Leaves of Absence
A student may request a voluntary leave of absence for personal reasons (personal leave) by submitting the undergraduate student leave form. International students should consult with the International Student Programs Office regarding visa implications prior to submitting the leave petition. Students requesting personal leave related to outside research or programming will be asked to meet with Caltech's Research Policy office to discuss conflicts of interest and other concerns.
The Deans may grant a personal leave provided (a) the student is in good standing, in other words does not have to meet special academic or disciplinary requirements as a result of reinstatement, (b) the leave is for one year or less, although special circumstances can be considered for a longer leave, and (c) the leave extends over a period that includes at least one full term. Leaves will not be granted retroactively. A leave from the current term must be filed by the last day of classes. A leave for the upcoming term must be filed prior to the first day of classes, to avoid being responsible for tuition and fees for the term.
Return from Personal Leave
The student should submit the Return from Leave form at least six weeks prior to the term they plan to return.
A medical leave of absence is a temporary absence when a student's health condition significantly interferes with their ability to function academically, and the student wishes to pursue medical treatment to address their health needs before returning to complete their program. The student may request a medical leave of absence by submitting the Undergraduate Student Leave form. International students should consult with the International Student Programs Office regarding visa implications prior to submitting the medical leave form.
To request a medical leave, a student should take the following steps:
- Submit the leave form.
- Meet with either:
*The Clinical Director of Counseling Services, for leaves related to emotional, psychological, or psychiatric conditions
This meeting is to help the student make individualized health plans for their treatment during their leave, to discuss the need for any conditions placed on the leave, and to answer any questions the student has about their medical treatment during and after the leave. After this meeting, the student should give written consent for the Director to communicate their recommendation to the Deans' office by filling out the release of information and records consent form available on the Student Wellness website
3. Meet with their dean, who may then authorize the medical leave.
The duration of a medical leave should be determined primarily by the student's improvement in treatment. In general, however, medical leaves are expected to include at least one full term. It is the expectation that a student on medical leave will focus on receiving treatment to manage the condition(s) that precipitated the leave.
Return from Medical Leave
The student should start this process at least six weeks prior to the term they plan to return.
This requires the following steps:
- Submit a completed Return from Medical Leave form.
- Sign a release of information form authorizing any treatment providers to communicate with Caltech, including representatives of Student Wellness Services and the Deans' Office in order to determine the student's readiness to return and recommendations for reasonable accommodations.
- Submit a provider report form to either the Medical Director of Student Health Services or the Clinical Director of Student Counseling Services. The student's healthcare provider should fill out this brief form to summarize their work together; to outline any progress the student has made in treatment; and to state any recommendations for returning to the Institute.
- After Student Wellness Services has received the provider report form, the student should schedule a meeting with either the Medical Director of Health Services or the Clinical Director of Counseling Services. In this meeting, the student and the Director will discuss their healthcare provider's recommendations, and will discuss the need for any continued treatment. The student should sign a release of information form allowing the Director to communicate a summary of this meeting to the appropriate dean.
- Final approval of the petition is the responsibility of the dean.
Consistent with Caltech policy and the requirements of Title IX, students who are unable to complete their coursework or other course of study for a period of time due to a pregnancy, childbirth and related medical conditions are eligible for a medical leave of absence. Students who are pregnant or who have recently given birth are also eligible for reasonable accommodations.
A pregnant student who wishes to take a medical leave should submit the undergraduate student leave form. Medical documentation from the student's treating medical provider is required.
The Institute also provides reasonable accommodations to pregnant students consistent with federal and state law. Reasonable accommodations may include allowing pregnant students to maintain a safe distance from hazardous substances, allowing them to make up tests and assignments that are missed for pregnancy-related reasons or excusing of absences that are medically necessary.
Bonding
An enrolled student in good academic standing who chooses to take a leave of absence because of the birth of his or her child may request a bonding leave by submitting a completed undergraduate student leave form for approval.
The Dean may determine that it is necessary to place a student on an involuntary leave in a variety of circumstances, including when a student demonstrates behavior that poses a threat to health or safety, causes significant disruption to the Caltech community, for the personal safety or welfare of the student involved, as an interim measure, or as a result of a disciplinary action.
Emergency Leave
If the Dean determines that a student's continued presence is likely to pose a substantial risk to the safety and well-being of the student or others, the Dean may place the student on an emergency interim leave before a final determination is made. The Dean will make reasonable attempts to meet with the student and consider relevant information, including in appropriate cases medical information provided by the student, before deciding on an emergency interim leave. An emergency interim leave will remain in effect until a final decision has been made.
Return from Leave
A student on involuntary leave should begin the return process earlier than the standard six weeks prior to the term they plan to return. The Dean will need to make a fact-specific assessment of the circumstances, consider relevant risk factors, and conclude that the student does not pose a significant disruption to the functioning of the Institute community and/or does not pose a substantial risk to the health and safety of the student or others.
Students placed on Involuntary Leave should consult the full policy in the Caltech Catalog, under "Registration Regulations," here.