Return from Leave of Absence

Overview

Return from leave does not happen automatically. Students on leave are responsible for initiating the return process by contacting Enrolment Services in advance of their intended return date. The return must be reviewed by the MD Program LOA Committee and approved by the Associate Dean, MD Program, who will issue an official return letter through Enrolment Services.

The information below outlines the steps students are expected to follow, what assessments will take place, and what to expect after approval is granted. Students are encouraged to contact the Office of Learner Affairs at any point during their leave if they have questions about the return process.

When Approaching Your Return Date

Timing

Students are required to contact Enrolment Services at least four months before their intended return date. In practice, many components of the return process take longer than four months to complete. Obtaining a medical clearance letter and completing an accommodations assessment through Accessibility Services both involve external timelines beyond the MD Program’s control. Students are strongly encouraged to begin planning their return well in advance and to build in buffer time for unexpected delays. Starting the process early is the most effective way to ensure the intended return date is met.

A complete return package must be received by Enrolment Services no later than six weeks before the intended return date. If this deadline is not met, the return request cannot be considered for that date and will be deferred to the next available re-entry point. A return package is considered complete only when all required documentation has been received, including, where applicable, a formal accommodations letter from Accessibility Services and a medical clearance letter.

Re-entry Points

The MD Program follows a structured, sequential curriculum.  Students returning from leave may only re-enter at defined points in the program:

• Foundations years:  at the start of the next incomplete course.
• Clerkship:  at the start of the academic year (September) or at a defined mid-year re-entry point (March), aligned with rotation schedules.  Students who have not yet completed the Transition to Clerkship course return at the start of the academic year.

Requesting a Medical Extension

If you are on medical leave and are not ready to return by your expected date, you may request an extension. Contact Enrolment Services as early as possible. Enrolment Services will refer you to the Director, Undergraduate Learner Affairs, who will meet with you and review the situation. Students should be prepared to provide current supporting medical documentation to the Director, Undergraduate Learner Affairs as part of this process. The Director will prepare a recommendation for the LOA Committee. If an extension is approved by the Associate Dean, a revised return date will be confirmed in writing by Enrolment Services.

Steps to Return

Step 1 - Contact Enrolment Services

At least four months before your intended return date, contact Enrolment Services to signal your intent to return. Enrolment Services will determine the appropriate next steps based on the nature of your request.

Step 2 - Submit the Return Request Form

Complete the return request form and submit any required supporting documentation to Enrolment Services. You may be contacted for additional information during the review process.

Step 3 - Program Assessments

Once your return request is received, the following assessments are conducted in parallel by different program areas. You do not need to initiate these; they will be coordinated by Enrolment Services.

• Registration review (Enrolment Services): Confirms that Vulnerable Sector Screening (VSS) requirements are met and that a Criminal Record Disclosure (CRD) form is on file. Any outstanding registration issues will be identified at this stage.
• Medical and accommodations review (Office of Learner Affairs): The Director, Undergraduate Learner Affairs will assess whether Board of Medical Assessors (BMA) recommendations or a medical clearance letter are required. If an accommodations assessment by Accessibility Services is needed, a formal accommodations letter must be obtained and included in the return package before approval can be granted.
• Academic assessment (Foundations or Clerkship Directors): Academic requirements and any remediation work to be completed before or upon return will be determined, and your proposed re-entry point will be confirmed. If you are returning to Clerkship, the Clerkship Directors will determine the appropriate re-entry point (September or March) based on your rotation history.

Step 4 - Committee Review and Decision

Once all assessments are complete, Enrolment Services will compile a consolidated return package and circulate it to the LOA Committee. The LOA Committee will review all materials and make a recommendation to the Associate Dean, MD Program, who will issue a final decision.

Possible outcomes are as follows:

• Conditional approval to return: You will receive an official return letter from Enrolment Services specifying your confirmed return date and a list of requirements that must be completed prior to return. Failure to complete these requirements will result in rescission of the approval and a delay of your return.
• Deferred return: If the return cannot be approved for the requested date, your return will be deferred to the next available re-entry point

Step 5 - Complete Reintegration Requirements

Before re-entering the program, you must complete reintegration activities as determined by the Foundations or Clerkship Directors. These activities commence after return approval is granted, may be up to six weeks in length, and may include a four-week SCORE (Structured Clinical and Objective Remediation and Reinforcement) program.

The Foundations or Clerkship Directors will conduct a readiness review to confirm you are prepared to re-enter the curriculum. If the readiness criteria are not met, the conditional approval to return will be rescinded and the return deferred. If criteria are met, placement scheduling will proceed based on your return pathway and clinical site availability.

Fees, Registration, and Academic Standing

Students on leave are not registered as medical students for the duration of the leave. Upon return, students will be subject to the current fee schedule.

Credit is retained for all courses that have been fully completed prior to the leave. Students returning from leave are generally subject to the current curriculum, although modifications may be made to reflect major curricular changes introduced during their absence.

Date of original adoption: 26 June 2026

Date of last amendment: 26 June 2026