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Policy

TIME AWAY FROM DARTMOUTH FOR MEDICAL REASONS 

POLICY AND GENERAL INSTITUTIONAL PROCESS

Effective: January 2, 2024

Dartmouth recognizes that students may experience health challenges, physical or mental, that significantly impact their ability to function successfully or safely while engaging in their academic program at Dartmouth. In those situations, taking time away from their program at Dartmouth allows students to take a break from their studies so that they may receive treatment beyond what can typically be provided or accessed while actively enrolled in an academic program. Students who wish to pursue time away from Dartmouth for medical reasons may do so voluntarily. In rare circumstances, Dartmouth may require a student to take time away from Dartmouth for medical treatment purposes.  The reasons and processes for both types of time away are outlined below. Questions about this policy may be addressed to the Time Away Director or the appropriate undergraduate, graduate, or professional school advising dean.

Each Dartmouth school has its own unique academic program. As a result, when academic needs require a difference in the institutional policy and process, each Dartmouth school (the Undergraduate College, Geisel School of Medicine, the Guarini Graduate School of Arts and Sciences, the Thayer School of Engineering, and the Tuck School of Business) has written a school-specific policy and process to guide students taking Time Away for Medical Reasons. If a school-specific policy or process conflicts with this institutional policy and process, Dartmouth shall act in accordance with this institutional policy and process. Key terms are defined in Appendix 1. There is parity in Dartmouth’s policies and processes for those students navigating physical health challenges and those students navigating mental health challenges.

This institutional policy and process contains the following sections:

Section I: Requesting Time Away From Dartmouth For Medical Reasons 

  1. Policy
  2. General Institutional Process
    1. Requesting Time Away For Medical Reasons
    2. Evaluation of Requests for Time Away 
    3. Decision
    4. Appeal of Decisions

Section II: Required Time Away From Dartmouth For Medical Reasons 

  1. Policy
  2. General Institutional Process
    1. Notice
    2. Evaluation of Proposal to Require Time Away 
    3. Decision
    4. Appeal of Decisions

Section III:  Length of Time Away / Activities

Section IV: General Institutional Process for Return

Section V:  Other Dartmouth Resources

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Section I: Requesting Time Away From Dartmouth For Medical Reasons

  1. Policy

Dartmouth recognizes learning requires full, active participation and engagement from students. It is the goal of Dartmouth to foster an environment in which students are able to fully engage in their academic, residential, and/or campus life. Over the course of their education, students from all Dartmouth schools may have health situations that need treatment that cannot be supported or mitigated through individual accommodations while being an active student. Students in any of the Dartmouth schools may initiate Time Away for Medical Reasons so that they can engage in treatment and potentially return to their studies at a later date.  

Due to the academic nature and requirements of each of the Dartmouth schools, there may be school-specific expectations and requirements regarding aspects of the Time Away for Medical Reasons policy (e.g., length of time allowed to complete a degree program). In those instances where there are school-specific differences, each of the Dartmouth schools will have policy statements that articulate those differences on their school’s website.

Dartmouth protects students’ interests by following an individualized approach, and considering whether there are reasonable accommodations that would allow a student to remain enrolled in their academic program. Consistent with Dartmouth’s Nondiscrimination and Anti-Harassment Policy and Resolution Procedures, Dartmouth prohibits unlawful discrimination on the basis of any type of disability or any other characteristic protected by applicable law in the administration of Dartmouth’s programs or activities. The options available under this policy help students receive the Individualized Assessment, administrative consideration, and support services needed to address health issues that arise or escalate during their time at Dartmouth and that significantly interfere with their ability to engage in academic, residential, and/or campus life. All students should note that Time Away for Medical Reasons is not applied retroactively (e.g., for a term prior to the current term). The individualized approach for students requesting Time Away for Medical Reasons is outlined below.

  1. General Institutional Process

The information below outlines the general institutional process for requesting Time Away for Medical Reasons. Each of the Dartmouth schools may have modified this general institutional process to align with their academic programs. Information about a student’s activities during time away, the general process for return, and other resources appear in Sections III, IV, and V respectively.  

