Leaves from the College

A temporary withdrawal—referred to as a “leave”—from Bowdoin can occur in one of five ways: (1) personal leave of absence; (2) medical leave of absence (voluntary or involuntary); (3) disciplinary suspension; (4) academic suspension; and (5) administrative leave of absence. Students may choose to take a temporary leave for personal or medical reasons. In other cases, students may be required to withdraw temporarily due to a failure to maintain minimum academic standards or a disciplinary issue that warrants separation from the College. As a general matter, parents/guardians will be notified of a student’s change of status resulting from a leave of absence, regardless of the reason. While on leave, students are not permitted to engage in the life of the College.

Except for personal and administrative leaves, students on a leave of absence from the College are required to seek re-enrollment to Bowdoin before they are permitted to return to coursework and engage in the life of the College. Please see the Re-Enrollment Policy for more information.

1. Personal Leave of Absence

Bowdoin recognizes that, from time to time, a student may derive educational and personal value from taking a personal leave of absence (PLOA) from their studies.

Students wishing to take a personal leave from Bowdoin may, with the approval of a dean, and in consultation with their academic advisor, interrupt their Bowdoin education and take a voluntary personal leave of absence to pursue other interests. Except in unusual circumstances, a personal leave of absence may not exceed two (total) semesters. A personal leave of absence functions as a temporary withdrawal from the College, during which time the student is not enrolled in courses at Bowdoin.

Students interested in taking a personal leave from the College must carefully review this policy, review additional information provided by Office of the Registrar, meet with their dean, and complete the online Intent to Withdraw Form.

In general, students seeking a PLOA must be in good academic and social standing at the end of the semester immediately prior to the start of the leave. PLOAs most typically begin prior to the start of a regular semester and may not extend beyond two semesters. Exceptions may be granted on a case-by-case basis by the Dean of Students. A student who wishes to extend their existing PLOA or who wishes to revoke their PLOA before it begins must receive approval from a dean.

In general, where the circumstances warranting a leave relate to a student’s medical condition, a student should take a medical leave, not a personal leave of absence.

2. Medical Leave of Absence

For a variety of reasons, students may find it beneficial to initiate a leave of absence to address a medical condition. In limited circumstances, the College may deem it necessary to require a student to take a medical leave of absence (MLOA). The medical leave status will continue until the student applies for and is granted re-enrollment as determined by the Re-enrollment Committee.

This policy outlines the circumstances of such leaves as well as various procedures and conditions, including re-enrollment criteria and processes and implications for the student in terms of academic, financial, insurance, and housing matters. A MLOA may only be taken to address or attend to a student’s own health. Students needing to take time away to care for or attend to the health of a family member should seek to take a personal leave of absence. While students typically remain on leave for one full term, not including the term in which the leave occurred, the length of a leave will vary based on individual circumstances.

3. Voluntary Medical Leave

A student is encouraged to request a voluntary medical leave in the event that they believe that their physical and/or mental health concerns are significantly interfering with their ability to succeed at Bowdoin and/or that the demands of college life are interfering with recovery, treatment, or safety. A student who wishes to initiate a voluntary medical leave should contact their dean to begin the process. The director of health services and/or the director of counseling services are available for consultation, as necessary given the student’s specific circumstances.

Whenever possible, students intending to go on a medical leave from the College should review associated information, meet with their dean, and complete the online Intent to Withdraw Form.

4. Involuntary Medical Leave

In limited circumstances, the dean of students or their designee, in consultation with health services and/or counseling services professionals, may determine that a student needs to be placed on an involuntary medical leave. Any such determination shall be made only after an individualized assessment of the student’s circumstances and will be promptly conveyed in writing to the student. Any student whose situation falls within the following categories may be subject to involuntary leave of absence:

presents a substantial risk of harm to self or others or is failing to carry out substantial self-care obligations; or

significantly disrupts the educational or other activities of the College community; or

is unable to participate meaningfully in educational activities; or

requires a level of care from the College community that exceeds the resources and staffing that the College can reasonably be expected to provide for the student’s well-being.

A determination of an involuntary leave will be based upon an individualized assessment by a healthcare provider, reflecting reasonable judgment that relies on current medical knowledge or on the best available objective evidence. The decision will reflect consideration of a number of factors, including the student’s ability to safely participate in the College’s programs, inclusive of the student’s ability to carry out substantial self-care obligations, and will examine whether the student is otherwise qualified, with or without reasonable accommodation, to effectively participate in College programs and activities as a member of the College community.

The assessment may also include the possible impact of the student on the campus community; the nature, duration, and severity of any risk posed; the probability that a potential harm (to self or to others) will occur; and whether reasonable modifications of policies, practices, or procedures could sufficiently mitigate any such risk. In particularly urgent situations, the College may require the student to leave campus on an interim basis while the required assessment is conducted. The assessment will be made, at a minimum, by the director of health services and/or the director of counseling services, or their designee(s). Whenever possible, the student’s external healthcare provider will also be consulted. For purposes of this assessment, the student’s external healthcare provider may not be a family member of the student.

