Separations from the College

Leave of Absence

Students may take a Leave of Absence (LOA) for a specified period not in excess of two consecutive semesters. Voluntary Medical Withdrawals do not count toward the two consecutive semester rule. To take an LOA, students should talk with their Student Success Advisor, Housing (if they live on campus), and Student Financial Services to understand the implications of taking time off, and must receive approval for the Leave via a Separation form, available on the Babson Hub. Students who submit a completed Separation form prior to the end of the drop period for the semester in which they are requesting the Leave will not incur academic or tuition penalties. If a student separates from the College after the end of add/drop, the College considers the student to be withdrawn from the semester. Students who intend to separate from the

College after the end of add/drop are advised to work with their Student Success Advisor and with Student Financial Services to ensure that they understand the academic and financial ramifications of doing so. The student’s return date and future status will be determined by the College based on the circumstances surrounding the separation.

All LOAs carry a specific expiration date. Babson College is not required to remind students of the expiration date. If students return at the start of the semester immediately following the expiration date of the LOA, they resume all normal rights and privileges of Babson students, provided they meet all required notification dates and financial and registration procedures. Students taking an LOA must still complete their Babson degree within three years of their initially expected graduation date (traditionally, a seven- year time frame from matriculation to graduation).

Note: If a student does not return from an LOA, their status will change to Administrative Withdrawal.

International Students

Before discontinuing studies, international students in F-1/J-1 immigration status considering an LOA must notify an international student adviser in the Glavin Office of International Education to discuss the immigration implications of the LOA. International students in F-1/J-1 immigration status who take an LOA from Babson College may lose their eligibility to remain in the United States. Students’ records in the Student & Exchange Visitor Information System (SEVIS) also may be terminated. If the student decides to return to Babson in the future, a new Form I-20/DS-2019 and F-1/J-1 visa may be required in order to resume studies in valid F-1/J-1 status. For further information, contact an international student adviser in the Glavin Office.

Administrative Withdrawal

Any student who is not enrolled in courses and who does not have an approved temporary separation from the College, such as a Leave of Absence, will be subject to Administrative Withdrawal.

Non-Medical Withdrawal

Students may choose to or need to separate from Babson College for longer than one year and/or with no anticipated return date. To withdraw from the College, students must receive approval for the withdrawal via a Separation form, available through Academic eForms on the Babson Hub. Students who submit a completed Separation form prior to the end of the add/drop period for the semester in which they are requesting the withdrawal will not incur academic or tuition penalties. If a student separates from the College after the end of the drop period, the College considers the student to be withdrawn from the semester. Students who intend to separate from the College after the end of add/drop are advised to work with their Student Success Advisor and with Student Financial Services to ensure that they understand the academic and financial ramifications of doing so. The student’s return date and future status will be determined by the College based on the circumstances surrounding the separation.

Students who have withdrawn from the College must go through the application for readmission process if they wish to return to Babson following the withdrawal. This readmission process consists of a letter of request, submitted to the Department of Student Advising & Success. In this letter the student must address his or her reasons for wanting to return, how the student addressed any issues that resulted in the withdrawal, how the student will use on- or off-campus resources to aid in their academic performance and/or other concerns while back on campus, if necessary, and what the student’s plan is for completing the degree. In order to qualify for registration, housing, and financial aid, students must submit the written request to Student Advising & Success by the following dates:

March 1 for fall re-entry
October 1 for spring re-entry

Meeting the above dates ensures participation in the registration process for the upcoming semester.

Babson College does not guarantee housing for students returning from a withdrawal. Upon returning to campus, students have three years from their originally expected graduation date to complete their degree (traditionally, a 7-year time-frame from matriculation to graduation).

F-1/J-1 International Students

International students in F-1/J-1 immigration status who plan to withdraw from Babson College must notify an international student advisor in the Glavin Office of International Education (Glavin Office) before separation from Babson. The student’s record in the Student & Exchange Visitor Information System (SEVIS) may be terminated upon separation, and the student may lose their eligibility to remain in the United States.

