Medical Withdrawal and Return to Campus

Callins College’s Medical Withdrawal and Return to Campus policy outlines steps for students facing physical, emotional, or psychological conditions that hinder their ability to function safely or effectively. MedHelp, the school’s medical partner, oversees these procedures.

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Eligibility 

Medical Withdrawals are voluntary and only available to students who have not taken final exams or completed coursework for a final grade. MedHelp will request documentation from Callins College to confirm eligibility, and students must affirm these conditions when they apply. Providing false information on the Medical Withdrawal form violates the Code of Student Conduct and may lead to withdrawal revocation or disciplinary action.

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Academic Impact 

Medical Withdrawal removes a student from all courses in a semester or term, not individual classes. The exception is when a semester has distinct parts with different dates, such as Callins College's summer session. If approved, a student can complete one part (e.g., Summer I) and medically withdraw from another (e.g., Summer II), without being withdrawn from the full semester.

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Procedures

Once MedHelp staff approve a Medical Withdrawal request for review, a designated physician makes all decisions for Callins College. The physician assesses each case individually, consulting with relevant personnel as needed, and sets the withdrawal date based on circumstances and medical documents. Decisions are final and cannot be appealed. If approved, MedHelp and the Registrar notify the student and process the withdrawal; if denied, MedHelp informs the student.

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Medical Withdrawal Documentation

1. Students are required to fully and accurately complete the Student Request for Medical Withdrawal form, which may be obtained by emailing administration@callinscollege.education, or, if time permits, by mailing a request to Callins College, Medical Withdrawal, 16700 Highway 280, STE A183, Chelsea, AL 35043.

2. Students must have a licensed medical provider (physician, nurse practitioner, or mental health professional) submit a completed Licensed Provider Recommendation for Medical Withdrawal form, available by email request at administration@callinscollege.education or, if time allows, by mail to the address above. The licensed medical provider should be actively treating the student for the condition(s) prompting the withdrawal and is responsible for obtaining the student's consent to provide necessary documentation and, if required, to discuss medical details with appropriate school personnel. If deemed necessary due to extraordinary or emergency circumstances, the school may request and accept alternative documentation at its sole discretion.

3. Students may also attach additional supporting documentation from faculty instructing their current courses, or, in the case of retroactive withdrawal requests, from faculty who taught during the relevant term or semester.

4. If a student’s medical condition prevents them from acting on their own behalf, the parent or legal guardian is advised to contact Callins College at 205-234-1087 for further assistance.

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Types of Medical Withdrawals

1. Regular Medical Withdrawal, within the current semester/term. 

• To request a Medical Withdrawal, students must submit the appropriate forms before the last day of classes in the semester. Begin the process promptly if a physical, emotional, or psychological condition affects your ability to study safely or successfully. The MedHelp physician will set the withdrawal's effective date based on your circumstances and documentation. For re-enrollment, submit and obtain approval for the Licensed Provider Return to Campus (Medical Clearance) form as outlined in the relevant section.

1. Retroactive Medical Withdrawal. 

• To request a withdrawal from a previous semester, submit the Student Request for Medical Withdrawal form and the Licensed Provider Recommendation for Medical Withdrawal form (available by emailing administration@callinscollege.education) within sixty (60) days of the last day of classes. Approved retroactive withdrawals will use the last day of classes as the effective date. If you are currently or soon to be enrolled, also include a Licensed Provider Return to Campus (Medical Clearance) form.

• If you do not submit the Return to Campus form with your retroactive withdrawal request, your request will not be considered. If your medical withdrawal is approved but your return materials are insufficient, you may either retract your request and remain enrolled or take a withdrawal for both the previous and current semester/term. The latter option requires additional paperwork before you can re-enroll.

• Requests made outside the required semester and beyond the sixty (60) day deadline must have clear, extraordinary circumstances and substantial documentation (e.g., extended hospitalization). Documentation must explain both the withdrawal reasons and why the request was delayed.

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Handling of a Medical Withdrawal

Once a Medical Withdrawal has been approved, the withdrawal will proceed under these guidelines:

1. The Office of the Registrar assigns a grade of “W” on the official transcript for effective dates that fall after the add/drop period for the semester.

2. All grades from the transcript, for the term in question, are completely removed when the Medical Withdrawal effective date falls within the add/ drop period for the semester.

3. The impact of an approved non-medical semester withdrawal (administrative withdrawal) for the same semester is addressed in the following way:

   1. If an approved non-medical withdrawal from an academic division predates the approved Medical Withdrawal effective date, the earlier date will be applied by the Office of the Registrar.

   2. If the approved Medical Withdrawal effective date pre-dates an approved non-medical withdrawal, again, the earlier date will be applied by the Office of the Registrar.

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Return to the Institution Following Medical Withdrawal

Upon approval of a Medical Withdrawal, representatives from MedHelp and Callins College will place a medical clearance hold on the student’s record. This hold will remain until appropriate medical documentation is submitted and reviewed, and a designated MedHelp physician authorizes its removal. If the hold is not lifted approximately one week before the start of the relevant term, all classes for that term will be dropped, regardless of any appeal in progress.

