Absences, Withdrawals and Deferrals

The RUSM curriculum is designed to offer a series of integrated learning experiences that build upon one another. Interruptions to this educational schedule, therefore, create undesirable breaks in the continuous learning process. Interruptions are of concern to medical licensure boards, and they can also affect financial aid eligibility and loan repayment status. Therefore, absences are approved only under extraordinary, well-documented circumstances.

The profession of medicine demands a great deal of time and attention; many components of the medical education program cannot be made up or remediated. Studentswill frequently be required to make tough choices concerning the competing demands of educational and personal interests. Prior to submitting a request for an absence, studentsshould carefully consider theirpriorities in terms of successfully completing theirRUSM MD degree.

Typically, excused absences will only be granted if studentshave a significant, unavoidable conflict and can make up the missed activity or make alternate arrangements for the activity.Students are advised to consult with the Office of Student Affairs, as appropriate, to discuss plans for any interruption of their studies.

 

WITHDRAWALS

Students may voluntarily withdraw their enrollment with RUSM. If they wish to return to RUSM, they must then apply for readmission at https://medical.rossu.edu/admissions/how-to-apply.html and will be subject to the tuition policy for withdrawals and the federal refund policy (See Tuition and Fees Refund Policy for Withdrawals section). Readmission is not guaranteed and applications will be reviewed by the Readmission Committee.

The Office of the Registrar is the designated office to which a student must provide official notification of their intent to withdraw from RUSM. A student’s effective withdrawal date is the date they provide official notification of their intent of withdrawal to the Office of the Registrar.  Official notification from the student is defined, for these purposes, as any notification that is provided in writing to Registrar@Rossu.edu, verbally to the Office of the Registrar, or by the submission of the Withdrawal form on myRoss to Registrar@Rossu.edu. Upon receipt of official notification, the Office of the Registrar will send the student a Withdrawal form, if not initially submitted, and will notify the appropriate advisors for follow-up and outreach. A 48 window is provided to allow for outreach advising. During this 48 hour window the student is able to rescind their request by providing an official written notification to the Office of the Registrar. If the student does not rescind their request by the end of the 48 hour window, the withdrawal request will be processed accordingly.

Students who are subject to Dismissal or Administrative Withdrawal, will be dismissed or administratively withdrawn per University policies. A student may not pursue a withdrawal once they are subject to dismissal or administrative withdrawal.

Students who complete their final exam and earn a final grade for their course may not withdraw.

Transcripts: A Medical Sciences student electing to withdraw from RUSM prior to the time of the first examination will receive a grade of “W” on their transcript. Those withdrawing after taking one examination will receive a “WP” (withdrawn passing) or “WF” (withdrawn failing) grade based on their performance on the examination(s) taken. Students enrolled in Clinical Sciences at the time of withdrawal will be issued a grade of “W, WP, or WF.” Grades of W, WP, WF do not count in cumulative grade point average, but do count as attempted credit hours. Attempted credit hours are calculated into Pace of Progression in determining Satisfactory Academic Progress and may impact Title IV funds.

Exit Counseling: Students who have received a subsidized, unsubsidized or graduate PLUS loan(s) under the Direct Loan Program or the FFEL Program, must complete exit counseling each time they drop below half-time enrollment, graduate, or leave school. Students must complete exit counseling at www.studentloans.gov. During exit counseling, you will review your rights and responsibilities as a borrower.

APPROVED ABSENCES

Medical Sciences

The instructional weeks of the Medical Sciencescurriculum are scheduled three times per calendar year with short breaks between terms. Outside of these scheduled breaks students must be continuously enrolled. A student who wishes to temporarily interrupt their studies with intent to return the following term may apply for an Approved Absence (AA).Acceptable reasons for an AA may include: personal or family medical emergency, other personal or family emergency, or legal or financial hardship. In addition to providing a written explanation at the time of application, the student may be asked to provide additional documentation. Students who are granted an AA during a semester will be reported as not enrolled to all lenders until returning to courses the following term.

 Students are subject to individual lenders’ loan repayment policies and the tuition policy for withdrawals and the federal refund policy (See Tuition and Fees Refund Policy for Withdrawals section). An AA is considered a “gap” in enrollment that must be accounted for and disclosed when applying for The MATCH and state licensure. An AA may not exceed a single term during the Medical Sciences curriculum under any circumstances.An AA may be taken only in the Medical Sciences curriculum under the following conditions:

  1. During the term to continue until the end of the term and return at the beginning of the subsequent term;
  2. In between terms;
  3. Returning at the beginning of the following term to cover a period of time equal to one term.

 

When applying for an AA, the student must indicate when they intend to resume studies, which must be at the beginning of the following term. All students returning from an AA must follow the standard registration and check-in procedures prior to the start of the term, ensuring that the Office of the Registrar and Student Affairs are notified of their presence on campus to resume studies.