  1.  Requesting Time Away For Medical Reasons

Students who feel they would benefit from Time Away for Medical Reasons should follow the processes outlined by the Dartmouth school in which they are enrolled.  These steps will include (but are not limited to) the following:

  • Meet with Dartmouth’s Time Away Director to discuss Time Away for Medical Reasons. Students may choose to meet with their advising dean also. Requests for Time Away for Medical Reasons are processed by the appropriate undergraduate, graduate, or professional school in collaboration with Dartmouth’s Time Away Director. The Undergraduate College, Geisel, Guarini, Thayer, and Tuck will each provide a staff member who can serve as a process resource for students requesting Time Away for Medical Reasons; students may direct questions to the Time Away Director as well. If a student believes they need reasonable accommodations to engage in the process of requesting time away, an advising dean or the Time Away Director will connect them with the Dartmouth Disability Access Professional serving their school.
  • Meet with a Licensed Clinician in the relevant area of specialty (whether a clinician at Dartmouth College Health Service (“DCHS”) in Primary Care or the Counseling Center, or a clinician not affiliated with DCHS) as soon as possible to discuss taking Time Away for Medical Reasons. The Individualized Clinical Assessment, which may occur during a single session or during a few sessions, informs the clinician’s opinion of whether a student’s physical or psychological condition is a Significant Health Matter. Students already receiving care at DCHS should ask their current Licensed Clinicians to explore this option with them; students working with Licensed Clinicians outside of DCHS should discuss the idea of taking Time Away for Medical Reasons with their treating Licensed Clinician.      

Students can contact and schedule an appointment at DCHS for the purpose of exploring Time Away for Medical Reasons via telephone or walking over to DCHS, as listed in Section V.

  • Following an Individualized Clinical Assessment, the student’s treating Licensed Clinician will provide Medical Documentation to the Time Away Director. 
  • The Time Away Director will share Medical Documentation with DCHS so that they can participate in the assessment of the student’s request conducted by the Time Away Committee. No Medical Documentation will be shared with the advising deans.
  • The Time Away Committee makes a recommendation to the student’s advising dean.

In the course of requesting Time Away for Medical Reasons (or any other change in enrollment), international students should consult with Dartmouth’s Office of Visa and Immigration Services (OVIS). For example, OVIS can assist with identifying the implications of time away under applicable immigration laws and regulations. (See contact information in Section V.)

In health and safety emergency situations, Dartmouth may provide information to emergency contacts (including parents and/or guardians) of undergraduate, graduate, and professional school students. Any information provided by Dartmouth in accordance with this paragraph shall follow the then-applicable legal requirements, as determined by Dartmouth.

  1. Evaluation of Requests for Time Away  

The decision to grant or deny a request for Time Away for Medical Reasons is made by an advising dean at the Dartmouth school where the student is enrolled after considering the recommendation of the Time Away Committee. The Time Away Director and DCHS (not the advising dean) receive a copy of the Individualized Clinical Assessment conducted by the treating Licensed Clinician who has met with the student and who conducted an Individualized Clinical Assessment. The Time Away Director and DCHS will review the student’s Medical Documentation related to the requested for Time Away for Medical Reasons. Students are not asked to disclose detailed information about their health to anyone other than the Time Away Director and licensed clinicians. It is the policy of DCHS to keep healthcare records (including Medical Documentation) confidential. 

  1. Decision

A request for Time Away for Medical Reasons will be granted when it is determined that a student has a Significant Health Matter (i.e., a medical condition (permanent or temporary) that interferes with a student’s ability to (i) consistently perform activities of daily living, (ii) fully engage, participate in, and meet academic requirements, or, (iii) requires levels of care beyond what Dartmouth offers or is equipped to reasonably provide). When communicating the decision, the student will be notified of (i) the reason for the decision; (ii) their right to appeal and to utilize reasonable accommodations during the appeal process; and (iii) the scope of their access, if any, to Dartmouth’s campus or facilities during the appeal process. During the time away, the transcript of a student taking time away for medical reasons may reflect that they are taking time away, but not that it was for medical reasons. 

