Provisional Guarini School Time Away Policy and Process

Policy Statement

NOTE: Graduate students enrolled in Thayer School of Engineering PhD, MS, or MEM programs must follow the Thayer School's requirements. Students affiliated with The Dartmouth Institute's (TDI) MS or MPH, and MS students in the Quantitative Biomedical Sciences (QBS) program programs must work with the Geisel School of Medicine.

NOTE: As announced on September 14, 2023, Dartmouth's revised Time Away policies will become effective on January 2, 2024. The current Guarini School policy and process in effect before January 2, 2024, is below.

There are four types of Time Away for graduate students: Time Away for Personal Reasons (TAPR), voluntary Time Away for Medical Reasons (TAMR), Time Away for Military Service and required Time Away for Medical Reasons.

Time Away for Personal Reasons (TAPR)

PhD, MS, MALS, and MA students may request TAPR for a maximum of one year, if approved by their program and the Guarini School. TAPR can be extended, but normally will not be approved beyond two years.

To request TAPR, graduate students should follow these steps:

1. Consult with their faculty advisor, research advisory committee, and graduate program director (as appropriate) to discuss their TAPR, duration, and timing of return.

NOTE: If students are uncomfortable speaking with their advisor, advisory committee, or program director, they may contact the Guarini School Assistant Dean for Student Affairs for assistance in arranging their TAPR.

2. Contact their program director to formalize the plan for their TAPR.

NOTE: International graduate students must contact the  Office of Visa and Immigration Services at Dartmouth as soon as possible.

** International students who hold F-1 or J-1 status may be subject to additional limitations. Please consult with your OVIS advisor to learn more.

3. Have the program director contact the Guarini School Assistant Dean for Student Affairs outlining the TAPR and requesting approval.

4. If approved, the Guarini School will send a letter to the graduate student outlining the plan and terms of the TAPR.

Implications of Time Away for Personal Reasons

Insurance: A graduate student on TAPR is required to stay enrolled in the Dartmouth Student Group Health Plan (DGSHP) unless an insurance waiver is submitted and approved by DGSHP. The yearly cost of the DSGHP plan is billed in 3 installments in the fall, winter, and spring terms (the cost of the summer term is included in the spring term installment).

Students on TAPR in the fall, winter, or spring terms are responsible for the installments billed to their student accounts, unless a waiver has been granted or the Guarini School has agreed to cover the cost of one of these terms. An insurance waiver form is available through the Dartmouth College Health Service Office. Stipend-supported students taking a TAPR may request the Guarini School cover one term of the DSGHP.

Student Status and Academic Progress: While on TAPR, a student will continue to have access to email and other Dartmouth student systems. However, a student should not be expected to continue with their research or academic work while on TAPR, and the TAPR should not be counted against time-specific deadlines set by the program (i.e., a student's academic clock stops while they are on leave). Time Away for Personal Reasons terms do not appear on your transcript.

Campus Access: Graduate students on TAPR will have public access to campus and are able to live in Dartmouth housing until their lease has ended. For stipend supported students, their stipends will end the first day of TAPR.

Failure to return

If no extension to the TAPR has been granted, and a student does not return to their graduate program by the end of the approved TAPR, the student's degree candidacy can be terminated, in which case the student would be required to apply for readmission.

Extending TAPR

TAPR may be extended, but normally will not be approved beyond two years. Students should follow steps 1-3 above to obtain approval for extending a voluntary TAPR.

Returning from TAPR

Students must contact the Guarini School and their Graduate Program Director prior to the first day of the term they plan to enroll to confirm with them their intention to return.

NOTE: International graduate students must contact the Office of Visa and Immigration Services at Dartmouth a minimum of 60 days prior to return.

**A full term's notice may be required if a student's visa expires while the student is taking time away.

Time Away for Medical Reasons (TAMR)

PhD, MS, MALS, and MA, students may request TAMR for a recommended minimum of 60 days to a maximum of one year, if supported by their program and approved by the Guarini School. TAMR may be extended, but normally will not be approved beyond two years.

To request TAMR, graduate students should follow these steps:

1. Consult with their faculty advisor, research advisory committee, and graduate program director (as appropriate) to discuss their TAMR, duration, and timing of return. Students are encouraged to consult with their Disability Access Professional to determine if there are reasonable accommodations that could allow them to remain engaged in their academic program.