In order to qualify for an AA during Medical Sciences, the student must meet the criteria established below:

 Application: The Office of the Registrar is the designated office a student must submit their application for AA to be reviewedand for possible approval. All requests must be sent to Registrar@Rossu.edu. If the student is deemed ineligible for an approved absence, the student’s request will be processed as an official withdrawal. Students, as outline under WITHDRAWALS, are able to rescind their request, in writing, to the Office of the Registrar.

 Transcripts: A Medical Sciences student electing to take an AA prior to the time of their first examination willreceive a grade of “W” on their transcript. Those taking an AA after taking one examination will receive a “WP” (withdrawn passing) or “WF” (withdrawn failing) grade based on their performance on the examination(s) taken. Grades of W, WP, WF do not count in cumulative grade point average, but do count as attempted credit hours. Attempted credit hours are calculated into Pace of Progression in determining Satisfactory Academic Progress and may impact Title IV funds.

 Exit Counseling: Students who have received a subsidized, unsubsidized or graduate PLUS loan(s) under the Direct Loan Program or the FFEL Program, must complete exit counseling each time they drop below half-time enrollment, graduate, or leave school. Students must complete exit counseling at www.studentloans.gov. During exit counseling, you will review your rights and responsibilities as a borrower.

 Clinical Sciences

Students who are granted an AA during a term will be reported as not enrolled to all lenders until returning to clinical clerkships the following term. Students are subject to individual lenders’ loan repayment policies and the tuition policy for withdrawals and the federal refund policy (See Tuition and Fees Refund Policy for Withdrawals section).An AA is considered a “gap” in enrollment that must be accounted for and disclosed when applying for The MATCH and state licensure.

An AA may only be taken during the Clinical Sciences curriculum under the following conditions:

  1. After completion of IMF and prior to beginning clinical clerkships, for up to 10 calendar weeks and to 180 calendar days.
  2. During clinical clerkships, for up to 10 calendar weeks to study for USMLEStep 2 CK or CS if a clinical clerkship scheduled at the end of the The student must return to resume clinical clerkships at the time specified or be subject to Administrative Withdraw. If the student is not able to return to clinical clerkships at the end of their AA, the student must notify the Office of the Registrar and will be placed in a TW status.

In order to qualify for an AA during Clinical Sciences, the student must meet the criteria established below:

Application: The Office of the Registrar is the designated office to which a student must submit their application for AA. All requests must be sent to Registrar@Rossu.edu.  If the student is deemed ineligible for an approved absence, the student’s request will be processed as an official withdrawal. Students, as outline under WITHDRAWALS, are able to rescind their request, in writing, to the Office of the Registrar.

 Transcripts: Students enrolled in Clinical Sciences at the time of withdrawal will be issued a grade of “W, WP, or WF.” Grades of W, WP, WF do not count in cumulative grade point average, but do count as attempted credit hours. Attempted credit hours are calculated into Pace of Progression in determining Satisfactory Academic Progress and may impact Title IV funds.

 Exit Counseling: Students who have received a subsidized, unsubsidized or graduate PLUS loan(s) under the Direct Loan Program or the FFEL Program, must complete exit counseling each time they drop below half-time enrollment, graduate, or leave school. Students must complete exit counseling at www.studentloans.gov. During exit counseling, you will review your rights and responsibilities as a borrower.

Short-Term Personal Leave (STPL): Medical Sciences

The Associate Dean of Student Affairs or authorized designee will consider petitions for excused absences via a STPL for reasons that are not addressed by the exceptions listed in the section on attendance.

Petitions for permission to leave during the semester for a short personal leave and/or missing a required exercise (other than exams), on the basis of extraordinary personal circumstances (those that are not included in the three exceptions listed in the attendance policy), are considered by the Associate Dean of Student Affairs or authorized designee. The petitioning process begins by speaking with an advisor from the office of Student Affairs and submitting a STPL request form along with documentation of the extraordinary personal circumstances that is requiring this leave.The STPL form is available on myRoss, the Registrar’s portal page, or at the Student Affairs offices. The request form must be submitted in advance of the start date of the requested leave.

Students should understand that the profession of medicine is one that demands a great deal of time and attention. There are components of the medical education program that cannot be made up or remediated. Students will frequently be required to make tough choices concerning the competing demands of educational and personal interests. Prior to submitting a request for a STPL, students should give careful consideration to the priorities required for successful completion of the RUSM medical degree. Typically, excused absences will only be granted if the student has a significant and unavoidable conflict. If a Short Term Personal Leave is granted, the following conditions apply:

Emergency Leaves of Absence (ELOA): Medical Sciences

On occasion, students may need to interrupt their enrollment during a semester for unavoidable, non-academic reasons. With the approval of the Associate Dean of Student Affairs, or her/his designee, a student may be temporarily excused from classes during a semester due to documented emergency circumstances. These include severe illness or major injury to the student, a similar emergency or death in the student’s immediate family, a legal summons, or military obligation. If an emergency leave of absence is granted, the following conditions apply:

 Involuntary Leaves of Absence

In circumstances where students are deemed, in the sole discretion of the University, to be at risk academically, as a result of, but not limited to: course or USMLE failure or the failure to meet technical or professional standards, students may be placed on involuntary leave of absence by the University.