  1. Appeal of Decisions

Students have the right to appeal a denial of their request to take Time Away for Medical Reasons within five business days after receiving the decision. A student may appeal a decision denying their request for Time Away for Medical Reasons to the appropriate undergraduate, graduate, or professional school Dean (i.e., Dean of the College, or the Deans of the Geisel, Guarini, Thayer, and Tuck Schools) or their designee. The appeal must be submitted in writing and include detailed support for the request to overturn or modify the decision; it must specify the substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision of the advising dean. The review of the appeal by the Dean or their designee will be limited to the following considerations:

  • Were the proper facts and criteria brought to bear on the decision?
  • Is there any new information not previously available that may change the outcome of the decision-making process?
  • Were there any procedural irregularities that materially affected the outcome of the matter to the detriment of the student?

In determining whether to grant the appeal, the Dean or their designee may choose to meet with the student and/or other relevant sources as the Dean deems appropriate. The Dean or their designee shall issue a written decision affirming, modifying, or reversing the decision to deny a request for Time Away for Medical Reasons. The decision of the Dean or their designee will be final, and no other appeals or grievance procedures are available. 

The advising dean, who made the initial decision about a student’s Time Away for Medical Reasons, will not be the decisionmaker for the student’s appeal. For example, if the designee of a Dean of a school (such as the advising dean) made the decision about a student’s Time Away for Medical Reasons, then the Dean of the school shall hear the student’s appeal. If the Dean of a school made the decision about Time Away for Medical Reasons that is being appealed, the Provost shall hear the student’s appeal. If a student is enrolled in more than one school at Dartmouth, then the appropriate Deans of those schools (i.e., the Dean of the College, the Deans of the Geisel, Guarini, Thayer, and Tuck Schools) shall reach a joint decision. If the appropriate Deans of the schools are unable to reach a decision, the Provost or the Provost’s designee shall make the final decision.

Section II: Required Time Away For Medical Reasons

  1. Policy

Dartmouth is committed to the safety, health, and well-being of its community. Dartmouth 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 Time Away for Medical Reasons. Time Away for Medical Reasons permits students to take a break from Dartmouth and their studies, so that they may address the challenges that led to the need for time away and possibly return at a later date to Dartmouth to achieve their educational goals. Students will be given the option to request Time Away for Medical Reasons (as described in Section I) before a decision is made with respect to requiring a student to take time away from Dartmouth for medical reasons.

Requiring a student to take time away from Dartmouth for medical reasons is rare. On occasion, students may experience health conditions that cannot be addressed through the provision of reasonable accommodations and that require a level of care that exceeds what Dartmouth can appropriately provide. In situations that meet the criteria below, and in which a student has not chosen to request to take Time Away for Medical Reasons, the appropriate school Dean for the undergraduate, graduate, or professional school student (i.e., the Dean of the College, and the Deans of the Geisel, Guarini, Thayer, and Tuck Schools), or their designee, may require Time Away for Medical Reasons following an Individualized Assessment. If a student is enrolled in more than one school, then the Deans of those schools shall reach a joint decision. If the appropriate Deans of the schools are unable to reach a joint decision, the Provost or their designee will make the final decision.

Before requiring any student to Take Time Away for Medical Reasons, Dartmouth will determine if there are reasonable accommodations that would permit the student to continue their studies. Dartmouth will require a student to take Time Away for Medical Reasons if the appropriate Dean (i.e., the Dean of the College, the Deans of the Geisel, Guarini, Thayer, and Tuck Schools) or their designee determines that (A) the student has declined or neglected to take time away from Dartmouth voluntarily after being offered the opportunity to do so, (B) the student has a Significant Health Matter, (C) no reasonable accommodations would permit the student to continue their studies or the student refuses reasonable accommodations that would be necessary for the student to continue their studies, and (D):

  • the student is unable or unwilling to carry out substantial self-care obligations; and/or
  • current medical knowledge and/or the best available objective evidence indicates that the student poses a significant risk to the health or safety of others; and/or
  • current medical knowledge and/or the best available objective evidence indicates that the student’s health or safety is at significant risk (and such conclusion is not based on mere speculation, stereotypes, or generalizations about individuals with disabilities); and/or
  • the student substantially impedes the lawful activities of other members of the Dartmouth community, or the educational processes, activities, or functions of the Dartmouth community.

