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Temporary Academic Policies Due to COVID-19

In response to the extraordinary circumstances caused by the novel coronavirus, COVID-19, Stratford University has temporarily adjusted the following academic policies. 

Leave of Absence Policy

Occasionally, a student’s personal circumstances might necessitate an interruption in their enrollment at Stratford University. These interruptions are recognized as a Leave of Absence (LOA).

Overview

All students must begin the LOA process by meeting with an academic advisor and the Office of Student Support Services to discuss their reasons for taking a LOA and their plans for time away from Stratford University.

Students should then submit a request for a LOA using the electronic form at: https://stratfordedu.formstack.com/forms/mloa_form 

After a review of the LOA request has been completed, the Office of Student Support Services will advise the student of their decision to approve or deny the request. This decision is final and not subject to appeal.

The University reserves the right to outline specific conditions that must be met by the student before returning from a LOA.

Students must be in good academic standing to qualify for a LOA. Students on Academic Suspension are not eligible for a LOA and are subject to the policy governing said suspension.

Students may not enroll in any classes at Stratford University during an approved LOA and will not receive transfer credits for any classes taken elsewhere during the LOA.

Students who have requested a LOA for a given term will still be subject to Satisfactory Academic Progress policies and applicable sanctions if their previous term grades qualify them for such an action. The appropriate academic sanctions supersede an approved LOA and all applicable sanctions relative to Satisfactory Academic Progress will apply.

A LOA that occurs during the term will be effective on a date determined by the Registrar based upon the circumstances surrounding the request for the LOA.

Students cannot maintain employment of any type at the University while on a LOA.

A LOA and/or subsequent withdrawal does not negate a student’s financial responsibility to Stratford University unless submitted prior to the end of add/drop period. Students who register for courses incur a financial obligation with the University and are therefore subject to the Stratford University refund policy.

Notwithstanding the policy herein contained, this policy does not supersede the Federal regulations that govern VA and International Students. To determine this policy’s applicability to VA and International students, it shall be guided by the regulations that govern students receiving educational benefits under the Department of Veteran Affairs and SEVIS regulations that governs International students attending US Universities and as such final determination of the applicability of this benefit to students in those categories shall be made by the institutional departments that govern those areas.

Duration:

A LOA can be requested for a minimum of one term or a duration that does not exceed 180 days. The student’s first day of re-enrollment must begin prior to the expiration of the 180 days. In cases where a student is on a term break that immediately precedes going on a LOA, the time on break will count towards the cumulative 180 days absence.

If a student requests a LOA, the grades will be reported as follows:

  • Add/ Drop: If the LOA is requested during the add/drop period, the University’s add/drop policy will apply, and all courses will be dropped for the term.
  • After add drop to end of term: If the student requests a leave of absence after add/drop but prior to the end of the term, the student can do either of the following:
    • Contact the instructor and successfully petition for a grade of INCOMPLETE which will be recorded as LOAINC. The grade will remain until the student returns to active enrollment within the same program within the previously stipulated time as contained in the duration section. Students will be required to follow the Incomplete Policy when they return to active enrollment.
    • Receive the grade earned up to that point in time.
    • Exercise a one-time option of earning W for the term with the LOA taking effect the start of the next term.
  • After the end of term: Students requesting a LOA after the end of the term will receive a permanent grade as earned and assigned by the instructor for that term and the LOA will take place effective the next term.
  • Tuition Adjustments: When a LOA is requested after the start of the term, tuition is adjusted only if the LOA is requested during the add/drop period. If the LOA is requested after add/drop, tuition adjustments, if any, will follow the University’s refund policy as determined by the final disposition of the LOA.
  • Re-entry: Students returning from a LOA are required to do the following:
    • Meet with an academic advisor to review their academic plan of study;
    • Meet with Student Support Services; and
    • Meet with Student Financial Services to ensure their financial plan is adequate for completing their degree program.

