C17: Involuntary Leave of Absence for Students

Responsibility for Maintenance: Student Engagement

I. Policy Statement

This policy provides parameters surrounding involuntary leaves of absence for students. This policy is intended to mirror SUNY’s procedures to support students and campus safety in alignment with the latest U.S. Department of Education’s Office for Civil Rights (OCR) and U.S. Department of Justice (DOJ) standards.

II. Reason for Policy

Onondaga Community College (OCC) is committed to the safety, health and well-being of the campus community. OCC recognizes that students may experience situations that significantly limit their ability to function successfully or safely in their role as students. In such circumstances, students should consider requesting a leave of absence. A leave of absence permits students to take a break from OCC and their studies, so that they may address the issues that led to the need for the leave and later return to OCC with an enhanced opportunity to achieve their educational goals. Students will be given the option to take a voluntary leave of absence before a decision is made with respect to an involuntary leave.

Consistent with Onondaga Community College’s Nondiscrimination Policy, OCC prohibits unlawful discrimination on the basis of any type of disability or any other characteristic protected by applicable Federal and/or State law in the administration of the College’s programs and activities.

OCC offers a range of resources, support services, and accommodations to address the physical and mental health needs of students. However, on rare occasions, a student’s needs may require a level of care that exceeds what the College can appropriately provide. Where current knowledge about the individual’s medical condition and/or the best available objective evidence indicates that a student poses a significant risk to their own safety not based on mere speculation, stereotypes, or generalizations, or the health and safety of others in the College community, or where a student’s behavior severely disrupts the College environment and the student does not take a voluntary leave of absence, the Dean of Students has the authority to place a student on an involuntary leave of absence, after appropriate procedural due process has occurred according to this policy.

Before placing any student on an involuntary leave of absence, Onondaga Community College will conduct an individualized assessment, following the procedures stated in section VI of this document. To facilitate this process, the President will designate staff to serve on Onondaga Community College’s Involuntary Leave of Absence Team (ILA TEAM), a team of OCC employees who review and determine the appropriateness of an involuntary leave. 

The Dean of Students may be notified about a student who may meet the criteria for an involuntary leave of absence from a variety of sources, including, but not limited to, the student, the student’s navigator, Residential Life staff, an academic department, or a member of WeCARE. If the Dean of Students deems it appropriate, the procedures reflected in Section VI of this document will be initiated.

III. Applicability of the Policy

All members of the College community should be familiar with this policy.

IV. Related Documents and Information

• Onondaga Community College Policy A1: Matriculation/Curriculum Change
• Onondaga Community College Policy C1: Compliance with the Family Educational Rights and Privacy Act (the "Buckley Amendment")
• Onondaga Community College Policy C11: Authorization to Release Students’ Education Records
• Onondaga Community College Policy D15: Health Services for Minors on Campus
• Onondaga Community College Policy N5: Student Conduct and Disciplinary Procedures “The Code”
• Onondaga Community College Notice of Non-Discrimination
• Onondaga Community College Office of Accessibility Services website
• Onondaga Community College Tuition and Financial Aid website
• Onondaga Community College Refund Policy
• Title II of the Americans with Disabilities Act of 1990 (42 U.S.C. 12131 et. Seq.)
• Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794. New York State Executive Law Section 291.
• New York State Executive Law Section 292.

V. Contacts

VI. Procedures

1. Onondaga Community College’s Involuntary Leave of Absence Team (ILA TEAM) will consult with the Office of Accessibility Resources (OAR) and/or Counseling & Community Care Hub (CCH) prior to deciding to impose an involuntary leave of absence.

2. The ILA TEAM will issue a notice to the student in writing that an involuntary leave of absence is under consideration. The written notice will include the reason(s) why the student is being considered for an involuntary leave and a copy of this policy. In addition, the notice will include contact information for OAR and/or CCH to provide information about potential accommodations and support services. The notice will also provide contact information (including the name and position) for a neutral or impartial advisor outside of the decision-making process under this policy (the “Advisor”), with knowledge of OCC’s involuntary leave of absence process who will serve as a resource to answer any student questions about the process from referral to return to the College. The Advisor will work with the student throughout the involuntary leave of absence process and any appeals. The Advisor shall be copied on all notices to the student after the student provides consent to have the Advisor as part of their process. In the written notice, the student will be encouraged to respond, and to contact the Advisor before a decision regarding an involuntary leave of absence is made and will be given a specified time period within which to do so. OCC may train one or more employees to serve as an Advisor. If a student utilizes an Advisor as part of this process, the Advisor cannot speak for the student and all administrative procedural rules apply. The student is responsible for self-advocacy and consults with the Advisor.