The decision that a student meets the standards set forth above will be based on an Individualized Assessment of the student’s unique circumstances. The Dean will make a decision based on a reasonable judgment that relies on current medical knowledge or on the best available objective evidence, as informed by the recommendation of the Time Away Committee (which includes a representative from DCHS), in order to ascertain: the nature, duration, and severity of the risk or disruption; the probability that the risk or disruption will actually occur; and (as applied to the latter three bullet points above) whether reasonable modifications of policies, practices, or procedures will adequately mitigate the risk or disruption so as to eliminate the need for Time Away for Medical Reasons.

  1. General Institutional Process

The following process will be used to determine whether the criteria (listed above) for requiring a student to take Time Away for Medical Reasons have been met. When the “Dean” is referenced below, “Dean” refers to the Dean of the College, the Deans of the Geisel, Guarini, Thayer, and Tuck Schools, or their designee.

  1. Notice. The Dean will notify the student in writing that the process for a required Time Away for Medical Reasons is under consideration. The notice will explain the reason(s) why it is under consideration, the standards to be used to make that decision (as described in this document), contact information for the Dartmouth Disability Access Professional serving their school (who can provide information about reasonable accommodations), and the process (as described in this document), including the right to appeal a decision. The student will be provided (i) contact information for the Time Away Director and someone at their school who can answer questions about the process, and (ii) a copy of this Policy. In the written notice, the student will be encouraged to respond to the identified reasons before a decision is made about whether Time Away for Medical Reasons will be required; the student will be given a specified period of time in which they can provide a response. The student may request accommodations. 

Evaluation of Proposal to Require Time Away. The Dean will refer the student for an Individualized Clinical Assessment by a licensed clinician. This Individualized Clinical Assessment may be completed by either a Licensed Clinician at DCHS and/or an agreed upon Licensed Clinician in the appropriate field of practice. In the latter case, the student will be asked to sign appropriate releases giving Dartmouth permission to provide their Licensed Clinician any relevant information from the student’s healthcare and/or administrative records to assist in their Individualized Clinical Assessment. The student will be asked to sign a release permitting the Licensed Clinician to provide Medical Documentation that results from the Individualized Clinical Assessment to DCHS and the Time Away Director. 

Medical Documentation held in the Time Away Office is treated as confidential information. Advising deans do not have access to a student’s Medical Documentation. The Time Away Director, Dartmouth College Health Service, and others with a need to know will receive Medical Documentation. Dartmouth will ask a student to provide a release to the Time Away Director and Dartmouth College Health Service only for access to records that are reasonably necessary to complete the Individualized Assessment (i.e., reasonably related to the circumstances and facts that pertain to possibly requiring time away from Dartmouth). If a student refuses to sign a release or respond within the timeframe set, the Dean may proceed with making the decision based on information in the Dean’s possession at the time.

The Individualized Clinical Assessment must be started and completed within a reasonable timetable established by the Dean; it will be sent to the Time Away Director. The Individualized Clinical Assessment should be based on reasonable judgment that relies on current medical knowledge or on the best available objective evidence in order to ascertain: the nature, duration, and severity of the risk or disruption; the probability that the risk or disruption will actually occur; and whether reasonable modifications of policies, practices, or procedures will adequately mitigate the risk or disruption so as to eliminate the need for requiring Time Away for Medical Reasons. The Individualized Clinical Assessment will include consideration of relevant information timely provided to the clinician conducting the Individualized Clinical Assessment.

At the discretion of the Dean, and based on their Individualized Assessment of the facts of the student’s situation, any pending disciplinary action based on the student’s underlying behavior may be placed on hold until the Individualized Clinical Assessment is completed.