Medical Leave of Absence:
Matriculated undergraduate students who need to interrupt their studies for medical reasons (e.g. surgery, pregnancy, illness, rehabilitation, and other health-related circumstances) can request a Medical Leave of Absence directly from Student Support Services. A Medical Leave of Absence may be granted for up to two consecutive terms with appropriate medical documentation, however, approval will only be considered for one full term at a time. When students apply for a Medical Leave of Absence, verification must be presented to Student Support Services. If the leave is granted, students may continue in the same program in which they had been enrolled prior to the leave but must apply for readmission. Forms for a Medical Leave of Absence are available at: https://stratfordedu.formstack.com/forms/mloa_form

Students considering a Medical Leave of Absence, are encouraged to initiate the leave with Student Support Services. This will ensure that students receive counseling relative to meeting the requirements that would grant a favorable outcome to the request. Students who decide not to take a leave can cancel the request without penalty provided the leave was not initiated.

We recommend students continue to attend classes until an official decision is made to take a Medical Leave of Absence to avoid falling behind on coursework in case the student decides to remain enrolled for the semester.

When a Medical Leave of Absence is granted during the course of the term, the course grade is normally a W (Withdrawn) in all courses other than completed courses unless the student initiates and receives appropriate approval for an Incomplete (I) from the course instructor(s).

Incomplete: Students who successfully petition for an incomplete are required to return by the end of the term following the term the incomplete was granted and therefore are restricted to 1 full term of Leave of Absence. Students have a maximum of five weeks after their return to remove a grade of Incomplete. A request for incomplete must follow the institutions published policy relative to the process for requesting and obtaining instructors approval for an incomplete grade.

Start Date: The start date of a leave is the date the student submits a completed form for Medical Leave of Absence unless otherwise determined by the Registrar and the Student Support Office based upon the information contained in the application. The student can only request a LOA for one complete term at a time. The student may request a subsequent term of absence. The cumulative timeframe cannot however, exceed 180 consecutive days. Additionally the student must follow the guidelines for submitting and gaining approval for each subsequent term.

Failure to return: If a student does not return from an approved LOA, and does not request an additional LOA by the expected return date contained in the approval letter of the approved LOA, the student shall be placed in a withdrawal status as of the date of the start of the LOA, unless other circumstances as contained in the institutions attendance policy dictates an earlier date, and be subject to the withdrawal policy of the institution. Once a student is placed in a withdrawal status said status shall be final and not subject to appeal.

Form submission Deadline: Medical Leave of Absence request forms must be submitted no later than the last day of classes as published in the academic calendar. Forms submitted after the withdrawal deadline date will not be considered, except in extraordinary circumstances. In such circumstances, additional documentation and information may be required, and the decision will involve input from the Vice President of Academic Affairs.

Returning from a LOA: Any student granted a Medical Leave of Absence must apply for re-entry and secure approval from the University in order to return from a Medical Leave of Absence.

Before the request can be acted on, documentation must be submitted to Student Support Services indicating that the medical or physical condition has been remedied and that the student is capable of resuming study at the University. All information submitted becomes part of the student's permanent health record and will remain confidential under FERPA regulations.

Students on medical leave are not eligible to register for courses until approved to return from their medical leave. Students who work on campus are not able to continue their employment while on a Medical Leave of Absence.

Extending LOA: Students who were initially approved for one term of Medical Leave and who need to continue their Medical Leave must request a second term by contacting Student Support Services or they will be administratively withdrawn from the University. Extensions must be requested before the start of the term for which the student is requesting the extension and students must go through an academic re-admission process in order to return. In such instances, there is no guarantee of readmission.

Financial Aid: Students taking a Medical Leave of Absence who are recipients of Federal Title IV financial aid should refer to the University’s refund procedure to determine the financial implications of the Medical Leave. A Medical Leave of Absence may result in a partial or complete loss of aid for the term. Questions about individual cases should be directed to the Office of Student Financial Assistance. The refund schedule does not change regardless of type of leave. Payment arrangements must be made on outstanding balances or the balance must be satisfied within 60 days or the student bill may be sent to collections.