3. To the extent required by applicable law, the ILA TEAM must consider potential reasonable accommodations and/or modifications that could eliminate the necessity for an involuntary leave of absence. These may include, without limitation, a voluntary leave of absence and/or academic/housing/dining accommodation(s). OCC will document all such considerations, accommodations, and related decisions.

4. A Release of Information Form providing the ILA TEAM temporary authority to get information from the student’s healthcare provider(s) regarding issues relevant and appropriate to the consideration of an involuntary leave of absence will be provided to the student. If a student refuses to execute a Release of Information Form, or to respond within the timeframe set by the ILA TEAM, they may proceed with the assessment based on information in their possession at the time.

   a. Access to these records, if the Campus is given authority, shall be limited to personnel directly involved in the deliberation and decision-making process under this policy. 

   b. OCC will utilize secure storage of this confidential health information that is received at any point in the leave and return processes. 

5. The ILA TEAM may also confer, as feasible and when appropriate depending upon the matter, with individuals regarding the need for an involuntary leave of absence. Each case may vary, but conferring individuals can include:

   a. Residence Life Staff; 

   b. Faculty members; 

   c. Navigators and School Specialists; 

   d. Office of Accessibility Services staff;

   e. Department head for programs that lead to professional licensure, as appropriate; 

   f. Campus Safety and Security;

   g. Representatives from Counseling & CCH (with appropriate authorization for any providers who have provided services to the student); 

   h. The student’s treatment provider(s) or other health care professionals (with appropriate authorization for any providers who have provided services to the student); 

   i. Member(s) of the WeCARE team or equivalent team that serves the function of assessing and monitoring students of concern; and/or 

   j. Such other individuals as may be appropriate in an individual matter including parents, guardians, and emergency contacts.

6. When evaluating whether an involuntary leave of absence is appropriate, the College will consider specific criteria, such as:

   a. Whether current knowledge about the individual’s medical condition and/or the best available objective evidence indicates that a student poses a significant risk to the health or safety of a member of the College community; 

   b. Whether a student is unable or unwilling to carry out substantial selfcare obligations and poses a significant risk to their own safety, not based on mere speculation, stereotypes, or generalizations; and/or 

   c. Whether a student’s behavior severely disrupts the College environment.

7. The individualized assessment for each factor, based on reasonable judgment that relies on current medical knowledge to the extent that information is available, or the best available objective evidence, should ascertain: 

   a. The nature, duration, and severity of the risk or disruption; and

   b. The probability that the risk or disruption will actually occur; and whether reasonable modifications of policies, practices, or procedures will appropriately mitigate risk or disruption, thereby eliminating the need for an involuntary leave of absence.

8. The ILA TEAM will give significant weight to the opinion of the student’s treatment provider(s) identified by the student (with appropriate authorization) regarding the student’s ability to function academically and safely at the campus with or without reasonable accommodations. If the ILA TEAM determines that the information provided by the treatment provider(s) is incomplete, requires further explanation or clarification, or is inconsistent with the other information in the student’s record, the CCH representative on the team, with proper authorization, may contact the treatment provider(s) to obtain additional information. In certain circumstances, the College may require the student to undergo an additional evaluation by an independent and objective professional designated by the College, if the ILA TEAM believes it will facilitate a more informed decision. The College will appropriately document the reasoning for such a decision, if warranted.

9. Following these consultations and based on a review of the relevant documentation and information available, the ILA TEAM will make a determination regarding whether the student should be placed on an involuntary leave of absence and shall provide written notice of the decision to the student. This written notice of decision will include information about the student’s right to appeal the decision and information about reasonable accommodations available during the appeal process. The review and notice of decision should be performed in a reasonable and timely manner. Where students have been asked to remain away from the College while the review is underway, every effort will be made by the ILA TEAM to reach a decision within ten days, provided the student responds in a timely manner to requests for information and, if appropriate, evaluation.

10. In emergency situations involving an imminent threat of harm to the student or any other member of the Campus community, the ILA TEAM, in the exercise of their reasonable judgment, may require a student to be immediately prohibited from entering the campus or facilities utilized for Campus programs or activities while such individualized assessment and review under this policy is taking place. Such students shall receive written notice to this effect as quickly as possible and/or practicable. While this individualized assessment and review is being conducted, every effort shall be made by the President's designee(s) to reach a decision within seven (7) calendar days, provided that the student responds in a timely manner to requests for information, and if appropriate, evaluation. If there are delays, the College shall document the reason for such delays in writing.

