Short-Term Leave Accommodation

Short-Term Leave Policy

Graduate students suffering from a serious medical condition may apply for short-term medical leave from their academic and assistantship responsibilities. Either the graduate students or their graduate program directors (on behalf of their graduate student) may apply for this emergency leave.

For purposes of this policy, “serious medical condition” is defined as a medical condition that requires a multiple-day hospitalization OR renders the graduate student unable to engage in coursework and other Graduate School-related duties for a period of at least ten (10) calendar days. Satisfactory documentation by a health care professional that the student has a serious medical condition as defined in this policy that affects the student’s ability to do their work must be submitted to the Graduate School as soon as the need arises.

The duration of the leave will be as certified by the health care professional up to a maximum of six weeks or to the end of the current academic term—whichever comes first.

Graduate students will remain enrolled and receive their stipend for the duration of the accommodation.

  • Students serving as TAs will be reassigned to an RA role for the duration of the leave.
  • If students are unable to complete the academic work by the end of the semester, they may receive incompletes for courses in which they are enrolled and follow the normal university policy for resolving the incompletes.
Graduate students returning from a short-term medical release will be required to provide documentation that they are able to resume their academic and assistantship responsibilities.


As soon as the need arises, students or their graduate program director should contact the Graduate School and complete the following process:

  1. Step One: Notify the graduate school. Students or graduate program director will notify the graduate school that a serious medical condition has arisen (see explanation above). Graduate program directors should keep HIPAA privacy concerns in mind, the Graduate School does not need to know the nature of the condition, only that a need as arisen
  2. Step Two: Submit two documents to the Graduate school. The student or graduate program director should submit a note from a healthcare professional verifying the serious medical condition and complete the Payroll Application. Both should be submitted to the Graduate School.
    • Once approved, the student and GPD will be notified. During the span of the accommodation (no more than six weeks), the department will pay the student for work served as normal. The University will distribute the accommodation funds in installments according to the approved Payroll Application. Any enhancement funds (fellowships) will be paid in the usual ways, without interruption or deduction.
  3. Step Three: Additional Graduate School Support If needed the graduate program director may request from the Graduate School funding to cover the hiring of another graduate student to replace the accommodated student for the period.
All correspondence to the Graduate School regarding the short-term leave accommodation should be directed to Dr. Beth Allison Barr (

Baylor Graduate School

Baylor Graduate School
Morrison Hall, Suite 200
One Bear Place #97264
Waco, TX 76798-7264

(254) 710-3588

(254) 710-3870