Students may be placed on an involuntary medical leave of absence if it is determined, in the sole discretion of the University, in the event that the health and safety of a student or others within the RUSM community is at risk and/or they are unable to meet the Technical Standards.

In conjunction with any involuntary leave of absence, the University may impose conditions that must be complied with in order to be permitted to return from the leave of absence.  These condition include, but are not limited to, academic remediation, counseling, and/or treatment if involuntary leave of absence was based on physical or mental health groundand rehabilitation. If conditions are not met for return within the specified time established by the University the student may be subject to dismissal.

A student who is not actively enrolled for financial aid purposes will be withdrawn, effective the last academically related activity or the date the institution determined the change in status. (Note the effect of this on financial aid obligations; see Financial Planning Guide. Please speak with the Office of Financial Aid regarding the impact on financial aid.

 Temporary Withdrawal (TW)

 

Students who successfully complete their Medical Sciencescurriculum will be placed in a TW status and reported as not enrolled to NSLDS and Clearinghouse after the last day of the term.

Students in Clinical Sciences are subject to a TW status for absences longer than 31 calendar days in durations. A student in TW status is still considered a RUSM student, but not currently enrolled in classes.   A TW is a “gap” in your enrollment thatmust be accounted for and disclosed when applying for The MATCH and state licensure. A gap is defined as a period of non-enrollment that is more than 31 calendar days in duration.

Students in TW status who have not completed all degree requirements within seven (7) years of matriculation will be subject to dismissal. Students in an AA or TW status are reported as not enrolled to student loan lenders.

A student who is not actively enrolled for financial aid purposes will be reported as withdrawn to lenders, effective the last academically related activity or the date the institution determined the change in status. (Note the effect of this on financial aid obligations; see “Financial Planning Guide.) Students are advised to contact their lenders directly to discuss the impact to their specific situations when no longer being reported as enrolled during this period including options regarding repayment status. Students will also be required to complete Exit Counseling to assist with this understanding. 

Unauthorized Absences

Students who leave without RUSM approval during a semester or a scheduled clinical clerkship will be administratively withdrawn.

Students wishing to return to RUSM after an unauthorized absence must apply for readmission. Applications for readmission will be reviewed by the Readmission Committee to determine if the student is eligible for readmission, and if so under what conditions (such as academic probation). (See instructions for reapplying in the Policies and Administrative Procedures section)

Exception for Clinical Clerkship Breaks: Due to scheduling constraints between clinical clerkships (and external institutions’ procedures), brief breaks in study may occur. Such breaks, if less than 31 calendar days (including weekends) in duration beginning after the last day of the student’s previous clerkships, will have no impact on the student’s enrollment status. The Financial Planning Guide offers information about the loan disbursement policy for longer gaps in study.

Student Withdrawals

Students may voluntarily withdraw from enrollment. They must then apply for readmission if they wish to return to RUSM, and will be subject to the tuition policy for withdrawals and the refund federal refund policy (See Tuition and Fees).

 Refund Policy for Withdrawalssection). Readmission is not guaranteed but applications will be reviewed by the Readmission Committee. Readmitted students will typically be subject to all academic policies and tuition and fees in effect at the time of re-enrollment, without any “grandfathering” provisions based on their original admission. See additional readmission information in the Policies and Administrative Procedures section of this Student Handbook. Student withdrawals are governed by the following policies:

 Deferrals

Prior to the start of classes, students admitted to a specific semester may request to defer their admission to a subsequent semester. The following policies apply to deferrals:

Deferrals are not guaranteed, and are granted on a case-by-case basis depending on class size and seat availability. Due to a high volume of applicants, deferrals are generally not permitted into the September semester. Students must provide a valid reason for deferring, such as an employment obligation, academic commitment, personal injury/illness, financial hardship or travel/immigration issues. In some cases, supporting documentation may be required.

Deferred admission may be requested for up to one year from acceptance date and is granted on a one-time basis. If a studentcannot attend the semester to which theyhave deferred into, theywill be required to reapply.

Requests are reviewed as received and may take up to 30 days before a decision is made. The RUSM Admissions Office will notify the studentvia email of thedeferral decision and will also send a letter of confirmation to the student’smailing address.

In order to finalize a deferral, a $1,000 nonrefundable deferral fee must be submitted. Please note that the deferral fee will be applied to thefirst semester’s tuition ifthe student startsclass by the deferral date. Failure to start class by the deferral date will causethe studentto lose theirseat in the class without future reconsiderations or deferrals.

Students planning to matriculate to another institution during the deferral period will be required to submit an official transcript for all coursework completed during that time. A student’sadmission may be subject to re-review pending the receipt of all transcripts and/or test scores.

If the deferralrequest is denied, a student hasthe option to remain in theircurrent term or reapply for a future term.