Voluntary Medical Withdrawal

A withdrawal can be considered a "medical withdrawal" if a student cannot continue in classes or finish academic requirements during a term for reasons related to the student's physical and/or mental health. In most cases, a medical withdrawal will be a withdrawal from all courses in which the student is registered. Please note that the medical withdrawal process does not dismiss/waive any legal, disciplinary, housing, meal plan, or other student responsibilities to the university.  In addition, a medical withdrawal does not dismiss charges and/or constitute a refund of payments. 

In keeping with the Marianist spirit of compassion and collaboration, every effort will be made to assist the student and family through this difficult time. However, making a request for medical withdrawal does not guarantee an approval. The information provided will be reviewed and a formal decision issued.

We encourage any student who is considering a voluntary medical withdrawal to speak with their Assistant Dean to determine all of their options before making a final decision.

  • College of Arts & Sciences: 937-229-2611; O’Reilly Hall
  • School of Education & Health Sciences: 937-229-3102; Raymond L. Fitz Hall, Room 618P
  • School of Business: 937-229-2065; Miriam Hall, Room 108
  • School of Engineering: 937-229-2736; Kettering Laboratories, Room 564

International students are encouraged to also work with the International Student and Scholar Services (ISSS) office to address any immigration concerns. ISSS is located in Rike Center, Room 204 and can be reached via telephone at 937-229-2748.

The request for a voluntary medical withdrawal may be initiated by the student (or family) several ways:

  • Submit the online form (preferred)
  • Submit information in writing (email, letter, etc.) to OLR via email: disabilityservices@udayton.edu, fax: 937-229-3270, hand delivered (Room 023 Roesch Library) or mail (University of Dayton, Attention Office of Learning Resources, 300 College Park, Dayton Ohio 45469-1302) 
  • Share the information verbally (in person or via telephone) with OLR

Once the medical withdrawal process is initiated, the student will need to contact OLR via telephone (937-229-2066) or TTY (937-229-2059) to set up an appointment (in-person or via telephone). Student can bring the medical documentation to this meeting or send to OLR prior to the meeting (email: disabilityservices@udayton.edu, fax: 937-229-3270, hand delivered (Room 023 Roesch Library) or mail (University of Dayton, Attention Office of Learning Resources, 300 College Park, Dayton Ohio 45469-1302)). See information on Necessary Documentation.

During this meeting, the request for medical withdrawal and supporting documentation will be discussed with the student. If applicable, additional options may also be discussed. 

Once the information is obtained, OLR professional staff will review the information in consultation with the academic Dean's Office for the school in which the student is enrolled. Other campus units (e.g. University Health Center, University Counseling Center, and Dean of Students Office) may also be consulted to aid in this decision making process.

Once necessary information is received, OLR will make a determination. This determination includes whether or not the request qualifies for a medical withdrawal as well as any re-enrollment conditions that may apply. Formal communication will be issued to the student in writing. 

The Dean's Office, Office of Learning Resources, student and family will work collaboratively to implement the medical withdrawal and, as appropriate, the re-enrollment process. Once the decision has been issued, individual offices will process the medical withdrawal and communicate any additional information directly to the student. This may include, but is not limited to, Registrar's Office, Office of Student Accounts, Housing & Residence Life, Dining Services and International Student Support Services. 

All medical records will be maintained by the Office of Learning Resources based on Family Educational Rights and Privacy Act of 1974 (FERPA). If the student would like the Office of Learning Resources to speak with individuals outside of the university, a signed FERPA is required. The FERPA form can be located on the website at: https://udayton.edu/policies/enrollment/ferpa/013117-FERPA-Consent-Form.pdf. This signed form can be returned to disabilityservices@udayton.edu as a scanned document from the student’s UD email address OR hand delivered/mailed to University of Dayton, Attention Office of Learning Resources, 300 College Park, Dayton Ohio 45469-1302.

Necessary Documentation

The preferred method for documentation of need for a medical withdrawal is for student to have their health care provider complete the Medical Withdrawal Documentation form which can be downloaded here

If the health care provider prefers to send medical records or a letter specific to the medical withdrawal, it should include the following:

  • Date of onset of the illness or condition
  • Dates student was under care
  • General description of the illness/condition and treatment
  • Why or how this has prevented or will prevent the student from completing academic work and/or from functioning effectively in the university’s living community
  • A statement regarding the student’s status: partial medical withdrawal (enrolled in 6-8 credits for undergraduates, 3 credits for graduates) or full medical withdrawal (cannot take any classes)

Note: if you are seeking a partial medical withdrawal, you are encouraged to work with the Office of Student Accounts/Financial Aid (email: studentaccounts@udayton.edu, or via telephone at 800-259-7117 or 937-229-4111) and Housing and Residence Life (email: housing@udayton.edu or telephone at 937-229-3317) to ensure you understand the impact of this decision.

