In rare cases, a student may be unable to complete a Medical Leave of Absence during the academic term due to serious medical or mental health challenges. When this occurs, the student may request a Retroactive Medical Withdrawal (RMW).

RMWs are typically considered only when a student was unable to request a Medical Leave of Absence during the term due to the nature, severity, or timing of their health condition. Requests are typically not considered for situations in which the student was provided the option to request a leave of absence during the term.

Important Considerations

RMWs are a serious matter, as they involve changing a student’s academic record. Requests should be made thoughtfully and with full awareness of their potential impact on financial aid, scholarships, academic standing, and co-curricular participation. Before submitting a RMW, students should consult with Financial Aid, their academic advisor or the Academic Advising Center, the Global Education Center, and Student Involvement.

  • Academic Impact: If approved, all courses for the term will be marked as “WD” (Withdrawn), and the student will earn zero credit hours. Partial withdrawals are not permitted.
  • Documentation Required: Requests must include substantial documentation from a licensed medical or mental health provider that clearly supports the need for a withdrawal.
  • Financial and Co-Curricular Implications: RMWs do not include tuition or fee refunds and may affect:
    • Financial aid eligibility
    • Scholarships
    • Participation in student organizations, including: Fraternity and Sorority Recruitment, Leadership roles, and Study Abroad or Study USA programs
  • Review Process: Because a RMW changes the academic record after final grades have been submitted, all requests are reviewed carefully and are only granted in rare, well-documented situations.

How to Submit a Request

To apply, complete the Retroactive Medical Withdrawal Request and submit all required documents.

  • Student Written Statement: A detailed, signed statement from the student that includes:
    • How the health condition significantly impacted academic performance during the term.
    • Specific dates of treatment during the term (treatment before or after the term does not meet requirements).
    • Why a Medical Leave of Absence could not be requested during the term.
    • Steps taken to address the situation.
    • A plan for continuity of care moving forward.
  • Provider Documentation: A letter or clinical summary from a licensed medical or mental health provider (not a family member, unless licensed to treat family members under state law). The provider must have evaluated, treated, or been in contact with the student during the term in question. Documentation referencing a pre-existing condition is not sufficient on its own unless it clearly relates to the term’s academic impact. Documentation must include:
    • Dates of contact, evaluation, and/or treatment within the term.
    • Relevant diagnoses and clinical notes.
    • A clear statement explaining how the condition and/or circumstances:
      • prevented the student from meeting academic obligations during term; and
      • prevented the student from completing a leave of absence during the term.
    • Confirmation of the student’s ongoing compliance with current treatment recommendations or resolution of the health concern necessitating the request.
    • Note: Students may be required to engage in a Care Plan as a condition of approved retroactive medical withdrawal.

Contact Information: Supporting documentation can be e-mailed in PDF form only to:

Dr. Whitney Gregory, Dean of Students
E-mail: wgregory@elon.edu
Fax: (336) 278-4126

Application Submission Deadlines

Requests for RMW must be submitted by 5:00 p.m. on the posted deadline. Incomplete or late submissions may not be reviewed.

Both the request and provider documentation must be received by the deadline for the application to proceed. It is the student’s responsibility to ensure that all materials are submitted on time.

Fall 2025 Submission Deadline: January 5, 2026
Winter Term / Spring Semester 2026 Submission Deadline: June 1, 2026
Summer Session I & II 2026 Submission Deadline: August 25, 2026

If both the request and the required provider documentation are not submitted by the stated deadline, the application cannot move forward. It is the student’s responsibility to ensure all materials are submitted on time.

What Happens Next

If all materials are submitted by the deadline, the request will be reviewed by the RMW Committee. The committee considers the request alongside any relevant academic or student records that may support the review.

As part of the review process:

  • The committee may consult with the student’s instructors from the affected term.
  • A final decision will be made based on the full set of submitted and gathered information.

If the RMW is approved, the committee will also determine:

  • When the student may return to classes or reapply for admission.
  • Whether additional requirements—such as further assessment or treatment—must be met prior to returning.

Timeline:

  • Students should allow a minimum of 45 days from the submission deadline for a decision. If additional information is needed, the review period may be extended.
  • The committee’s decision will be sent via email and is considered final. No further appeal is available.