VII. Decisions on Involuntary Leave of Absence

1. If an Involuntary Leave of Absence is Imposed: The written notice of any decision concerning the student shall include (1) the basis for the decision; (2) a timeframe for when the student must leave the Campus; (3) the student's right to appeal the decision; and (4) information about reasonable accommodations available during the appeal process. This notice shall also set forth when the student may be eligible to return to the Campus and the conditions and/or requirements the student will need to satisfy to be eligible for return. This written notice shall also inform the student of their right to reasonable accommodations in the return process and will provide contact information for the Office of Accessibility Resources. The length of the leave will be determined on an individual basis.

2. If an Involuntary Leave of Absence is Not Imposed: The ILA TEAM may impose conditions and/or requirements under which the student is allowed to remain at the College. 

VIII. Appeals

1. Within ten (10) calendar days of receiving the written notice of a decision from the ILA TEAM, the student may submit an appeal of the decision in writing to the Dean of Students for appeals under this policy. 

2. The appeal shall be heard by a three (3) person Appeals Board. The decisionmaker who imposes an involuntary leave of absence shall not hear appeals or render decisions on appeals. The individuals chosen to oversee appeals cannot have been involved in the original decision-making process. The written request for appeal must specify the particular substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision the ILA TEAM. 

3. While the appeal is pending and being heard by the identified Appeals Board, the original decision will remain in place. All appeals decisions will be issued within ten (10) calendar days of submission.

4. The criteria for appeal will be limited to the following:

   a. Disproportionate Findings or New Information: if there is any information not previously considered that would allow the student to remain with a reasonable accommodation or if there is any new information not previously available to the student that may change the outcome of the decision-making process;

   b. Procedural irregularities: if there were any procedural irregularities that materially affected the outcome of the matter to the detriment of the student who appealed the decision.

5. After reviewing the matter fully, the Appeals Board will issue a written decision affirming, modifying, or reversing the decision to place the student on an involuntary leave of absence. The Appeal Board’s decision shall be final, and no other appeals or grievance procedures are available at the College level.

IX. Implications of an Involuntary Leave of Absence

1. Student Status: Students on a leave of absence generally retain their admitted student status at the time they begin their leave. However, they are not registered and therefore do not have the rights and privileges of registered students. Should a student be on leave for more than one semester, they may need to reapply for admission following current procedures for doing so.

2. Housing: Consistent with OCC’s policies and procedures, students on a leave of absence assigned to live in residence are subject to the terms of the OCC Student Housing License Agreement Terms and Agreement. A student who does not remain registered for the semester must vacate their on-campus housing space. OCC Housing does not have a refund policy for campus housing, but the student can submit an appeal for housing fees through Onondaga Community College. 

3. Effective date(s) of leave: A student must leave the College within the timeframe set forth by the ILA TEAM. Students are not permitted to return mid-semester if placed on a leave of absence. The leave will remain in effect until: 

   a. It is determined after an individualized assessment that the student is able to return to the College with or without reasonable accommodations and 

   b. The student has complied with any College requirements applicable to all students returning from a leave and the conditions mandated by the ILA TEAM and/or the Appeals Board.

   c. Conditions will be included in the ILA TEAM decision letter; however, should a student no longer have access to that letter they may request a new copy by contacting the Dean of Students Office.

4. Notification: At any time while the student is on leave, a representative from the ILA TEAM may notify a student’s parent, guardian, emergency contact, or other individual, consistent with the law, if notification is deemed appropriate under the circumstances.

5. Association with the College while on leave: Unless expressly permitted by the ILA TEAM in writing, or Appeals Board, as applicable, students on an involuntary leave of absence are not permitted to be present at the College and are not permitted to engage in any College-related activities, including on-campus and/or remote employment opportunities.

6. Coursework taken while on leave: If a student attends other colleges or universities during their leave period, they must forward their official transcripts to OCC within six weeks of their return. The credits will be evaluated as transfer credit, if applicable. 

7. Access to Student Accounts while on leave: Students on leave will retain access to their email and MyOCC as defined in OCC policy A1: Matriculation/Curriculum Change, unless expressly prohibited in writing by the ILA TEAM. 

   a. If a student does not enroll for a period of two consecutive years, they will lose their matriculated status and their academic record will be made inactive.

8. Grades: Students on a leave of absence will be administratively withdrawn and will receive “W” grades at the time of the involuntary leave of absence. 

9. Tuition and Fees: Consistent with OCC’s policies and procedures, students who leave the College before the end of a term may be eligible to receive refunds of portions of their tuition. See OCC tuition refund policy for information and a schedule of refunds.

10. Financial Aid: Financial Aid may be impacted in different ways depending on when in the semester the involuntary leave begins. Due to the potential impacts on federal and state aid (FAFSA and TAP), Excelsior Scholarship Program funding, and any other scholarships or aid being provided, it is highly suggested that students on leave contact Financial Aid for more information. 

