedure for requesting return from a Personal Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a return from their personal leave of absence.
The student completes the Kuali Return from Leave request form.

Academic Enrichment

An Academic Enrichment Leave is defined as time in which a student is granted permission to be away from the program in order to participate in educational programming outside of their M.D.-seeking program. Sanctioned educational programming may include research programs, advanced degrees, and/or professional certification. The Chair of the Council on Evaluation or Manager of Evaluation & Progression has the authority to determine if a student’s Academic Enrichment Leave request satisfies the definition of educational programming. BA/M.D. students who have not promoted to Year 3 are ineligible to pursue an Academic Enrichment Leave. The title of a student’s program and program site will be noted on their MSPE in the Academic History section. Students are required to satisfy all promotion requirements to the next promotion year prior to the start date of their Academic Enrichment Leave.

Students on an Academic Enrichment Leave are permitted to take any National Board of Medical Examiners (NBME) exam including all NBME subject, Step 1 or Step 2, and readiness assessment (i.e., CBSE) examinations, but must have all outstanding examinations completed within 2 blocks of their leave start date. Step 1 and all associated readiness assessments are defined as outstanding upon promotion to Year 5 (M3). Step 2 and all associated readiness assessments are defined as outstanding upon promotion to Year 6 (M4). Academic Enrichment Leave does not postpone any School of Medicine deadlines, including those related to promotion, Step 1 and 2 examinations, NBME subject exam retakes, and the 8-year (BA/M.D.), 6-year (M.D.), or 4-year (OMS+M.D.) deadlines to complete program requirements.

Procedure for requesting an Academic Enrichment Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue an Academic Enrichment leave of absence.
The student completes the Kuali Leave of Absence request form. This submission includes a document upload that confirms the student’s participation in their program. This can be in the form of an acceptance letter, approval from a program director, and/or verification from the institution.

Procedure for requesting return from an Academic Enrichment Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a return from their Academic Enrichment leave of absence.
The student completes the Kuali Return from Leave request form.

Family and Medical Leave

A Family and Medical leave of absence is defined as a period of time in which one or more of the following is true:

The student is medically unable to fully participate in the program as required by the School of Medicine Technical Standards.
The student is a caregiver for an immediate family* member experiencing a documented serious health condition.
The student needs to care for their child due to birth, adoption, or foster care placement.
One or more of the student’s immediate family* members is on covered active duty in the Armed Forces or has been notified of an impending call or order to covered active duty.
The student is a caregiver for an immediate family* member who is undergoing documented medical treatment, recuperation or therapy, is in outpatient status, or is on the temporary disability retired list for a serious illness or injury incurred or aggravated in the line of duty on active duty.

In cases 1, 2, and 5 the Family and Medical Leave must be certified by a licensed treating medical or mental health practitioner who is not a family member or relative of the student or individual being treated. In case 3, the Family and Medical Leave must be certified through submission of a child’s birth certificate or relevant court document. In case 4 the Family and Medical Leave must be certified through submission of the active-duty orders and/or other official documentation issued by the military.

Students on a Family and Medical Leave are not permitted to take any National Board of Medical Examiners (NBME) exam, including all NBME subject, Step 1 or Step 2, and readiness assessment (i.e., CBSE) examinations. Students on a Family and Medical Leave are also not permitted to participate in any additional academic programming. Family and Medical Leave postpones any School of Medicine deadlines, including those related to promotion, Step 1 and 2 examinations, NBME subject exam retakes, and the 8-year (BA/M.D.), 6-year (M.D.), or 4-year (OMS+M.D.) deadlines to complete program requirements.

Procedure for requesting a Family and Medical Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a Family and Medical leave of absence.
The student completes the Kuali Leave of Absence request form.
In cases 1, 2, and 5 above the student submits a completed School of Medicine Provider Certification for Family and Medical Leave. In cases C or D the student should provide the appropriate documentation as a part of their document submission. These documents may be uploaded to the Kuali form by the student.