If a student believes that the College’s decision to place them on an involuntary medical leave is unreasonable, there was procedural error, or that the information relied upon in making the decision was incomplete, the student may appeal the decision. Once notified of the involuntary medical leave, the student has five (5) calendar days to submit their appeal. The request must be received no later than 5:00 p.m. on the fifth day of the appeal period.

The appeal must be made in writing to the Senior Vice President and Dean for Student Affairs or their designee. Appeals should clearly state the specific grounds for appeal and should present relevant information to support the statements including medical/clinical evidence in support of their position. In such situations, the student may be required to sign a limited release to enable the Dean for Student Affairs or their designee to consult with the student’s health care provider about the student’s condition, the involuntary leave decision and/or conditions placed upon the student’s return. The Senior Vice President and Dean for Student Affairs or their designee will typically respond in writing to the student’s written appeal within five (5) calendar days. The response will be based upon a thorough review of the relevant facts and information and include a final determination as to whether or not the involuntary medical leave is appropriate and necessary. The Senior Vice President and Dean for Student Affairs reserves the right to request an assessment by an outside medical provider of the College’s choice and at the College’s expense when it is believed that the information available to the College so warrants. In such instances, a delay in the resolution of the appeal may be necessary.

The student may not remain on campus during the appeal period. If no timely appeal is submitted, the decision about the involuntary medical leave and any conditions imposed are final.

5. Disciplinary Suspension

For some serious violations of College policy, including violations of the Academic Honor Code and Social Code, a student may be separated from the College for a specified period of time with minimum conditions to be eligible for consideration for re-enrollment. Suspension is a change of status.

Students on disciplinary suspension must leave the campus and may not occupy or visit College facilities or properties, unless otherwise authorized by the Dean of Students, and may not participate in any Bowdoin-sponsored activities or represent the College in any manner or forum during their suspension. Except in cases of immediate suspension, a term of suspension will typically begin on the last day of the academic term for the semester in which it is given.

Please see Sanctions for more information.

6. Academic Suspension

A student who earns a cumulative GPA of 1.000-1.499 or semester GPA of 1.000 or lower may be suspended for failure to maintain satisfactory academic progress. Please see Bowdoin College Catalogue and Academic Handbook for more information.

Students suspended for failure to maintain satisfactory academic progress must leave the campus and may not occupy or visit College facilities or properties, unless otherwise authorized by the Dean of Students, and may not participate in any Bowdoin-sponsored activities or represent the College in any manner or forum during their suspension.

Students on Academic Suspension may be required by the Recording Committee to take coursework while away

7. Administrative Leave of Absence

Bowdoin College may place a student on an Administrative Leave of Absence when the student appears to have discontinued enrollment without completing required College processes. Administrative Leave may be initiated when, for example, a student has an unresolved student account balance that prevents registration or continued enrollment, misses two or more consecutive weeks of scheduled academic activity without approved leave, or does not return for the semester without notifying the College. This action is administrative in nature and is intended to clarify the student’s enrollment status.

When a student is placed on Administrative Leave, the College will make reasonable efforts to contact the student using the student’s Bowdoin email and other contact information on file. The notice will describe the reason for the action, the effective date, any restrictions or impacts (which may include loss of access to residence halls, dining, and certain College services), and the steps and deadlines required to confirm the student’s intent to remain enrolled or to request a formal leave/withdrawal. The student is responsible for maintaining current contact information and for responding by the stated deadline.

8. Implications of Leave from the College

Students on leave are strongly recommended to familiarize themselves with the potential impacts that a leave from the College may have:

A. Enrollment Status

While on leave, the student is not considered “enrolled” at Bowdoin. The leave status will continue until the student returns from a personal leave or administrative leave or is readmitted by the Re-enrollment Committee. Unless otherwise permitted by the Dean of Students, a student may engage in the life of the college, including a return to campus, at the start of the next semester following their leave.

B. Ninth Semester Policy

Students should be aware that they are expected to complete their degree in eight semesters of enrollment (semesters in which they earn grades). Students seeking to enroll in a ninth semester at Bowdoin must petition the Recording Committee for permission. Students should also be aware that ninth semesters are rarely permitted and are unlikely to receive additional semesters of student aid from the College. (See Section E for more information.)

C. Transferring Academic Credit to Bowdoin from Other Institutions

Students are generally not permitted to transfer academic credit for classes taken while on leave. In limited circumstances, students on medical leave, disciplinary suspension, or academic suspension may be eligible to transfer a maximum of two credits but only by prior approval from the Office of Dean of Students. Approval must be received, in writing, prior to the course start date. Once approval has been granted, students must follow the College’s transfer credit process.

Students on either personal or administrative leaves are not eligible to transfer academic credit for classes taken while on leave. Requests for transferring course credit for more than two courses, regardless of the duration of the leave, are seldom granted and require prior approval of the Recording Committee.