Each student’s situation is unique. The Dean will receive a recommendation from the Time Away Committee. The Dean may confer with other members of the Dartmouth community as appropriate. The Dean may choose to confer, for example, with a student’s academic advisors. The Dean will give significant weight to the Time Away Committee’s recommendations regarding the student’s ability to function academically and safely at Dartmouth with or without reasonable accommodations. If a student has identified a treating Licensed Clinician, and that professional has submitted information to the Time Away Director, the Time Away Committee will consider that information as well when conducting its assessment. If a Licensed Clinician at DCHS determines that the Medical Documentation provided by a student’s licensed treating clinician is incomplete, requires further explanation or clarification, or is inconsistent with other information in the student’s record, the Licensed Clinician at DCHS, with proper authorization, may contact the student’s treating Licensed Clinician to obtain additional information. If the Licensed Clinician at DCHS believes it will facilitate a more informed decision, Dartmouth may ask the student to undergo an additional evaluation by an independent and objective professional designated by Dartmouth.

  1. Decision. The Dean will make the final decision regarding Time Away for Medical Reasons, with due consideration given to relevant information received, including the recommendation of the Time Away Committee, information the student submits, and the analysis of possible accommodations. The written notice of decision will include information about the basis for the decision. 

If Time Away for Medical Reasons is warranted, the student shall be provided with: (i) a timeframe for if and when the student must leave Dartmouth; (ii) a timeframe for when the student may be eligible to return to Dartmouth and the conditions and/or requirements the student will need to satisfy to be eligible to return; (iii) the student’s right to appeal and to utilize reasonable accommodations during the appeal process; and (iv) the scope of the student’s access, if any, to Dartmouth’s campus or facilities during the appeal process. 

The length of the time away will be determined on an individual basis. The Time Away Director will present written treatment recommendations from DCHS to a student who will be required to take Time Away for Medical Reasons; these recommendations are confidential and provided to the student (not advising deans).

The process for returning after Time Away for Medical Reasons is in Section IV. DCHS’s assessment of the student’s readiness to return will include a review of information from the student’s licensed treating clinicians during the period of time away, which will focus on improvement of the clinical condition and readiness to return. The written notice of decision will inform the student of their right to request reasonable accommodations in the return process and contact information for the Dartmouth Disability Access Professional at their school who can answer questions about accommodations and the return process.

If a student is not required to take Time Away for Medical Reasons, the Dean may impose conditions and/or requirements under which the student is allowed to remain at Dartmouth; if a student is unable or unwilling to meet these conditions and/or requirements, Dartmouth will determine how best to support the safety, health, and well-being of the community.

In lieu of Dartmouth requiring a student to take Time Away for Medical Reasons, a student may request to take time away at any time (as described in Section I). In addition, requiring that a student take Time Away for Medical Reasons is not a disciplinary action. Separate disciplinary action may result from the underlying behavior of a student who is required to take Time Away for Medical Reasons, pursuant to the conduct standards in the applicable Dartmouth student handbook.

In situations involving an imminent or ongoing threat of harm to the student or any other member of the Dartmouth community, the Dean, in the exercise of their reasonable judgment, may require a student to be immediately prohibited from entering Dartmouth’s campus or facilities used for Dartmouth programs or activities, or participating in Dartmouth-sponsored programs (such as study abroad), while an Individualized Assessment takes place. Such students will receive written notice and an opportunity to be heard as soon as reasonably possible (but no later than 30 calendar days after Dartmouth takes action).

During the time away, the transcript of a student taking time away for medical reasons may reflect that they are taking time away, but not that it was for medical reasons. 

  1. Appeal of Decisions

Students have the right to appeal a decision to require Time Away for Medical Reasons within five business days of receiving the decision. A student who is required to take Time Away for Medical Reasons may submit a written appeal to the appropriate undergraduate, graduate, or professional school Dean (i.e., Dean of the College, or the Deans of the Geisel, Guarini, Thayer, and Tuck Schools) or their designee. The appeal must be submitted in writing and the request must include detailed support for the request to overturn or modify the decision; it must specify the substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision of the Dean. The review of the appeal by the Dean or their designee will be limited to the following considerations:

  • Were the proper facts and criteria brought to bear on the decision?
  • Is there any new information not previously available that may change the outcome of the decision-making process?
  • Were there any procedural irregularities that materially affected the outcome of the matter to the detriment of the student?

In determining whether to grant the appeal, the Dean may choose to meet with the student and/or other relevant sources as the Dean deems appropriate. The requirement that a student take time away from Dartmouth for medical reasons will remain in effect while the request for appeal is pending. If a student is asked to remain away from Dartmouth while the appeal is underway, Dartmouth will work towards the Dean or their designee reaching a decision within five business days, provided the student responds in a timely manner to requests for information, and, if appropriate, evaluation.