For information on the financial implications of withdrawing from the College, please refer to the Tuition Policies section of the handbook.

Military Activation

In the event that a student who is a military reservist is called to active duty and is not able to complete an academic semester or module, they will be entitled to a full refund of tuition and fees and a prorated refund of room and board charges.

Voluntary, College-Initiated, and Emergency Interim Medical Withdrawals

1. PURPOSE AND INTENT:

Babson College (“the College”) endeavors to provide a safe and healthy living and learning environment in which all qualified students can participate in the College’s programs and activities and successfully pursue their academic, personal, social, and emotional development.

The College recognizes that students may experience medical issues which limit their ability to function safely or successfully as students. The College offers a variety of medical, academic, and administrative resources to assist and support students in such situations, and makes reasonable accommodations to allow students with documented disabilities to have equal access to College programs and activities.

When a student’s personal well-being may be at risk or when a student experiences a medical issue that may prevent the student from participating in the College’s programs and activities regardless of accommodation, the student is encouraged to consider a voluntary medical withdrawal from the College. Although students remain eligible to take other types of leave in accordance with applicable College policies and procedures, a voluntary medical withdrawal may carry certain advantages, including more flexible withdrawal timelines and less disruption to scholarships and funding. Any tuition, housing, and meal refunds will be calculated by appropriate College officials using the determined date of withdrawal and if applicable, the student’s date of departure from campus housing. A voluntary medical withdrawal will be noted as a ‘W’ on the student’s transcript.

When the College becomes aware of a student who is unable to safely participate in the College’s programs and activities regardless of accommodation or who presents a high probability of substantial harm to health or safety, the College may also consider the appropriateness of involuntary medical withdrawal from the College and/or emergency interim medical withdrawal according to the standards and procedures described in this Policy.

Student conduct that violates the College’s Student Code of Ethics remains subject to the Student Conduct Process regardless of whether such conduct violation results from or is exacerbated by a medical condition. Actions taken pursuant to this Policy do not affect the student’s obligation to comply with other College policies or, where applicable, sanctions to which the student may be subject as a result of any violation of such policies.

This Policy is designed to ensure that students are given individualized attention, support, care, and consideration in addressing medical issues that may arise or escalate during matriculation. The College will apply this Policy to all students in a nondiscriminatory manner using a flexible and individualized process to facilitate student success. Decision-makers acting under the Policy will make determinations on the basis of objective evidence of student behavior and reasonable judgments based on professional assessments and current medical knowledge—not on the knowledge or belief that a student may be an individual with a disability.

Whenever a College official is referenced in this Policy, such reference shall include another official designated to carry out such official’s duties in their absence or the person who otherwise assumes such duties.

2. VOLUNTARY MEDICAL WITHDRAWAL (“VMW”)

When a student’s personal well-being may be at risk, or when a student experiences a medical issue that may prevent them from participating in the College’s programs and activities regardless of accommodation, the student is encouraged to consider a VMW. The VMW process is designed to be reasonable and flexible, and to proceed as quickly as possible to allow a student experiencing difficulties due to a medical condition to receive the care, support, and treatment that they need.

Students wishing to initiate a VMW should contact the Director of Health Services and/or the Director of Counseling and Psychological Services or their designee (each, an “Appropriate Health Service”). The Appropriate Health Service will meet with the student, if feasible, and review any medical documentation provided. The Appropriate Health Service will then submit a recommendation for a VMW to the Associate Vice President for Student Success (“AVP”) if it is determined that the student has a medical issue that prevents the student from participating in the College’s programs and activities regardless of accommodation, or otherwise compromises the student’s safety, well-being, or academic success. As appropriate, the Appropriate Health Service may make individualized treatment recommendations designed to help the student become academically and personally ready to resume life at the College with or without reasonable accommodation.