In all cases, if a student enrolls as a degree-seeking student at another institution, that student will be administratively resigned, with written notice, from Bowdoin. If the student later wishes to return to Bowdoin, they must apply through the admission process as a transfer student.

D. Bowdoin Course Registration

Students on any type of leave (personal, medical, disciplinary suspension, academic suspension, and/or administrative leave) will be sent the Intent to Request Re-enrollment form. This form allows students to provisionally register for courses at the time of course registration and participate in the housing lottery (if applicable). Students may only register for courses and/or apply for housing if they respond within the required timeframe. Students should consult with their course instructors, advisor, and dean when choosing courses following leave. Students should be aware that taking a leave may affect their class standing (i.e., the student’s association with a particular class year). Students on leave who do not complete the Intent to Request Re-enrollment form will be able to participate in course registration for the semester only after they have been approved for re-enrollment.

E. Educational Record Reflection

The student’s transcript will not reflect the nature of a student’s leave. However, in the event a leave occurs after the start of the semester, courses for that semester will be listed on the transcript with grades of “W” (Withdrew). The student’s transcript will also reflect a gap in attendance. For more information about FERPA and a student’s rights under the law, consult Student Records Policy in the Code of Community Standards.

F. Financial Aid Eligibility

Any student not in attendance for one or more terms, for voluntary or involuntary reasons, should be aware that their withdrawal from the College may affect any financial aid they are receiving and/or any federal loans borrowed while enrolled. The student is advised to consult with the Office of Student Aid to: 1) ensure that all aid forms and required documents have been submitted prior to leaving the College; 2) review any loan repayment obligations that may come due during the leave; and 3) understand the deadlines and form requirements for aid application for return to the College. Students should be aware that taking a leave may have financial implications related to tuition reimbursement, financial aid, and repayment status of any student loans. Returning students retain financial aid eligibility if they meet applicable deadlines.

G. Tuition and Fee Refunds

Tuition and fee refunds for leaves taken during the course of a semester are made in accordance with the College’s refunds policy. For more information, consult the refunds section.

Tuition insurance is available, but it must be purchased prior to the start of the semester. Questions should be directed to the Bursar’s Office.

H. Student Health Insurance

Students enrolled in the Bowdoin Student Health Insurance Plan, should contact the student health insurance coordinator to understand the extent that coverage may be available after their lead begins. Students with a different form of health insurance should consult their plan for any exclusions or limitations.

I. Housing

On a case-by-case basis, the College, in consultation with the student and the student’s health care providers, may determine that the returning student should not live on campus but is capable of attending classes. In addition, College housing may not be available to the student upon their return, due to space limitations. If a student has not already been assigned housing at the time of their re-enrollment, they can discuss availability and options with the Office of Residential Life. In the event that College housing is not available, the student may choose to live in housing in the local area.

J. Conduct

Although students on leave are not considered “enrolled” for purposes of engaging in the life of the College, such as taking Bowdoin classes and engaging in extracurricular activities, they are nevertheless continue to be a Bowdoin student. As the Academic Honor Code and Social Code make clear, the College has an interest in the character of its students, and both on- and off-campus behavior reflect a student’s character and fitness to be a member of the College community. Alleged violations of Bowdoin’s Code of Community Standards may need to be addressed before a student’s request for re-enrollment can be considered, and may be a factor in the student’s ability to re-enroll.

K. International Students

International students are strongly advised to consult with the Designated School Official (DSO) regarding the impact of that a leave of absence may have on their visa status.

7. Conditions Governing Leaves from the College

A. Presence on Campus

While a student is on medical, disciplinary, or academic leaves from the College, they are not permitted to visit campus without prior written permission of the Dean of Students or their designee. Permission will generally be granted for certain preapproved educational or health treatment purposes only.

B. Off-Campus Study Applications

Students on leave are permitted to submit applications for off-campus study but must comply with the deadlines for those programs. Questions should be directed to the Office of Off-Campus Study.

C. Athletics

Students may not compete in or on behalf of Bowdoin College athletic programs until after the last day of exams prior to the semester in which they are scheduled to return. Athletes on MLOA must be cleared by the College’s Athletic Training Department before they will be permitted to resume participation.

D. On-Campus Jobs, Activities, and Opportunities

Students who are not enrolled at the College are not permitted to hold campus jobs, including conducting research for faculty, serving as lab or course learning assistants, or participating in campus social or educational activities.

Students may be ineligible to apply for certain campus opportunities or leadership positions. Examples include, but are not limited to, off-campus study, Residential Life, Conduct Review Board, Outing Club, Career Exploration and Development (CXD), and McKeen Center. Students should speak with individual offices to determine eligibility.

E. Additional Conditions

Additional conditions governing a student’s leave may be outlined in the student’s leave letter.

8. Family Notifications

The College reserves the right, consistent with applicable state and federal privacy laws, and consistent with College policy, to notify a parent or guardian of their student’s change in status if circumstances warrant and if it is believed to be in the best interest of the student and the College community.