The Dean or their designee shall issue a written decision affirming, modifying, or reversing the decision to require a student to take Time Away for Medical Reasons. The decision of the Dean or their designee will be final, and no other appeals or grievance procedures are available. 

The individual who made the initial decision about a student’s Time Away for Medical Reasons will not be the decision maker for a student’s appeal. For example, if the designee of a Dean of a school made the decision about a student’s time away, then the Dean of the school shall hear the student’s appeal. If the Dean of a school made the decision about time away that is being appealed, the Provost or the Provost’s designee shall hear the student’s appeal. If a student is enrolled in more than one school at Dartmouth, the relevant Deans will reach a joint decision. If the appropriate Deans of the schools are unable to reach a decision, the final decision will be made by the Provost or the Provost’s designee.

Section III: Length of Time Away / Activities / Dartmouth Facilities and Resources

This section applies to both a student who requests to take Time Away for Medical Reasons and a student who is required to do so.

Because every student’s situation is different, the length of the Time Away for Medical Reasons will be determined individually. Generally, it is recommended that a student consider their readiness to return after (i) one full quarter has elapsed or after the leave period in the notification about required time away from Dartmouth has elapsed, whichever is longer, and (ii) all conditions and/or requirements are met. Students must obtain prior written permission from their advising dean in order to return to their academic program. (See Section IV.)

Time Away for Medical Reasons allows students to take a break from their studies at Dartmouth to focus on their health. The goal of Time Away for Medical Reasons, whether requested by the student or required, is to help students prepare to return to active learning in an academic program at Dartmouth. Students should take the time necessary to achieve this goal. It is recommended that the time away be long enough to allow students to regain the level of wellness required to manage the academic and community obligations of the school in which they are enrolled.

Before a student begins their Time Away for Medical Reasons, the Time Away Director will discuss with the student the treatment plan recommendations provided by DCHS. During Time Away for Medical Reasons, students are expected to receive clinically appropriate medical treatment. The Time Away Director will maintain communication with the student while they are away from Dartmouth. When the student believes they are ready to return, the Time Away Director will work with the student to obtain the appropriate forms and documents to demonstrate their preparedness to return to their academic program.   

While taking Time Away for Medical Reasons, individuals are able to use Dartmouth facilities like a member of the general public. 

Section IV: General Institutional Process for Return

A student who is taking Time Away for Medical Reasons may request to return when they feel ready. A student requesting to return must provide appropriate documentation to begin the return process. Requests for return following Time Away for Medical Reasons must be submitted in writing to the Time Away Director. 

The documentation required will be based on the Individualized Clinical Assessment conducted when considering the time away. Students returning must comply with the deadlines set forth in the Guidelines for Return; Dartmouth will respond to questions about the return process within five business days. 

Both the health of the student and the student’s demonstrated ability to resume participation in all aspects of undergraduate, graduate, or professional school academic and campus life are central to the decision of whether the request to return will be granted (with or without reasonable accommodations). Clinical improvement and the Medical Documentation provided by the student’s treating licensed clinicians will weigh heavily in the consideration of a student’s request to return. 

All documentation is received and maintained by the Time Away Director. The Time Away Director will convene the Time Away Committee to review a student’s petition to return once all materials are received. The Time Away Committee will review the materials and make a recommendation to the advising dean.   

The advising dean will determine whether to grant a student’s request to return following a review of the recommendation of the Time Away Committee. All returning students must meet the essential eligibility requirements, if any, to be a student at Dartmouth, and, if applicable, the relevant school or department, with or without reasonable accommodations. Dartmouth will work to respond to a student’s request for return within 10 business days after submission of all the required materials. 

Once a student’s request to return is granted, an advising dean or their designee will contact the student to request a check-in visit. The advising dean or their designee will collaborate with each student to develop a plan in order to support the student’s academic experience, including structuring supports that could help the student successfully complete their degree. Students with disabilities may be eligible for reasonable accommodations. Students are responsible for communicating their requests for accommodations to the appropriate Dartmouth Disability Access Professional at their school. 

