Mandatory Leave with Conditions for Return Policy

Main Page Content

Category Name: Student
Responsible Unit: Office of Enrollment Management and Student Affairs
Responsible VP: VP for Enrollment Management and Student Affairs
Adoption Date: 2021-10-08
Last Revision Date:
Last Review Date:
Shared governance: none

Policy Statement

This policy serves as a guide for safety intervention with students who have demonstrated behaviors that pose a substantial risk of harm to individuals within the College community, and/or whose behavior has impeded the educational process, lawful activities, and functions of other members of the College community. 

Purpose/Scope

The procedures outlined in this policy establish an analytical process for intervening with and assessing student behaviors that pose a substantial risk of harm to individuals within the College community. The purpose of this policy is to provide designated college officials with a process for placing a student on a mandatory leave with conditions for return. 

Applicability

This policy applies to both undergraduate and graduate students.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

Overview

SUNY Brockport provides a range of support services and resources to address the medical and mental health needs of students (refer to: Links to Related Procedures and Information – near the end of this policy). At times, students may experience medical and/or mental health issues that impact their behaviors and/or disrupt the campus community. Such needs may require a level of treatment that exceeds the resources, expertise, and staffing of the College. In these situations, the College will provide support for the student should they decide to take a Temporary Academic Leave from the College. 

Consistent with Brockport’s Nondiscrimination Policy, the College prohibits unlawful discrimination on the basis of any type of disability or any other characteristic protected by applicable law in the administration of the College’s programs and activities. 

There may be circumstances requiring the College to take action, such as when the student is unable or unwilling to perform self-care obligations, and/or when the current medical and/or mental health information, specialized knowledge, or the best available evidence indicates that the student’s conduct and behaviors pose a significant risk to the health and safety of others.

The determination of placing a student on a mandatory leave is based on a Mandatory Leave Evaluation Process. Individual cases are thoroughly reviewed by a team of college officials, including the Director of the Hazen Center for Integrated Care / designee, Associate Director of the Counseling Center, University Police Chief / designee, Student Accessibility Services representative, ADA Officer, and members of the Student Behavioral Consultant Team.

Mandatory Leave Evaluation Process

  1. The Mandatory Leave Evaluation Process includes obtaining and reviewing the following information:
    • The nature, duration, and severity of the behavior;
    • The likelihood that if the behavior continues, the risk for possible injury or harm will occur;
    • The impact the student’s behavior has had on the community; and
    • Whether the student’s behavior substantially impedes the educational functions of other members of the College community.
  2. The Mandatory Leave Evaluation Process may also include:
    • Meeting with the student to gain an understanding of the student’s circumstances and ensure the student has the opportunity to provide input on their behalf; 
    • Requiring the student to undergo an evaluation, including a medical and/or psychological evaluation, by a licensed provider; and/or
    • A request for the student to provide consent for the Director of the Hazen Center for Integrated Care and/or the Associate Director of the Counseling Center to have access to the student’s medical and mental health records.

      The Mandatory Leave Evaluation Process is based on objective evidence, rather than on speculation, stereotypes, or generalizations.
  3. The decision of whether to place a student on a mandatory leave is based on information gathered from the following:
    • Information from the Mandatory Leave Evaluation Process to determine if the student is equipped to function safely and able to abide by College policies in the classroom, residence hall, and all other areas on campus;
    • A review of reasonable accommodations, in consultation with the Student Accessibility Services Coordinator, to determine whether the student may qualify for accommodations that could allow the student to remain enrolled at the College; and
    • Information obtained from meeting with the student to allow them an opportunity to provide input on their unique circumstances.
  4. The Vice President for Enrollment Management and Student Affairs (EMSA) / designee may place a student on a mandatory leave when the College determines that:
    • current knowledge from the Mandatory Leave Evaluation Process indicates that a student poses a significant health and/or safety risk to the College community; and/or
    • a student’s behavior or conduct severely disrupts normal College functions and activities.

The student will be informed in writing of the College’s decision and rationale for enforcing the Mandatory Leave with Conditions for Return Policy, including the timeframe for the mandatory leave and the requirements for re-entry. The student will have the opportunity to appeal the College’s decision.

Appeal Process

A decision to place a student on a mandatory leave may be appealed in writing within five (5) business days of receipt of the letter placing the student on a mandatory leave. Appeals will be reviewed by an Assistant Vice President (AVP) in the Division of EMSA / designee. Students must submit their letter of appeal via email to: vpemsa@brockport.edu.

Academic Information

Efforts are made to preserve a student’s academic progress for courses taken within the semester of the mandatory leave, through consultation with faculty, department chairs, deans, Vice Provost and/or designee for undergraduate students, and the Center for Graduate Studies for graduate students. The same College academic policies related to Incompletes, Course Withdrawals, and Temporary Academic Leaves apply to students placed on a mandatory leave. Students will be provided the opportunity to be informed of any academic progress implications by meeting with the College’s Academic Compliance Officer. 

Conditions for Return

Students placed on a mandatory leave are not allowed to return without completion of the requirements for re-entry. The use of College services may be restricted while the student is on leave and an administrative hold may be placed on the student’s Banner account.

Conditions for return will be tailored to the individual student and their particular circumstances. These requirements for return to the College may include, but are not limited to, the following:

  1. An evaluation by a Licensed Mental Health Provider that discusses the student’s current mental health status and course of treatment. This written report must address:
    • A readiness to return to the academic and co-curricular demands of college;
    • An assessment of the ability to effectively manage the day-to-day stressors of college life without negatively impacting the campus community; and
    • Ongoing treatment needs and treatment plan.
  2. Students may be asked to sign a Release of Information authorizing the Director of the Hazen Center for Integrated Care and/or the Associate Director of the Counseling Center to communicate with their Licensed Mental Health Provider(s), including the psychiatrist and therapist(s) primarily involved in their care; and
  3. Students may be required to meet with a college official(s) to assist in ascertaining their fitness and readiness to return to the College. 

An Administrative Review Board will be convened to review a student’s eligibility for return to the College and the student will be informed of the Board’s decision in writing, normally within 30 days of the Board meeting.

Links to Related Procedures and Information

Academic Success Center
Basic Needs Resources for Students
Financial Aid Office
Hazen Center for Integrated Care
Incomplete Grades Application Process
Student Behavioral Consultant Team
Temporary Academic Leave Policy
Withdrawal from Courses Information

Contact Information

Vice President for EMSA or (585) 395-2137.

History (in descending order)

Item Date Explanation
Next Review Date 2024-10-08 Three-year review
Adoption Date 2021-10-08 Policy Adopted
Draft Review Date Waived Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

President's Cabinet

2021-10-08

Last Updated 10/12/21