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Students wishing to return after a Medical Withdrawal must provide current medical documentation from a licensed physician, nurse practitioner, or mental health professional familiar with their complete health history and who has provided care since the effective date of withdrawal. The documentation must indicate it is both appropriate and safe for the student to resume academic activities at the outset of the specified semester or term. A completed Licensed Provider Recommendation for Return to Campus (Medical Clearance) form, available by request via email at administration@callinscollege.education, must be submitted either by email to Callins College (administration@callinscollege.education) or, if time permits, by mail to 16700 Highway 280, STE A183, Chelsea, AL 35043.

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Once the required documents are received, a designated MedHelp physician, representing Callins College and, when appropriate, consultation with relevant school personnel, will conduct an individualized assessment of the student’s readiness to return. This review includes all materials submitted by or on behalf of the student. Should the physician determine that additional details, clarification, or further information is necessary due to incomplete submissions or discrepancies, the student may be asked to provide supplementary documentation and/or authorize MedHelp and Callins College to obtain more information about their current condition. In exceptional circumstances, such as concerns regarding the provider’s credentials or assessment, the student may be required, at their own expense, to undergo further evaluation to support the decision-making process regarding their readiness to return. All procedures implemented during this assessment are intended to ensure the student can successfully resume studies and contribute positively to the campus community.

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Every effort will be made to respond to requests for return within fourteen (14) calendar days of receiving all requested materials. Response times may be extended due to inability to contact a treatment provider, institutional closures during holidays, or other extenuating circumstances.

Should the student be cleared to return and the medical clearance hold is removed, relevant Callins College personnel may reach out to discuss recommendations for sustained health, which may include ongoing treatment, accommodations, or additional resources to support the student’s success.

If the MedHelp physician determines the hold should remain because the student is not yet prepared to return, notification will be provided in writing via letter or the student portal inbox. Students may appeal this decision by submitting a written appeal to Callins College by email (administration@callinscollege.education) within fourteen (14) calendar days of the decision. The Appeal Team—comprising the executive director of Callins College, the Board of Directors, and MedHelp personnel—will review the appeal and make a final determination regarding the student’s return. No further appeals will be permitted following this decision.

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For students registered for a future term and seeking medical withdrawal, a medical clearance hold will be placed on the record, temporarily preserving enrollment provided financial obligations are met. Students must complete the protocol and have the hold removed no later than one week prior to the start of the subsequent term. Submission of the medical clearance form is recommended at least one month before the desired semester begins. The process typically requires about 14 working days but may take longer if additional communication with the licensed provider is necessary.

If the medical clearance hold is lifted, students may still be subject to other holds (e.g., conduct, financial, academic), which must be resolved through the appropriate institutional channels prior to returning. Additionally, students must satisfy all applicable admission and enrollment requirements for the school.

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Financial Impact of Medical Withdrawals

The objective of this policy is to offer academic relief to students, rather than financial assistance. Tuition and college/course fee charges are adjusted following a full withdrawal from all classes within an enrollment period, with rates determined by the date the student initiates the withdrawal process through the Office of the Registrar, as outlined in the “Proration of Tuition and College/Course Fee Charges.” Relevant policies regarding current proration dates are accessible via the links provided below.

Proration for medical withdrawals is based on the withdrawal effective date, as determined by the designated MedHelp physician representing Callins College. Students withdrawing due to involuntary military induction (supported by valid documentation) will receive full tuition removal. Required documentation for medical withdrawals and involuntary military induction must be submitted prior to the last day of classes for the term during which the request is made. For individual course drops, proration is calculated according to the date the student initiates the drop.

Students who elect not to receive vaccinations and subsequently cannot complete coursework due to an epidemic outbreak on campus are ineligible for medical withdrawal for that term. In such cases, proration of fees and charges will be based on the date of the campus event.

Enrollment periods consist of the fall semester, spring semester, or summer terms, with the latter including a 4-week mini-term and two 6-week summer sessions.

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Proration of Tuition and College/Course Fees

Dropping or withdrawing from courses may increase your per-hour tuition cost. Charges are based on remaining hours plus a percentage of dropped hours, calculated by the date you withdraw.

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Standard Semester:

• Through 8th day: $30 withdrawal fee only

• 9th day–4th week: Remaining hours + 25% of dropped hours

• 5th–7th week: Remaining hours + 50% of dropped hours

• 8th week onward: No adjustment

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4-Week Mini Session:

• Through first day: $30 withdrawal fee only

• Second day onward: No adjustment

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Fall 2:

• Through 5th day: $30 withdrawal fee only

• 6th–13th day: Remaining hours + 25% of dropped hours

• 14th–30th day: Remaining hours + 50% of dropped hours

• 31st day onward: No adjustment

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Spring 2:

• Through 4th day: $30 withdrawal fee only

• 5th–13th day: Remaining hours + 25% of dropped hours

• 14th–30th day: Remaining hours + 50% of dropped hours

• 31st day onward: No adjustment

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Summer Term

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*4-Week Mini Session:*

• Through first day: $30 withdrawal fee only

• Second day onward: No adjustment

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*First Summer Session:*

• Through 2nd day after classes start: $30 withdrawal fee only

• 3rd–20th day: Remaining hours + 50% of dropped hours

• 21st day onward: No adjustment

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*Second Summer Session:*

• Through 2nd day after classes start: $30 withdrawal fee only

• 3rd–19th day: Remaining hours + 50% of dropped hours

• 20th day onward: No adjustment

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For more info, call 205-234-1087.