Things to Know

Housing

When a resident student (who lives on campus) withdraws from the semester, they will have 48 hours to vacate their residence hall after the Registrar processes their withdrawal and notifies Campus Residences. This process involves very specific steps that are important to follow to avoid unnecessary financial charges. Knowing that you have 48 hours to leave campus can help you plan for the help you might need to remove your belongings from campus.

• Step 1

  The first step is to connect with your Residence Hall Director (RHD) to inform them of your plan to submit a medical withdrawal and inquire about starting the Check Out process. The RHD will explain the necessary steps, including a timeline to vacate your room and turn in your room key. 

• Step 2

  Once you have connected with your Residence Hall Director (RHD) and are familiar with the Check Out process, you will need to pack up your belongings. In the event that a student is not able to remove their belongings please contact your RHD or Area Office Manager to learn about available options. 

• Step 3

  Check Out with your RA or a professional staff member from your residential community. This process will involve a review of the room and formally handing in your room key. This is a very important step as the room will continue to be considered occupied if a student has not finished the Check Out process. This means a student will continue to be charged daily for occupying the room until they formally hand in their room key. 

Your housing bill will be prorated to the day of checkout. Students who take a medical leave of absence will be prioritized for future housing upon the first semester they return from the medical leave. 

Academics

What happens to my grades? 

Students who complete a medical leave of absence will have their grades for the semester converted to a W grade (withdrawal). Grades of W are considered explainable grades for the majority of programs. Students are often concerned that a grade of W will “look bad” on their transcript. However, it has been our experience that taking the necessary time off by withdrawing has led to successful student outcomes. Meanwhile, students who persist when they are dealing with a medical issue often do not receive grades they feel are up to their standard. 

Any grade earned including a W grade counts as an attempt for the course. This means that the classes you have withdrawn from will be subject to the university’s retake policy. Medical withdrawals are considered special circumstances, and therefore the Registrar’s Office will work with you to provide access to retake the course in a subsequent semester. However, your ability to immediately retake a course cannot be guaranteed as factors like course and seat availability may have an impact. Students should connect with an Academic Advisor to discuss this process as soon as they are well enough. 

Connect with an Academic Advisor

Tuition Liability

Students often struggle with the decision to take time away from the university due to concerns about their tuition payments. Student Financial Services has a Tuition Liability Appeal process in place to review each student’s situation. When a student has withdrawn through circumstances beyond the student's control and there is documentation available to support their leave, appeals will be reviewed. In order to be considered, tuition liability appeals must be submitted before the end of the term in question. Any questions related to tuition liability should be referred to the Student Financial Services Office, Suite 207 Stony Brook Union.

Financial Aid Implications

Federal regulations require the Office of Financial Aid and Scholarship Services to apply a formula established by the U.S. Department of Education to determine the amount of Federal financial aid a student has earned as of the date in which the student’s withdrawal is processed. If you are considering a leave of absence, please consult with your advisor in the Office of Financial Aid and Scholarship Services before you officially change your enrollment status or withdraw from the University, as your financial aid may be impacted by any status changes.

Meal Plan

If you withdraw from the semester, you do not need to do anything to cancel your meal plan. This is an automatic process that is initiated when your withdrawal is processed. Students who withdraw from the University will be billed a prorated portion of the meal plan up to, and including, the official withdrawal date. Prorations are calculated on a weekly basis. Any questions related to your meal plan should be directed to mealplan@stonybrook.edu.

Student Health Insurance

If you have purchased the student health insurance plan please contact their office at (631) 632-6430 or via email at studenthealthinsurance@stonybrook.edu for detailed information. You have ownership of your health coverage after 30 days but can request a full cancellation if your policy is unused. Pro-rations are not allowed. You can request continued coverage if insurance is needed for the medical condition filed under your medical leave. If you are an international student, you can be billed for the length of time you are on campus or can cancel entirely if your policy was unused.  

While You Are Away From the University

You may feel a sense of loss and confusion when you take time away from your studies. Your initial college plan has changed and now you are not sure how to structure your days. If you are taking a medical leave, your health and recovery should be your top priority. Work with your medical provider or therapist to devise your care plan and possible timeline for healing. It is important to remember that rushing back to your coursework before you are fully healed is never an effective plan. The University will be here when you have recovered and feel ready to return!

Here are some ideas for utilizing your time away from school:

Be sure to stay connected with friends and family: Social connections can be an important part of the healing process.
Focus on the positive aspects of your time away from classes: You made a wise and mature decision to allow yourself the necessary time to heal and will return to your studies when you are well enough to excel. 
Find a structured routine that includes self-care practices: A healthy sleep schedule and time for reading or informal study will assist you with the healing process and keep you engaged with your intention to return to your studies. Building these habits will serve you well when you are ready to return to your studies. 

When You Return From a Medical Leave

Successful students who have returned from a medical leave of absence have a plan for support that addresses their medical needs. This can include continued connection with a medical provider or therapist and coping strategies to aid in the transition back to the university. The Student Support Team is here to provide guidance and support as you return to Stony Brook University. 

1.  Schedule a meeting with the Student Support Team to discuss your transition back and your “MED” hold.
2.  Connect with your Academic Advisor to discuss your academic progress and enrollment.
3.  If you lived on campus when the medical leave was completed and plan to request campus housing, contact reside@stonybrook.edu.
4.  Meet with the Student Accessibility Support Center (SASC) to discuss possible educational accommodations.