Once the advising dean receives the recommendation of the Time Away Committee, the advising dean will determine whether the student is permitted to return to Dartmouth. The student will be notified in writing of the decision. If the advising dean determines the student is not ready to return, they will provide in writing the reason for the decision. 

A student may appeal the decision by submitting an appeal letter in writing, with relevant supporting information, to the Dean of the school in which they are enrolled (i.e., the Dean of the College, Geisel, Guarini, Thayer, or Tuck), within five (5) business days after receiving written notice of the decision. The appeal must be submitted in writing and include detailed support for the request to overturn or modify the decision; it must specify the substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision of the advising dean. The review of the appeal by the Dean or their designee will be limited to the following considerations:

  • Were the proper facts and criteria brought to bear on the decision?
  • Is there any new information not previously available that may change the outcome of the decision-making process?
  • Were there any procedural irregularities that materially affected the outcome of the matter to the detriment of the student?

In determining whether to grant the appeal, the Dean or their designee may choose to meet with the student and/or other relevant sources as the Dean deems appropriate. The Dean or their designee shall issue a written decision affirming, modifying, or reversing the decision to deny a request for time away for medical reasons. The decision of the Dean or their designee will be final, and no other appeals or grievance procedures are available. 

The advising dean, who made the initial decision about a student’s Time Away for Medical Reasons, will not be the decision maker for a student’s appeal. For example, if the designee of a Dean of a school (such as the advising dean) made the decision about a student’s Time Away for Medical Reasons, then the Dean of the school shall hear the student’s appeal. If the Dean of a school made the decision about Time Away for Medical Reasons that is being appealed, the Provost shall hear the student’s appeal. If a student is enrolled in more than one school at Dartmouth, then the appropriate Deans of those schools (i.e., the Dean of the College, the Deans of the Geisel, Guarini, Thayer, and Tuck Schools) shall reach a joint decision. If the appropriate Deans of the schools are unable to reach a decision, the Provost or the Provost’s designee shall make the final decision.

Section V: Other Dartmouth Resources

Time Away Director: Dartmouth’s Time Away Director can be a resource for any undergraduate, graduate, or professional school student taking time away or seeking to return from time away. 

Dartmouth College Health Service (DCHS): To reach a primary care provider, please call (603) 646-9400. The Counseling Center can be reached by calling (603) 646-9442. To visit DCHS in person, please go to 5-7 Rope Ferry Road, Hanover, NH 03755.

Financial implications: Students are encouraged to contact their school’s Financial Aid Office to determine the possible financial implications of taking Time Away for Medical Reasons. The Time Away Director can help you connect to the Financial Aid Office.

International students: International students are encouraged to contact their advising dean and the Office of Visa and Immigration Services (OVIS) (603-646-3474). For example, OVIS can assist with identifying the implications of time away under immigration law visa requirements. The Time Away Director can help you connect to the OVIS office.

Health insurance: Students taking Time Away for Medical Reasons are encouraged to review their health insurance coverage. The Dartmouth Student Group Health Plan office (603-646-9438) can provide detailed guidance to those students enrolled in the Dartmouth Student Group Health Plan. Students with other health insurance plans should contact their plan provider to clarify coverage. (Typically, an insurance card has a phone number on the back where students can direct their inquiries.). The Time Away Director can help you connect to the DSGHP office.

The Time Away Director is available to assist students who have questions or concerns related to other aspects of their Dartmouth experience. Students may contact the offices below directly, or ask the Time Away Director to facilitate contact with any of these offices:

  • Housing: The Undergraduate On-campus Housing Office can be reached at 603- 646-3093. The Dartmouth Real Estate Office can be reached at (603) 646-2170. Students housed in Tuck School dormitories should speak with their advising dean.
  • Meal plan: The Dartmouth Dining service can be reached at Dartmouth.Dining.Service@Dartmouth.edu.
  • Accommodations: Please visit the student accommodations website to find the contact information for each school (e.g., Undergraduate College, Geisel, Guarini, Thayer, or Tuck). 
  • Academic status: To verify a student’s status and how time away will be reflected on a transcript, the appropriate Registrar can be reached at:

Undergraduates: 603-646-2246

Geisel: 603-650-2248

Guarini: 603-646-2107

Thayer: 603-646-3801

Tuck: 603-646-9305

  • Student Employment: The Student Employment Office can be reached at Student.Employment.Office@Dartmouth.edu or (603) 646-3641. It is the student’s responsibility to separately contact the Student Employment Office for guidance on any employment considerations due to time away, if applicable.