Cost of Medical Records

Costs associated with voluntary medical withdrawal process including copies of documentation from the provider are the responsibility of the student.

Approved Requests

If a request for a voluntary medical withdrawal is approved, the academic Dean's Office will place a Dean's Hold on the student's account in order to ensure any return requirements are met prior to re-registration at University of Dayton. 

Official notification of the withdrawal date will also be issued to the Registrar's Office, Office of Student Accounts, International Student Support Services, Housing & Residence Life, and Dining Services as appropriate. Once this notification is received, the individual offices will process the medical withdrawal as it relates to their office and communicate any additional information directly to the student.

In order to ensure a smooth departure and return, the student should notify and settle all outstanding accounts with the Office of Student Accounts, Financial Aid, Housing, and Dining Services. If there is a disciplinary case involved, the student should notify the Office of Community Standards and Civility (Gosiger Hall, Room 227, Phone 937-229-4627, csc@udayton.edu) of her/his intent to obtain a medical withdrawal and determine a timeline for resolution of the case.

Denied Requests

Any student may choose to withdraw from classes as part of the regular withdraw process. See the academic calendar for the deadlines to withdraw (https://udayton.edu/fss/registrar/academic_calendar.php). This requires a student to work with the Office of the Registrar and Registration and the Dean’s Office. The student will need to complete the add/drop form which can be located on the website https://udayton.edu/fss/registration/index.php and secure appropriate signatures.

If the student disagrees with the decision, they can appeal to the Director of OLR. An appeal can be filed in any of the following ways:

If the student's appeal is denied, the student may submit a second appeal to the Medical Withdrawal/Re-enrollment Appeal Committee, which shall consist of the Dean of Students, the Director of the Counseling Center, and the Director of the Office of Student Accounts. The Director of OLR shall be available to provide the rationale in support of the first appeal decision, and designated representatives from other units will be consulted as needed.  Submit the online “Appeal Within the Medical Withdrawal Process” form (preferred) to file this appeal.

Returning After a Medical Withdrawal

When a student is ready to return from a medical withdrawal, the student must notify the University of her/his intent to return. This can be addressed in any of the following ways:

  • Submit the online “Returning After a Medical Withdrawal” form (preferred)
  • Submit information in writing (email, letter, etc.) to OLR via email: disabilityservices@udayton.edu, fax: 937-229-3270, hand delivered (Room 023 Roesch Library) or mail (University of Dayton, Attention Office of Learning Resources, 300 College Park, Dayton Ohio 45469-1302) 
  • Share the information verbally (in person or via telephone) with OLR

 Information submitted should include the following (download Medical Withdrawal Return form):

  • Term the student intends to return
  • Changes in the student's circumstances that makes her/him ready to return
  • Supports the student anticipates needing at the university, if any

Following the student's notification of intent to return, OLR professional staff will review the initial medical withdrawal documentation and any re-enrollment conditions.  If it was stipulated at the time of withdrawal, the student will be asked to submit a letter from a qualified health care provider indicating that the student is ready to return to the residential academic environment at the University of Dayton.  

OLR professional staff make a determination, based on the student's form and documentation (if requested), as to whether to grant the student's request to return.  This decision will be shared with the student and the appropriate academic Dean's Office. The academic Dean's Office will communicate with the student about next steps associated with registration and, if applicable, remove any registration hold. 

If you intend to return to campus housing and needs assistance navigating the housing assignment process or wishes to review your options, please contact the Office of Housing and Residence Life at 937-229-3317 or housing@udayton.edu.

The student will need to address any outstanding issues associated with the Office of Financial Aid, Registration, Housing, and Dining Services.

Any outstanding conduct cases must be resolved through the Office of Community Standards & Civility before or upon the student's return.

If there are on-going support needs, the student is encouraged to contact the Counseling Center, the Health Center, and/or OLR to discuss their needs and create a plan. OLR may also address accommodations, if appropriate.

If the student's request for re-enrollment is denied, the student can appeal the decision with the Director of OLR. If the student's appeal is denied, the student may lodge a further appeal with the Medical Withdrawal/Re-enrollment Appeal Committee, which shall consist of the Dean of Students, the Director of the Counseling Center, and the Director of the Office of Student Accounts. The Director of OLR shall be available to provide the rationale in support of the first appeal decision, and designated representatives from other units as needed. The process for appeal can be initiated in any of the following ways: