Students are encouraged to prioritize their health and well-being over their academic pursuits. Students who need to withdraw from a semester for medical or mental health reasons can submit a medical withdrawal request with supporting documentation. Medical withdrawals are for the full semester’s registration and cannot be granted for individual courses.
Students should remain mindful that there are several implications of medical withdrawals. These include, but may not be limited to:
- Grades: Students who are approved for medical withdrawals are given “W” grades for the remainder of the semester. The “W” grade applies to all courses and will appear on the student’s academic transcript. A student cannot receive a medical withdrawal for an individual course.
- Financial: Students requesting a medical withdrawal for the semester should be aware of the financial liability of the cost of tuition, fees, meals, and housing as well as other financial implications regarding financial aid.
- Room Charges/Meal Plan: A student who withdraws from the residence halls at any time prior to the first six weeks of the semester is liable for room and meal charges prorated based upon the week of termination. A student who withdraws after the first six weeks of the semester is liable for the full semester’s rent. Approved refunds are based on the Housing and Meal Plan Refund Schedule.
Students are advised to consult with their academic advisor and financial aid counselor regarding the implications of withdrawing for the semester.
Instructions for Medical Withdrawal Request
Please complete the Medical Withdrawal Form located on the student’s OWConnect Portal: "Forms" Card > "Medical Withdrawal Form". Please attach supporting documentation to the request.
Choose the type of withdrawal – medical or mental health from the drop-down menu.
Please include the following information in the personal statement section of the form:
• Semester for medical/mental health withdrawal
• Best phone contact number
• Reason(s) you are requesting a medical withdrawal, including your diagnosis.
• Date of initial treatment
• Dates of subsequent treatment (if applicable)
• Upload supporting documentation signed by the licensed professional or treatment facility, on letterhead, providing the student with treatment.
The documentation is received and reviewed by the director of the Student Health Center or Counseling & Psychological Wellness Services depending on the withdrawal request. This documentation will be securely stored by those offices and will not be included in the student’s academic record or shared with other departments.
If a student is incapable of requesting a leave themselves, the request may be submitted directly to the Dean of Students, deanofstudents@oldwestbury.edu, by a parent, spouse, or other appropriate individual. In such cases, documentation of the student’s incapacity must be included in the medical documentation.
Approved medical and mental health withdrawals are effective on the date that the completed form is submitted. This effective date is used for calculating billing and refunds, and for assessing financial liability. Medical documentation must be submitted for a form to be considered complete.
Students will be notified, by Old Westbury email, the outcome of their request. If the medical withdrawal is approved, the Registrar will:
• process the withdrawal for the semester, and a grade of “W” will appear on their academic transcript.
• place a registration hold on their student account (see below “Returning from Medical Withdrawal”).
If you live on campus, and your withdrawal is approved, you will have 48 hours to vacate your housing assignment. Be sure to plan accordingly for moving your belongings out of the residence hall.
No Medical Withdrawals can be processed beyond a year from the end of the semester in question.
Financial Liability for Medical Withdrawal
While we realize that there may be extenuating exceptions, adjustment of financial liability will be considered for an approved medical withdrawal if the student:
• has not completed more than one-half of the term.*
• has not received or will not receive academic credit for the term.
• has submitted a Medical Withdrawal Form before the last day of the term that is to be considered based on the published Academic Calendar.
*Deadlines for mid-semester medical withdrawals are as follows:
• Before November 15 for fall semesters
• Before April 15 for spring semesters
• The same as the withdrawal deadline for summer and winter sessions
Returning from Medical Withdrawal
To return from medical leave, the student must submit Medical Reinstatement Form that includes a letter from their treatment provider (not SUNY Old Westbury provider) that indicates that the student is currently undergoing treatment or completed treatment and is expected to be able to return to active student status for the semester in question (i.e., summer, fall, spring).
In reviewing requests for return from medical leave, we look for evidence that the medical or mental health issues that led to the student’s withdrawal have been addressed. This would include evidence that the student has maintained stability and demonstrated follow-through with treatment for a sufficient period to support a successful return to the campus.
As possible, requests for return should be submitted 30 days before the start of the return semester to allow time for processing and course registration, if approved.
Students will be notified by Old Westbury email the outcome of their request. If the request is approved, the Registrar will remove the registration hold from the student’s account.
If a student has been absent for two or more semesters, they will also need to complete the Application for Readmission.
Other Information
If a student withdraws before completing at least 60% of the academic term, a portion of their federal Title IV aid — which includes federal loans — may be returned to the appropriate aid program. If aid is returned, they may still owe a balance to the University.
If a student has received a refund through Financial Aid, the refunds will need to be returned to process the adjustment to financial liability.
Approved medical withdrawals will not impede Satisfactory Academic Process for financial aid status.
Students who live on campus will need to contact Residential Life for information on housing releases and/or charge adjustments.
Please note that students who withdraw from the University lose access to services and privileges available to enrolled students.