Scope of this Policy

Nothing in this policy limits the power of Dartmouth to take administrative action to ensure the safety of the Dartmouth community. 

Effectiveness of Policy, Amendments and Dispute Resolution

This institutional policy and process apply to all students at Dartmouth, who are all in schools overseen by the Provost. This institutional policy and process may be revoked or amended by Dartmouth, in whole or in part, from time to time, via the Provost, who is authorized to make revocations or amendments on behalf of Dartmouth, in consultation with Dartmouth’s senior leadership group. Any such revocation or amendment shall become effective upon adoption by the Provost, or as of such other time as the Provost shall specify and will be reflected in the current version of the institutional policy and process posted within Dartmouth’s Policy Portal. Questions or disputes regarding the application, interpretation or implementation of this institutional policy and process shall be resolved by the Provost; the decision of the Provost on the matter shall be binding on Dartmouth and all individuals subject to this institutional policy and process.

Appendix 1

Definitions

“advising dean” means, unless otherwise specified, the Dartmouth professional staff member who supports students in their engagement with the curriculum and in their overall educational experience at Dartmouth. An advising dean is available to discuss academic advising and personal issues with a student. For undergraduate students enrolled in the AB degree program, for example, a student’s assigned Undergraduate Dean serves this role.

“accommodation” and “reasonable accommodation” are defined by applicable legislation, including the Americans with Disabilities Act (42 U.S.C. § 12101, et seq.) and Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 701, et seq.), as amended, and the regulations implementing such legislation.

“Americans with Disabilities Act (ADA)” means the federal law (as amended) that protects individuals with disabilities from discrimination in any program or activity for which they are qualified to participate.

“Disability” means, with respect to an individual: 

  1. A physical or mental impairment that substantially limits one or more of the major life activities of such an individual. 
  2. A record of having such an impairment; or 
  3. Being regarded as having such an impairment.

“Individualized Clinical Assessment” means an objective health assessment performed by a licensed treating clinician for a student with a health condition.  

“Individualized Assessment” means the process of assembling the pertinent facts and factors related to decision making about a student’s Time Away for Medical Reasons. 

“Licensed Clinician” means a healthcare provider who is licensed in their area of practice. A Licensed Clinician may practice at DCHS or outside of DCHS.

“Medical Documentation” means an official communication from a licensed treating clinician in the area of specialty for the student’s health condition.  The communication describes the condition, its symptoms, impact on activities of daily living, student life, treatment, longevity, and prognosis. Information can be communicated in a letter format; DCHS can provide guidance and a sample.

“Rehabilitation Act of 1973” means the federal law (as amended) that states, in relevant part, “no qualified individual with a disability in the United States shall be excluded from, denied the benefits of, or be subjected to discrimination under” any program or activity that receives federal financial assistance.

“Significant Health Matter” means a medical condition (permanent or temporary) that interferes with a student’s ability to (i) consistently perform activities of daily living, (ii) fully engage, participate in, and meet academic requirements, or, (iii) requires levels of care beyond what Dartmouth offers or is equipped to reasonably provide.  

“Time Away Committee” means a group that facilitates consistent application of the departure and return processes for students at Dartmouth taking time away.  The committee provides a forum for the many offices that support students who need to take time away from Dartmouth.  The committee is chaired by the Time Away Director.

“Time Away Director” means the Dartmouth staff member who will support and manage all student (undergraduate, graduate, and professional) requests for time away. As the main point of contact for students, the Director will be responsible for maintaining communication with students in all stages of their time away (departure, while away, and return).

“Time Away for Medical Reasons” means an unspecified period of time away from the Dartmouth community for an enrolled student at any Dartmouth school due to a Significant Health Matter.