The recommendation for a VMW and any relevant supporting documentation will be submitted to the AVP for review. The AVP may consult with the Appropriate Health Service and others as appropriate in evaluating the recommendation and any relevant supporting documentation. Based on an individualized review of the facts and circumstances, the AVP will make a final determination as to whether and for what period of time the VMW will be granted, generally not to exceed one year, and will so notify the student in writing. At the AVP’s discretion, a VMW may be extended beyond one year, typically for an additional semester. Students who do not return from VMW after being on leave from the College for three consecutive semesters may be administratively withdrawn from the College. Students who reside in on- campus housing are required to remove their belongings from their residence hall by a time specified by the AVP and return their room key prior to departing campus for a VMW. In consultation with appropriate campus partners, the AVP will determine if and how much prorated tuition, room, and board can be reimbursed to the student. Students are also required to return their Babson-issued laptop computer to ITSD. The student will also be notified of specific conditions, if any, that may be required in order to return to the College, based on the nature and individual circumstances of the VMW.

Under certain circumstances, a student may request a medical-reduced course load (MRCL) as an accommodation, which would enable the student to continue their studies, though in fewer credits, while pursuing treatment. While requests for MRCL may require appropriate supporting medical documentation, students approved for MRCL will remain enrolled at Babson. Students studying on an F-1 visa who are approved for an MRCL and drop below 12 credits will accrue time away toward their total allocated medical leave per immigration regulations.

A student may appeal the denial of a request for VMW in accordance with the Appeal Process set forth below.

3. COLLEGE-INITIATED MEDICAL WITHDRAWAL (“CIMW”)

The College may initiate a medical withdrawal when it becomes aware of a student who is unable to safely participate in the College’s programs and activities or who presents a high probability of substantial harm to health or safety.

The College may initiate a CIMW only under the limited circumstances and only in accordance with the procedures set forth in this Policy. CIMW may only be initiated: (i) after reasonable efforts to obtain student cooperation for a VMW have been attempted, if feasible; (ii) after other available interim measures have been deemed inappropriate, insufficient, or unsuccessful; and (iii) as a non-disciplinary action.

In evaluating whether the College will initiate a medical withdrawal, the AVP will consult with a medical withdrawal committee (“Committee”). The Committee will be comprised of the AVP and one or more representatives from the Appropriate Health Service, along with other College officials with relevant knowledge and expertise who may have direct insight into the conduct or behavior of concern.

In consultation with the Committee, the AVP will conduct an individualized assessment of the student’s present ability to safely participate in its programs and activities. The individualized assessment will be based on objective evidence and, whenever feasible, on current medical information and documentation. The individualized assessment will evaluate whether there is a high probability of substantial harm in light of: (i) the nature, duration, and severity of the risk; (ii) the probability that injury will occur; and (iii) whether reasonable accommodations can sufficiently mitigate the risk.

If, based on an individualized review of the facts and circumstances, the AVP conditionally determines that a CIMW should be granted, the AVP will so notify the student in writing. The student will be afforded three business days to submit a written statement and any other documentation or materials relevant to the conditional CIMW and the student’s desired outcome before a final determination is made by the AVP. If warranted under the circumstances, the AVP may restrict the student from attending classes, living in college housing, or otherwise accessing campus property or participating in College activities during the conditional CIMW.

Based on an individualized review of the facts and circumstances, the AVP will make a final determination as to whether and for what length the CIMW will be implemented and will so notify the student in writing. The student will also be notified of specific conditions, if any, that may be required in order to return to the College, based on the nature and individual circumstances of the CIMW. As appropriate, the Appropriate Health Service may make individualized treatment recommendations designed to help the student become academically and personally ready to resume life at the College with or without reasonable accommodation.

A student placed on CIMW may appeal in accordance with the Appeal process set forth below.

4. EMERGENCY INTERIM MEDICAL WITHDRAWAL (“EIMW”)

The College may initiate an emergency interim medical withdrawal (“EIMW”) when it reasonably determines that a student presents an imminent risk of substantial harm to health or safety.