11. Meal Plan: Student meal plans will also be deactivated while on leave. Refunds Rates are identified below.

12. Visa Status: International students (F-1 and J-1 Visa holders) placed on an involuntary leave of absence must speak with the appropriate person at the Campus who works with international students regarding their Visa status and the effect an involuntary leave of absence may have on that status. For assistance identifying whom that may be, please contact the Dean of Students Office. 

X. Request to Return

1. In addition to the general requirements all students must meet when returning to the College after a leave of absence, as well as any conditions imposed by the ILA TEAM or Appeals Board outlined in the decision letter. The Office of Accessibility Resources and/or the Counseling and Community Care Hub (CCH) will work with students to provide reasonable accommodations to assist the student in completing the return process, as appropriate.

2. A student must make a written request to the Dean of Students to return to the College. Generally, a student will not be allowed to return until the leave period in the involuntary leave of absence notification has elapsed, and all conditions and/or requirements are met.

3. The Dean of Students may require the student to provide evidence that the student, with or without reasonable accommodations, has sufficiently addressed the issues that previously established the criteria for imposing an involuntary leave of absence. The Dean of Students may also ask, confer with, or seek information from others to assist in making this determination. The information sought may include:

   a. At the student’s discretion, documentation of efforts by the student to address the issues that led to the leave; 

   b. Release of academic records to inform treating clinicians (with appropriate authorization);

   c. Release of treatment information to the extent necessary to determine if the student has sufficiently reduced the risk or disruption that led to the leave (with appropriate authorization); 

   d. Consultation with Counseling & CCH to the extent necessary to determine if the student has sufficiently reduced the risk or disruption that led to the leave (with appropriate authorization); and/or 

   e. Consultation with OAR.

4. All returning students must meet the essential eligibility requirements and any technical standards of the College and, if applicable, the relevant school or department, with or without reasonable accommodations. If the Dean of Students determines that the student is ready to return to the College, the student will be notified in writing of the decision, including the reason for the decision, within a reasonable time after the student has submitted a request for return and required documentation per this policy.

5. A student who applies for reinstatement, but is not approved to return, may appeal that decision using the aforementioned Appeal Process.

XI. Scope of the Policy and Relationship to Other College Policies

A leave of absence is an administrative process; it is not a disciplinary process. 

This policy is not intended to be punitive and does not take the place of disciplinary actions that are in response to violations of the OCC Student Code of Conduct, or other policies and directives, nor does it preclude the removal or dismissal of students from the College or College-related programs as a result of violations of other OCC policies or school or department protocols. This policy does not limit OCC’s ability to place enrollment holds on students for reasons beyond the scope of this policy. This policy does not relieve a student of any financial obligations to the College that were incurred prior to the time the involuntary leave of absence was imposed. 

Nothing in this policy limits the power of the College to take administrative action to ensure the safety of the OCC community in accordance with all laws and College policies. In exceptional circumstances, where the health or well-being of any person may be seriously affected, or where physical safety is seriously threatened, or where the ability of the College to carry out its essential operations is seriously threatened or impaired, the President, Dean of Students, ILA TEAM, or designee may temporarily remove, suspend, dismiss, or bar any person from the College or College-related programs. In all such cases, actions taken will be reviewed promptly by the appropriate College authority. All efforts will be made to have the review completed within five (5) business days. 

Nothing in this policy prevents the Campus from following the Rules of Maintenance of Public Order, as necessary.

Onondaga Community College abides by the Family Educational Rights and Privacy Act (FERPA) and complies with its requirements regarding student privacy.

XII. Requests for Reasonable Accommodation

OCC is committed to providing equal access to all participants in College processes, including students with disabilities. Students with disabilities should contact OAR to request appropriate accommodations. Information about the support services OAR provides, types of accommodations offered, and appropriate documentation for accommodations, can be found on the Office of Accessibility Resources website.

XIII. Related Resources

As noted herein, students placed on an involuntary leave of absence may have additional conditions and/or requirements they must meet prior to returning to the College, in addition to any College requirements applicable to all students returning from a leave.

Students who are placed on an involuntary leave of absence may want to consult with the following offices, where appropriate: 

• Counseling & CCH

• Dean of Students Office

• Financial Aid

• Office of Accessibility Resources 

• Residence Life

• School’s Office (Navigator and/or School Specialist)

• Student Accounts 

The Dean of Students Office will be available to assist students with questions about the Involuntary Leave Process, Returning to OCC, or any other related concern.

Approved by the OCC Board of Trustees June 23, 2026