Procedure for requesting return from a Family and Medical Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a return from their Family and Medical leave of absence.
The student completes the Kuali Return from Leave request form.
In cases 1, 2, and 5 above the student submits a completed School of Medicine Provider Certification for Return from Family and Medical Leave. Cases C or D do not require additional paperwork for return.

*For the purpose of this policy, the UMKC School of Medicine defines an immediate family member as:

Parent (Natural, step, in-law or adoptive)
Sibling (natural, step, in-law, or adoptive)
Spouse
Grandparent
Child
Grandchild

Administrative Leave

An Administrative Leave is defined as a period of time during which a student is not permitted to participate in the program due to USMLE advising policies, academic performance or as the result of an appeal for retention. A student is not permitted to return from Administrative Leave until they have satisfied the return criteria. The Chair of the Council on Evaluation or Manager of Evaluation & Progression has the authority to determine a student’s return criteria from an Administrative Leave if not already determined by Council on Evaluation or Council on Curriculum policy.

Students on an Administrative Leave are permitted to take any National Board of Medical Examiners (NBME) exam, including all NBME subject, Step 1 or Step 2, and readiness assessment (i.e., CBSE) examinations if taking those examinations satisfy the criteria to return from the Administrative Leave. Students on an Administrative Leave are not permitted to participate in any additional academic programming. Administrative Leave does not postpone any School of Medicine deadlines, including those related to promotion, Step 1 and 2 examinations, NBME subject exam retakes, and the 8-year (BA/M.D.), 6-year (M.D.), or 4-year (OMS+M.D.) deadlines to complete program requirements.

Procedure for being placed on an Administrative Leave:

The student reviews with their ETC and/or the Council on Evaluation the criteria met for an administrative leave of absence.
The student completes the Kuali Leave of Absence request form.

Procedure for requesting return from an Administrative Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a return from their administrative leave of absence.
The student completes the Kuali Return from Leave request form.

Emergency Leave

An Emergency Leave is defined as a period of time in which one or more of the following is true:

The student is unable to fully participate in the program as required by the School of Medicine Technical Standards as the result of an emergent or potentially life-threatening medical or psychiatric circumstance.
The student has an immediate family member* experiencing an emergent or potentially life-threatening medical or psychiatric circumstance.

Emergency Leave is determined by both the Associate Dean of Student Affairs (or designee) and the Chair of the Council on Evaluation or Manager of Evaluation & Progression and does not required certification by a treating medical or mental health practitioner. In order to return or transfer from an Emergency Leave, certification by a medical or mental health practitioner who is not a family member or relative of the student and/or individual being treated is required. Emergency Leave should coincide with the start of the documented emergent circumstance and is granted for a period not to exceed 30 days (counted as an entire block away from the program). A student may not request an extension of an Emergency Leave but can follow the process for a Leave of Absence Transfer.

Students on an Emergency Leave are not permitted to take any National Board of Medical Examiners (NBME) exam, including all NBME subject, Step 1 or Step 2, and readiness assessment (i.e., CBSE) examinations. Students on an Emergency Leave are also not permitted to participate in any additional academic programming. Emergency Leave extends any School of Medicine deadlines, which includes those related to promotion, Step 1 and 2 examinations, NBME subject exam retakes, and the deadline to complete program requirements.

A student placed on an Emergency Leave must, when able, follow the below outlined procedures. The Council on Evaluation will approve an accept incomplete Emergency leave paperwork in the event a student is unable to participate in the process. A student seeking to return or transfer from an Emergency Leave must successfully complete all return or transfer steps.

Procedure for being placed on an Emergency Leave:

The student (or designee) contacts the Associate Dean for Student Affairs regarding the emergent situation. The Associate Dean will determine if the situation is eligible for an Emergency Leave and will contact the Council on Evaluation.
The student, if able, completes the Kuali Leave of Absence request form. This submission includes a completed School of Medicine Provider Certification for Emergency Leave.

Procedure for requesting return from an Emergency Leave:

The student informs their ETC and/or the Council on Evaluation of their intent to pursue a return from their personal leave of absence.
The student completes the Kuali Return from Leave request form. This submission includes a completed School of Medicine Provider Certification for a Return from Medical Leave.