NOTE: If students are uncomfortable speaking with their advisor, advisory committee, or program director, they may contact the Guarini School Assistant Dean for Student Affairs for assistance in arranging their TAMR.

2. Students should meet an appropriate provider at Dartmouth College Health Service (DCHS, Primary Care or Counseling Center) for an individualized assessment, which is required to obtain a voluntary medical leave. Students can contact and schedule an appointment at DCHS for the purpose of pursuing TAMR by calling Primary Care (646-9401) or Counseling (646-9442).

The assessment process, which may occur during a single session or over a few sessions, informs the clinician's determination as to whether a student's physical or psychological condition meets the criteria for a medical leave. Students already receiving care at DCHS should ask their current provider to explore this option with them.

NOTE: DCHS providers will not make medical leave recommendations retroactively (that is, for a term prior to the current one).

Dick's House will provide a form called a "Release of Information" for each student to sign if the student is requesting TAMR. The Release of Information will permit Dick's House to share its recommendation (but not personal medical information) with the Guarini School Administration.

NOTE: International graduate students must contact the Office of Visa and Immigration Services at Dartmouth as soon as possible.

** International students on Dartmouth F-1 or J-1 sponsorship may be subject to additional limitations. Please consult with your OVIS advisor to learn more.

3. Contact the program director to formalize the plan for the TAMR.

4. Have the program director contact the Guarini School Assistant Dean for Student Affairs outlining the TAMR and requesting approval from the Guarini School.

5. If approved, the Guarini School will send a letter to the graduate student outlining the plan and terms of the TAMR. DCHS will send a separate communication with recommendations for the student's TAMR.

Implications of TAMR

Insurance: While on TAMR, graduate students are required to stay enrolled in the Dartmouth Student Group Health Plan (DSGHP) unless an insurance waiver is submitted to and approved by the Dartmouth Health Service Office. Graduate students are responsible for paying the insurance installments that are billed to student accounts.

However, for graduate students with financial need who are enrolled in DSGHP prior to taking TAMR, Dartmouth will pay for up to four quarters (i.e., the equivalent of one year) of DSGHP insurance coverage. For students who had dependents covered, that coverage will continue. Graduate Students seeking financial support will be asked to sign an attestation declaring financial hardship. Students will need to work with the Guarini School Assistant Dean for Student Affairs to discuss this benefit (until the Time Away Office is established).

Student Status and Academic Progress: While on voluntary TAMR, a student will continue to have access to email and other Dartmouth student systems. However, a student should not be expected to continue with their research or academic work while taking time away, and the time away should not be counted against time-specific deadlines set by the program (i.e., a student's academic clock stops while they are taking time away). TAMR terms do not appear on your transcript.

Campus Access: Graduate students on TAMR will have public access to campus and are able to live in Dartmouth housing until their lease ends. For stipend supported students, their stipends will end the first day of TAMR.

Failure to return

If no extension has been granted and a student does not return to their graduate program by the end of the approved TAMR, the student's degree candidacy can be terminated; a student whose degree candidacy has been terminated must apply for readmission.

Extending a voluntary TAMR

TAMR may be extended on a case-by-case basis, extending time away may in some cases impact a student's funding and/or their ability to earn their degree. Students should follow steps 1-3 above to obtain approval for extending TAMR.

Returning from a voluntary TAMR

Graduate students must follow the Dartmouth College Health Service medical clearance process (as stated in the letter the graduate student receives from Dartmouth College Health Service) prior to their return. Graduate students must submit medical information to Dartmouth College Health Service two weeks prior to contacting the Guarini School to notify them of their intent to return.

The Guarini School will need email verification from Dartmouth College Health Service that this step has been completed and that they support the student's request to return.

Students must submit requests for reenrollment to the Guarini School Assistant Dean for Student Affairs and their graduate program director (recommended 60 days prior to the first day of the term they plan to enroll) to confirm with them their intention to return.

NOTE: International graduate students must contact the Office of Visa and Immigration Services at Dartmouth a minimum of 60 days prior to return. A full term's notice may be required if a student's visa expires while the student is on leave.

Time Away for Military Service

Students who must take time away from Dartmouth for military service should refer to Dartmouth's institutional policy on Time Away for Military Service for details.

Required Time Away for Medical Reasons

Required time away occurs when Dartmouth requires a student to take time away from Dartmouth for medical reasons. Students should refer to Dartmouth's current institutional policy for details.