Separation From the College Policies and Procedures

The Office of Dean of Students and the Office for Academic Affairs work closely to manage all separations from the College, including leaves of absence (voluntary and involuntary), withdrawals, suspensions and departures resulting from having been designated ineligible to re-register (ITR).

  1. Withdrawals, Suspensions, ITRs

    1. Withdrawal

      Withdrawals are typically initiated by the student, often in consultation with the dean of students (DS) and/or the associate dean for academic affairs (ADAA). In order to return to HMC after withdrawing, the student must petition the Scholarly Standing Committee (SSC).

    2. Suspension

      The student will be notified by the JB or DB chair that suspension has been recommended to the DS. The DS will notify the student of the particulars of the suspension, including start date, end date, and any additional relevant information. Return from suspension must be approved by the DS and may be contingent on the student having satisfied specified terms or conditions.

    3. ITR

      The student will be notified by the ADAA that they have been designated ITR. The letter will contain information on how to petition the SSC for reinstatement.

  2. Leaves

    1. Leave Process

      Voluntary leaves are initiated by the student, DS, and/or the ADAA. Involuntary leaves may be initiated by the DS, the ADAA, or the president. All students departing on leave will receive a letter signed by the DS, the ADAA, or the senior associate dean of students. All three deans should be aware of, and in agreement with, the specifics contained in the letter. The letter should contain the last day of attendance (LDOA), the date when the student is expected to leave campus, the date when the student is eligible to apply for return, and suggestions for actions to be taken during the leave period. Military and religious leaves should be treated as voluntary leaves. Note that in the case of students in good academic standing who withdraw or take a leave of absence to perform service in the Armed Forces of the United States (and in some circumstances the National Guard and Reserves) are entitled to readmission provided certain conditions are met. A copy of the letter will be given to the student and another placed in the student’s file.

    2. Last Day of Attendance (LDOA)

      The LDOA is the date reported to the National Student Loan Data System through the National Student Clearinghouse and must be the last day the student is actively participating in the academic program. The LDOA for a student who leaves campus but continues to submit work for the semester must be the last day of the semester. We typically allow a student to remain on campus for a day or two to pack and remove belongings, but a “leave by” date should be clearly stated in the letter.

    3. Notifications

      One of the deans will email the following offices with the LDOA.

      • The Registrar’s Office (registrar@hmc.edu)
      • Student Accounts – Patricia Wang
      • Financial Aid – Gilma Lopez
      • Alumni Affairs – Christine Harrison
      • Facilities and Maintenance – Theresa Lauer
      • Housing – Michael Edwards
      • Mailroom – Michael Nino (mailroom@hmc.edu)

      The senior associate dean of students will email the student’s proctor.
      The associate dean for academic affairs will email the student’s professors.