Background
LCME element 12.2 states that a medical school is to have clear policies for the refund of a medical student’s tuition, fees, and other allowable payments. Although there is a separate and distinct tuition refund policy, the Leave of Absence (LOA) Policy does include language that directly relates to the impact on tuition. In addition, LCME element 12.4 states that a medical school provides its students with access to health care services. The LOA policy details student eligibility for student healthcare services.
The LOA policy revision was necessitated by the implementation of the Gateway Curriculum and the entities that provide oversight on student progress. Within the Gateway Curriculum, the Competency Attainment Committee (CAC) and the Committee for Academic Promotion (CAP) are tasked with student promotion and remediation and, under circumstances specified below, with the approval of non-medical voluntary Leaves of Absence.
Policies
Leave of Absence Policy
Voluntary Leave of Absence
A student may request a separation for academic or personal reasons by submitting a statement in writing to the Office of Medical Student Affairs (OMSA). Such a request should include an indication of the beginning and anticipated ending dates and a brief statement of the reason. The OMSA will forward the separation request to the Student Success Team (SST). Depending on length of the proposed separation, the SST will recommend an official LOA or an absence in accordance with the Attendance Policy. Separations of one year or less will be considered by the SST and may be referred to the CAP at the discretion of the SST. A separation request of greater than one year requires approval from the CAP.
To facilitate transition back into the curriculum following a non-medical voluntary leave of absence, students will be required to provide notification to OMSA no later than 6 weeks prior to the anticipated return date if they are no longer able to return on their previously scheduled date.
Students requesting a personal LOA for medical reasons are subject to the WashU School of Medicine Policy and Procedures for Medical Leave of Absence, which governs all degree-granting programs within the School of Medicine. That policy, administered through Student Health Services, details the processes for requesting a Medical Leave of Absence, documentation requirements, and conditions for return to training.
The university may condition its approval of a request for an LOA on the student meeting certain requirements that the university deems appropriate based on the student’s individual circumstances. The goal of such conditions is to prepare the student for a successful return to the School of Medicine.
Involuntary Leave of Absence
In the rare circumstances in which a student’s behavior is of such a serious nature that the university determines that the continued presence of the student on campus or in clinical rotations poses a substantial threat to the safety, well-being, or health of that student, patients, and/or others in the Washington University community or to the ability of that student or others to engage in their customary functions and activities at the university, the School of Medicine may place a student on an involuntary LOA. The School of Medicine will follow the policy and procedures outlined in the university's Involuntary Leave Policy for Undergraduate and Graduate Students.
Leave of Absence Impact on Financial Aid
Students proceeding with an LOA, whether voluntary or involuntary, are not considered to be enrolled and are therefore not eligible for federal or institutional financial aid. Federal regulations require a Return to Title Four (R2TIV) calculation be completed for any student who has a break in attendance and who is not considered to be enrolled. Recipients of federal aid who proceed with an LOA must complete exit counseling within 30 days of their last date of attendance.
All students with institutional and/or federal aid contemplating or proceeding with an LOA must have a meeting with the Assistant Dean and Director of Financial Aid within 15 days of the start of any LOA. Please note that extenuating circumstances may preclude a student from contacting the Director of Financial Aid. If that is the case, the student should do so as soon as possible.
Leave of Absence Impact on Tuition
Students will benefit from a tuition stabilization policy upon matriculation. Students are referred to the Policy on Time to Graduate for Medical Students for additional details regarding maximum completion time allowed for successful completion of the MD program.
Policy on Student Status and Benefits During Research Years or Leaves of Absence
WashU Dual Degree Programs
Student status is maintained while the student is in a WashU dual degree program. Students are registered under the program granting their master’s degree of PhD. Both student health and disability coverage are provided by the degree granting program.
Five-Year MD Program
Research Year at Washington University School of Medicine
Student status is maintained throughout the approved research year. In exceptional circumstances, a second research year may be permitted. The student may receive a stipend, but they may not be considered an employee of the university. Students are registered in the School of Medicine. Both disability and student health coverage are required and are payable by the student. Outside funding often covers such fees.
Approved LOA for Research or Enrollment in External Dual-Degree Program
Student status is not maintained throughout the approved research year away; students are no longer registered in the School of Medicine. Both disability and student health coverage are optional with proof of like coverage. The cost of either elected coverage is payable by the student. The Office of Student Financial Planning should be consulted for information regarding loan repayment and grace periods when on an LOA.
Leave of Absence for Personal or Medical Reasons
Student status is not maintained during the LOA, although the benefits of student health coverage and disability insurance are optional throughout an approved LOA. Costs are payable by the MD program students. MD/PhD students may request support for these costs from the Division of Biology & Biomedical Sciences if funds are available. The Office of Student Financial Planning should be consulted for information regarding loan repayment and grace periods when on an LOA.
Last reviewed July 2026
Last approved August 2023