Bates College has a responsibility to assess, intervene, and support any student with known health concerns that have compromised the student’s health, safety, or academic success, become disruptive to the college community, or pose a direct threat to the safety of one or more members of the college community. Students are encouraged to consult with the Director of Health Services and Wellbeing or the Director of Counseling and Psychological Services as appropriate depending on the student’s physical or mental health condition, Health Services providers, or external providers to determine what supports and interventions would be beneficial to the student. 

In certain situations, where the impact on the student or members of the campus community is significant, the Director of Health Services and Wellbeing, the Director of Counseling and Psychological Services, and/or Assistant Dean of Students for Accessible Education and Student Support or designee may impose conditions and/or requirements under which the student is allowed to remain at the college. Such conditions may include but are not limited to: complying with a medical treatment plan, regular consultations with health care professionals, meetings with administrators, disclosure of relevant medical records and information, and restrictions on participation in certain activities on campus. Such requirements will be based on an individualized medical assessment and the student’s particular situation. Failure to adhere to these conditions or requirements may be grounds to review whether a voluntary or involuntary medical leave may be appropriate.

Voluntary Medical Leave

A student may consider or be encouraged to take a voluntary medical leave in the event that physical and/or mental health concerns are significantly interfering with their ability to succeed at Bates and/or the demands of college life are interfering with the student’s health, recovery, or safety. Students may request documentation from the Director of Health Services and Wellbeing, the Director of Counseling and Psychological Services, Health Services providers, or external providers to determine whether a leave would be beneficial to the student. Students seeking a medical leave of absence will be required to meet with the Director of Student Support Services.

• Voluntary medical leaves of absence require recent medical documentation from Bates Health Services, Bates Counseling & Psychological Services, or a private provider.
  • Documentation should be submitted in the form of a letter addressed to the Director of Student Support and should include an explanation of how the student’s medical condition negatively impacts or interferes with the student’s ability to function safely or successfully at Bates, confirm the need for the requested need, and identify the anticipated leave length. 
  • Students requesting medical leave must consent to the Director of Student Support sharing submitted medical documentation with the Leaves of Absence Committee.
• Requests for medical leave supported by medical documentation will be routinely granted  until October 15. After that date, such requests will be presented to and require the approval of the Leaves of Absence Committee. The effective date of the leave will be the last day of class attendance.
• Students returning from medical leave of absence must participate in the request for re-enrollment process outlined below.  

If a student determines that a leave would be beneficial, the student should contact the Director of Student Support to discuss the leave of absence process. Voluntary medical leaves are approved by the Director of Student Support and/or the Leave of Absence Committee, depending on the timing of the request. When a student’s health issues have compromised the health, safety, or academic success of either the individual student or members of the campus community, a voluntary medical leave may be recommended. The need for and length of a leave should be discussed by the student and their medical provider and included in the documentation submitted by the student in support of the leave.  Medical leaves are semester-based, and students who take leave during a semester must wait until the next semester to request re-enrollment. 

It is also recommended that students meet with representatives from the offices of the Registrar and Student Financial Services to ensure they understand the implications of leave on their academic progress, financial aid, and/or student loans. Students are advised that some educational loan repayments may begin if a student takes a leave. Students who wish to take courses elsewhere during their leave should consult the transfer credit policies outlined in the Bates College Catalog. Students may contact the Registrar with any questions related to the transfer of course credit. After four semesters, students are officially withdrawn unless they have been granted a leave extension by the Director of Student Support. Students will also be notified as to the steps that must be taken in order to re-enroll (See Re-enrollment section below).

Involuntary Medical Leave

Involuntary leaves are utilized only under extraordinary circumstances, when a student engages or threatens to engage in behavior that poses an imminent and direct threat of harm to themselves or others, or substantially interferes with the learning / educational activities of other members of the campus community.  Before an involuntary leave is considered, efforts will be made to encourage the student to take a voluntary leave.

The Assistant Dean of Students for Accessible Education and Student Support or designee may be alerted to a student’s behavior or health concerns from a variety of sources on campus. If the Assistant Dean deems it appropriate, these procedures will be initiated:

1. The Assistant Dean of Students for Accessible Education and Student Support or designee will notify the student that an involuntary leave is under consideration and the reason(s) why it is under consideration.
2. The Assistant Dean of Students for Accessible Education and Student Support or designee will discuss with the student the implications of, and procedures relating to, an involuntary leave. Whenever possible and appropriate, the Assistant Dean of Students for Accessible Education and Student Support will encourage the student to take a voluntary medical leave, thereby eliminating the need to complete the process for an involuntary leave.
3. The student will be provided an opportunity to respond to the above information either in person, over the phone, or in writing.
4. The Assistant Dean of Students for Accessible Education and Student Support or designee will confer, when appropriate in a particular matter, with other Bates College staff and faculty.
5. The Assistant Dean of Students for Accessible Education and Student Support or designee may require a physical or mental health evaluation if the Assistant Dean of Students for Accessible Education and Student Support or designee believes it will facilitate a more informed decision.
6. While working through these steps, the Assistant Dean of Students for Accessible Education and Student Support or designee will pay particular attention to the criteria for invoking an involuntary leave, specifically whether the student is engaging or threatening to engage in behavior that poses an imminent and direct threat of harm to themselves or others, or substantially interferes with the learning / educational activities of other members of the campus community.. In this context, “direct threat” means that the student poses a significant risk of substantial harm to the health and safety of the student or one or more members of the college community, which cannot be eliminated or mitigated with reasonable accommodations or modifications. The significant risk must represent a high probability of substantial harm and not simply a slightly increased, speculative, or remote risk. The Assistant Dean of Students for Accessible Education and Student Support will make an individualized assessment on all the above factors, based on a reasonable judgment that relies on an individualized assessment and/or on the best available objective evidence, to ascertain: the nature, duration, and severity of the risk to the individual student and the greater campus community and the probability that harm will actually occur. The Assistant Dean of Students will also determine whether reasonable modifications of policies, practices or procedures will sufficiently mitigate the risk of harm to others or the potential for further disruptive behavior.
7. Following these steps, the Assistant Dean of Students for Accessible Education and Student Support or designee will make a determination regarding the involuntary leave , and will provide written notice of this decision to the student.

If an involuntary leave is imposed, the Assistant Dean of Students for Accessible Education and Student Support or designee will inform the student of the decision in a writing that also includes the steps that must be taken when/if the student wishes to re-enroll (See Re-enrollment section below). The student will also be informed of the duration of the leave, when the student must leave campus, and whether or under what conditions the student may visit campus during their leave. The Assistant Dean of Students for Accessible Education and Student Support will also determine whether notifying the student’s parents or guardians would be appropriate or necessary. The parents or guardians may be asked to make arrangements for the safe removal of the student from the college campus.

Within five calendar days of receiving the decision from the Assistant Dean of Students for Accessible Education and Student Support or designee, the student may submit an appeal of the decision in writing to the Vice President for Campus Life or designee to review only (a) the accuracy / reliability of the information regarding the student’s behavior, and (b) whether or not the criteria for involuntary leave set forth above have been met.  The student will remain on involuntary leave while the appeal is pending.  After reviewing the matter fully, the Vice President for Campus Life or designee will issue a written decision, which shall be final.

If, after consideration, an involuntary leave is not imposed or upheld on appeal, the Assistant Dean of Students for Accessible Education and Student Support or designee may impose other conditions and/or requirements under which the student is allowed to remain at the college. Such conditions may include, but are not limited to: complying with a medical treatment plan, regular consultations with health care professionals, meetings with administrators, disclosure of relevant medical records and information, and restrictions on participation in certain activities on campus. Such requirements will be based on an individualized assessment and the student’s particular situation. Failure to adhere to these conditions or requirements may be grounds to review whether an involuntary leave is appropriate. 

Please note that the policy and procedures listed above do not take the place of disciplinary actions that are in response to violations of the Code of Student Conduct, nor do they preclude removal or dismissal of students from the college or college housing as a result of violations of other academic or non-academic policies. ege or college housing as a result of violations of other academic or non-academic policies. 

Request for Re-enrollment

All students who wish to re-enroll at Bates College after either a voluntary or involuntary leave must initiate their request by June 15 for a fall semester return or October 1 for a winter semester return unless an alternative date is approved by the Director of Student Support. Students may pursue re-enrollment by completing the online Leave of Absence Return Request form. Requests to return from a medical leave of absence will be reviewed by the college’s Leave of Absence Committee. The request must be accompanied by a provider healthcare report from a physician, counselor, psychiatrist or other medical professional addressing the reason that the student took a leave, the treatment received, the student’s current clinical status, and must attest that they are medically ready to return to the academically rigorous college environment and to be a successful member of the campus community, either with or without accommodations. This documentation should be sent to the Director of Student Support to be reviewed by the Leave of Absence  Committee. Students must also submit a brief commentary on their progress as well as how they intend to utilize the support systems that they have found most beneficial.

Under extraordinary circumstances, the college may require an additional assessment from a provider, chosen by the college and at the college’s cost, to ensure the student’s readiness to return. Upon a satisfactory review of the request to return to Bates, the college may also require the student to adhere to certain conditions in order to remain enrolled at the college. Such conditions may include, but are not limited to: complying with a medical treatment plan, regular consultations with health care professionals, meetings with administrators, disclosure of relevant medical records and information, and restrictions on participation in certain activities on campus. Such requirements will be based on an individualized medical assessment and the student’s particular situation. Failure to adhere to these conditions or requirements may be grounds to review whether an additional voluntary or involuntary leave is appropriate.

Bates Care Collaborative (BCC)

The Bates Care Collaborative is a multidisciplinary team that provides coordinated, proactive, and person-centered support for students, faculty, and staff who may be in distress and/or exhibiting concerning behaviors. Through evidence-based practices, BCC will identify, assess, intervene, and manage situations that may pose a barrier or threat to the safety and well-being of anyone in the Bates community.