The College may initiate an EIMW only under the limited circumstances and only in accordance with the procedures set forth in this Policy. An EIMW may only be initiated: (i) after reasonable efforts to obtain student cooperation for a VMW have been attempted, if feasible; (ii) after other available interim measures have been deemed inappropriate, insufficient, or unsuccessful; and (iii) as a non-disciplinary action.

The Vice President for Learner Success and Dean of Campus Life (“Vice President”) or their designee may implement an EIMW after conducting an individualized assessment based on objective evidence and documentation. The individualized assessment will evaluate whether there is an imminent risk of substantial harm in light of: (i) the nature, duration, and severity of the risk; (ii) the probability that injury will occur; and (iii) whether reasonable accommodations can sufficiently mitigate the risk. The Vice President or designee will consult with the Appropriate Health Service and others as appropriate and will exercise reasonable judgments that rely on current medical information. Circumstances permitting, the Vice President or designee will consult with a Committee to assist in the individualized assessment.

The duration of an EIMW will be limited to the period necessary to address the imminent risk of substantial harm to health or safety. While under EIMW, the student is prohibited from attending classes or living in College housing, and may be trespassed from campus or other College facilities and/or prohibited from participating in College activities if warranted under the circumstances.

A student placed on EIMW will be notified in writing by the Vice President or designee as soon as possible. The student will also be notified of the specific conditions that are required in order to return to the College, based on the nature and individual circumstances of the EIMW. A student placed on EIMW may appeal in accordance with the Appeal process set forth below.

The EIMW process is intended to address emergency situations on an interim basis. Where appropriate and in accordance with the terms and conditions of this Policy, an EIMW may be converted to a VMW or a CIMW.

5. RETURN FROM VOLUNTARY, COLLEGE-INITIATED, OR EMERGENCY INTERIM MEDICAL WITHDRAWAL

All conditions for returning to the College will be the same for VMW and CIMW. The conditions for returning to the College from an EIMW will be equivalent, except that relevant timelines will be adjusted to account for the interim nature of the withdrawal.

The goal of a medical withdrawal is to ensure that students return with an increased opportunity for academic and personal success. Students are encouraged to take the time necessary to achieve this goal. Students should periodically check in with the AVP and/or the Appropriate Health Service during their leave, as indefinite leaves will not be permitted.

A student seeking to return to the College from a medical withdrawal should take the following steps to initiate the reenrollment process:

Contact the Appropriate Health Service and provide the required documentation described below. With the exception of students placed on EIMW, it is requested that students submit all material by December 1 for consideration for the Spring Semester, April 1 for summer sessions, and July 1 for Fall Semester. This will help to ensure that the AVP and the Appropriate Health Service have sufficient time to review the request and facilitate reenrollment as appropriate. Exceptions to these deadlines may be made at the sole discretion of the AVP. If materials are received after the relevant deadline, the College will make reasonable efforts to review the request in a timely manner.
Have the student’s treatment provider(s) send a report to the Appropriate Health Service documenting the provider’s work with the student, the student’s clinical status, and an opinion as to the student’s readiness to safely and successfully resume academics and college life. The student’s treatment provider should also include any conditions or recommendations for ongoing treatment, or other suggestions to support the student’s academic and personal well-being upon return to the College. The Appropriate Health Service relies heavily on information received from the student’s treatment provider. Students will be expected to sign releases or other forms necessary to authorize their treatment providers to communicate with the Appropriate Health Service and others as appropriate regarding the student’s return.
As required by the AVP depending upon the nature and individual circumstances of the medical withdrawal, provide information to the Appropriate Health Service showing that the student has reasonable capability of day-to-day functioning while a student at the College, with or without accommodation. There are several ways a student might be able to sufficiently demonstrate their day-to- day functioning, and the AVP will discuss appropriate options with the student upon request.
As required by the AVP depending upon the nature and individual circumstances of the medical withdrawal, provide a brief written statement describing: (i) the student’s experience away from the College including the activities undertaken while away; (ii) the student’s current understanding of the factors that led to the medical withdrawal and any insights the student has gained from treatment and time away; and (iii) how the student plans to ensure a successful return to the College and to sustain their academic and personal well-being.