For students utilizing Federal Title IV, the date of separation for the Medical Leave of Absence will be used as the date of separation for the withdrawal for Return to Title IV purposes.

Emergency Leave of Absence:
Students who must leave the University on urgent personal grounds that necessitate their absence for a period of time, such as a serious personal illness, or a serious illness in the immediate family, may request an Emergency Leave of Absence. Documentation outlining the serious nature of the emergency must be provided. Forms for an Emergency Leave of Absence are available at: https://stratfordedu.formstack.com/forms/mloa_form

When an Emergency Leave of Absence is granted during the course of the term, the course grade is normally a W (Withdrawn) in all courses other than completed courses unless the student initiates and receives appropriate approval for an Incomplete (I) from their course instructor(s).

Incomplete: Students who successfully petition for an incomplete are required to return by the end of the term following the term the incomplete was granted and therefore are restricted to 1 full term of Leave of Absence. Students have a maximum of five weeks after their return to remove a grade of Incomplete. A request for incomplete must follow the institutions published policy relative to the process for requesting and obtaining instructors approval for an incomplete grade.

Students granted an Emergency Leave of Absence who decide not to return to Stratford University should contact the Registrar’s Office to apply for a Withdrawal from the University.

For students utilizing Federal Title IV, the date of separation for the Emergency Leave of Absence will be used as the date of separation for Return to Title IV purposes.

Students who do not return from an Emergency Leave of Absence and who do not ask for an extension or apply for a Withdrawal, will be administratively withdrawn from the University. In such instances, the withdrawal date will be considered the date the Emergency Leave of Absence began. Students on a regular or administrative withdrawal must go through the re-entry/re-admit process in order to return. In such instances, there is no guarantee of re-admission.

Students taking a Medical or Emergency Leave of Absence or Withdrawal who are recipients of Federal Title IV financial aid should refer to the Refund Procedure to determine the implications of a leave or withdrawal from their educational program. Any leave may result in the partial or complete loss of aid for the term. Questions should be directed to Student Financial Services to discuss the financial implications of taking a leave or withdrawal. The refund schedule does not change regardless of the type of leave. Payment arrangements must be made on any outstanding balance or the balance must be satisfied within 60 days or the student’s bill may be sent to collections.

All students who are recipients of federal loans or other student financial aid are required to be counseled by Student Financial Services to discuss the impact of their leave or withdrawal status with regard to financial aid.

Military Leave of Absence:
To initiate a leave of absence for Military reasons, the student must submit his/her military orders to the University Certifying Official and Student Support Services using the Leave of Absence application form. Students granted a Leave of Absence for Military reasons will have no indication of individual class withdrawal on their transcript and will instead have “Leave of Absence” on the transcript for the terms for which a leave of absence was granted. If the student is called to active duty during the semester, a full refund of his/her tuition will apply. If the student successfully petitions for an incomplete in their courses, no tuition refund will be issued.

Special Provisions for COVID-19:
Pursuant to the guidance provided by the U.S. Department of Education, Stratford University will permit students who wish to take an approved Medical Leave of Absence for COVID-19-related concerns or limitations to take such leave, even if the student notifies the institution in writing after the approved leave of absence has begun. In such cases, if Federal Title IV funds have been disbursed to the student’s account prior to the student initiating a COVID-19 Medical LOA, the University may retain those Title IV funds to apply when the student continues enrollment. The student must return to complete their program within 180 days of the approved COVID-19 Medical LOA, otherwise Stratford University will perform the Return of Title IV funds calculation based on the date on which the Medical LOA began. If the Title IV funds have not been disbursed prior to the student initiating a COVID-19 Medical LOA, the University will disburse funds to the students account when the student resumes enrollment, provided the student returns to active enrollment within the timeframe stipulated otherwise in this policy for an approved COVID-19 Medical LOA.