Case Management

Leaves of Absence are designed for students who need to take time away from the University, with the intention of returning within the next semester or two. Withdrawals are for students who wish to leave the University entirely, or do not intend to return to the University for a prolonged or unknown period of time. Students seeking a Withdrawal should contact the Office of Student Affairs.

Students who are approved for a Leave of Absence maintain their active status as a student, despite being unenrolled in courses. You will continue receiving University communications to your student email account, and have the ability to contact your advisor regarding course advising for the semester you intend to return. You will not be able to register for courses until you indicate your return (more information on returning below).

Case Management will assist you in taking the appropriate leave based on the circumstances. In processing your request, Military Leaves require documentation of military orders including dates of service or duties. Medical Leaves will require a letter supporting a medical leave from a physician or clinician. Military and Medical Leaves are more open-ended in terms of a return timeline. Personal Leaves do not require documentation, but are typically limited to one semester unless otherwise approved by the Office of Student Affairs.

Military and Medical Leaves are more open-ended in terms of a return timeline. Personal Leaves are typically limited to one-semester unless otherwise approved by the Office of Student Affairs. However, students may be switched to a withdrawn status if there is no contact with the University for more than two consecutive semesters.
 

• Students who wish to return from a Medical Leave of Absence will be asked to complete the Return from Medical Leave Form, indicating their intent to return. Within that form, it is requested that students provide medical documentation, or a letter from a physician or clinician, which is supportive of the student’s return to their studies, and the Fitchburg State University community. The Office of Student Affairs will review this documentation (in consultation with other departments, as appropriate), to ensure that the appropriate supports may be in place to maximize the likelihood of the returning student’s success. Students who are unable to secure the above documentation in advance of their return to their studies at the University should be in contact with the Office of Student Affairs. 
• Students returning from a Military Leave can contact the Registrar's Office to indicate their return. You can contact them at registrar@fitchburgstate.edu. 
• Students returning from a Personal Leave may contact also contact the Registrar’s Office, or their faculty advisor directly, for assistance with course registration for the upcoming semester.

• For Financial Aid: Taking a Leave of Absence does not automatically pause any federal loan repayment. Students should consult with Financial Aid regarding deferment options. Similar steps should be taken with providers for private or alternative loans.
• For Student Accounts: Case Management will support students through the Tuition Appeal Process, which is the only process to request consideration of any outstanding balances or potential refunds in light of the circumstances. Please review the Institutional Refund Policy for information regarding submitting a Tuition Appeal.
• For Military Leaves of Absence: All charges are removed and any military tuition and fee benefits paid directly to Fitchburg State are returned. 

Please note if you are receiving financial aid you should check with the Financial Aid office to understand how withdrawing from classes may impact your aid. Any other questions about your bill should be directed to Student Accounts.

We understand that life happens, and often quickly. Once the Office of Student Affairs has been made aware of a situation, Case Management will support students with their arrangements to the best of their ability, by working with other departments and amending any consequences that resulted from the circumstances as appropriate.

While Leaves of Absence are not always guaranteed after the Withdrawal Deadline has passed, Case Management will support students with alternative options for rectifying challenges associated with semester timelines. Please review the Academic Calendar for more information.
 

With the exception of Military Leaves, the Office of Student Affairs will reach out to students on Leave prior to the advising and registration period (unless a student has already indicated returning at a later semester). We will check-in, and let students know that the advising and registration has begun for the following semester, and request an update of whether or not the student intends to return to their studies at the University, or if alternate arrangements are needed.

When students return from a Leave of Absence, they will return under the status under which they left the university. For example, if a student was on Academic Warning, Academic Probation, or a Dean’s Probation, then they will maintain that status upon their return.