Reasonable effort will be made to respond to a student’s request to return from a medical withdrawal within ten business days of receipt of all required materials. Additional time may be required based on extenuating circumstances.

If the information received from a treatment provider requires further explanation or clarification, or when there is a discrepancy between the medical information provided and other information in the student’s file, the Appropriate Health Service may contact the treatment provider to obtain additional information. In exceptional cases as required by the AVP depending upon the nature and individual circumstances of the medical withdrawal, the student may be asked to obtain a second, independent evaluation from a licensed medical professional approved by the Appropriate Health Service. The purpose of the independent evaluation is to document the student’s clinical status and provide an opinion as to the student’s readiness to safely and successfully resume academics and college life.

Upon receipt of all required materials, the AVP and the Appropriate Health Service, in consultation with others as appropriate, will determine if the student appears ready to resume academics and college life. If approved to return, the student will be required to check-in with the AVP and/or Appropriate Health Service to review the student’s current safety and plan for sustained health, including recommendations for ongoing treatment and/or other support services as appropriate. Students may also be required to meet with the Dean of Students if there were prior community impacts that contributed to the need for a medical withdrawal. The nature and timing of these meetings will be determined by the AVP, DOS and/or Appropriate Health Service, and will generally take place before the end of the first week of classes following a student’s return to campus. Students may also be required to sign a behavioral agreement with the College indicating that they agree to comply with specific treatment recommendations outlined by their provider(s) and/or the Appropriate Health Service.

Students with disabilities are eligible for reasonable accommodations. Students are responsible for communicating any requests for accommodation to the Department of Accessibility Services (“DAS”). Detailed information on the process for requesting accommodations is available at the DAS website.

The student will be approved to return to the College when the documentation demonstrates that the student is ready to safely resume studies and be a successful member of the campus community. If approved, the student will be notified in writing and informed of any applicable academic, housing, administrative, or other requirements for return by the AVP. Prior to petitioning to return to Babson, students are encouraged to reach out to Residential Life to request information about returning to campus housing, should they be approved to return. Students remain responsible for meeting all applicable housing deadlines.

If the student is not approved for return from a medical withdrawal, the student will be notified in writing along with recommendations that will enhance the likelihood that a future request to return will be granted. The student may appeal the denial of their request to return from a medical withdrawal in accordance with the Appeal process set forth below.

6. APPEALS PROCESS

A student has a right to file a written appeal (“Appeal”) to the Vice President requesting review/reconsideration of: (i) the denial of a request for VMW; (ii) the denial of a request for return from a medical withdrawal; (iii) the implementation of a CIMW; or (iv) the implementation of an EIMW. The Appeal must be submitted to the Vice President within five business days of the date of the notice to the student.

The bases for the Appeal are limited to the following: (i) material information or evidence not considered in the original determination; (ii) new information or evidence that was not available at the time of the original determination; and/or (iii) a material deviation from procedures that was prejudicial to the student and that affected the outcome of the original determination. Appeals made on other grounds will not be considered.

As appropriate, the student should include relevant supporting documentation with the Appeal. The Vice President will carefully consider the Appeal and any supporting documentation and render a final decision based on the best available information and an individualized review of the facts and circumstances.

A final decision on the Appeal of the implementation of an EIMW will be made within three business days of receipt. Final decisions on all other appeals will be made within ten business days of receipt, or the Vice President will notify the student that additional time will be necessary to consider the Appeal. The decision of the Vice President on the Appeal is final and not subject to further review.

International students should initiate the reenrollment process at least three months prior to their return; additional time may be needed when requesting immigration documents and applying for a student visa.

Students with disabilities are eligible for reasonable accommodations. Students are responsible for communicating any requests for accommodation to the Department of Accessibility Services. Detailed information on the process for requesting accommodations is available at the Department of Accessibility Services website.