Loyola University Chicago

Office of the Dean of Students

Division of Student Development

BCT Policies

The following policies govern the actions of the BCT. These policies are intended to keep the University community (students, staff, faculty, and guests) safe and are always applied on an individualized basis. Please also refer to the Community Standards for more information about student responsibility and accountability.

As designees of the Assistant Vice President & Dean of Students in the Division of Student Development, the BCT Chairperson and BCT Case Manager have direct authority to implement appropriate interventions with students as needed. Ancillary measures may also be implemented by other BCT members acting in the scope and role of their current positions and responsibilities.

Please note that interventions are determined based upon observed behavior.

Possible interventions include, but are not limited to:

  • Meeting with BCT Case Manager
  • Statement of Expectations
  • Referral to OSCCR
  • Mandated Assessment at the Wellness Center
  • Medical Clearance
  • Leave of Absence
  • Referral to Care

While Loyola has no standardized University-wide process for requesting a leave of absence, students experiencing distress or otherwise at risk may often benefit most from stepping away from the University entirely for a period of time. Such absences may be short-term, such as a temporary hospitalization, or long-term, such as a withdrawal for the remainder of a semester or longer. In most cases the Leadership Team will work with a student and/or the student’s family to arrange a mutually agreeable plan for temporary or long-term absences/withdrawals. When a student’s behavior places that student or others at serious risk of harm, however, that student may be withdrawn from the University involuntarily under the authority of the Dean of Students.

The academic, financial, residential, and other consequences of leaving the University for any period of time vary greatly based on the circumstances requiring the absence, when in the semester the absence occurs, the expectations and/or policies of the college or course professors, the student’s financial aid package, etc. It is the hope of the BCT that in all cases the harm to a student’s academic and financial situation can be minimized. To this end, the Case Manager and Chair will often conduct outreach with faculty or other campus partners on a student’s behalf. However, the BCT is not authorized to supersede other applicable University policies.

Click to jump down to the different leave types:

Temporary Absence

In circumstances where a student is absent for a short period (and is able to return and/or complete the coursework during the same semester) due to concerns reported to the BCT, the Case Manager will coordinate the process to facilitate the student’s return to campus. In the student’s absence, a “DOS” hold will be placed on the student’s LOCUS account, and their campus card and/or residence hall access may be suspended temporarily. Before returning to campus and resuming studies/residency, a student who has been absent temporarily for a BCT-related matter will be required to meet with the Case Manager to obtain approval to return to campus. Usually, the student will also be required to complete the Medical Clearance Process and may also be required to sign a Statement of Expectations.
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Voluntary Withdrawal
In circumstances where a student will be away for an extended period and/or will be unable to complete the coursework during a given semester (such as an extended hospitalization, stay at home, or stay in a rehabilitation facility), the Case Manager will still place a hold on the student’s account and coordinate the process for the student’s potential return to campus. However, the decision to permit a student to return in such cases will be made with the approval of the Chair and/or Dean of Students. In most  cases, the student will be required to complete the Medical Clearance Process and may also be required to sign a Statement of Expectations. If the student has been absent for longer than one full semester, then the student will also need to reapply for admission through the Office of Undergraduate Admissions or other professional program.
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Involuntary Withdrawal

Students whose behavior indicates a substantial risk of the student causing harm to self (e.g. suicidal thoughts, threats, acts, or attempts) or others may be withdrawn from the University under the authority of the Dean of Students. In such cases the BCT Chair, after investigation of the incident(s) and conversation with all relevant parties, including relevant BCT members, will make a recommendation to the Dean of Students that the student be involuntarily withdrawn. If the Dean elects to withdraw the student, the rationale for the decision, the length of time for the leave, and the conditions for re-enrollment will be communicated in writing to the student. A “DOS” hold will be placed on the student’s account preventing reenrollment. Before re-enrolling, the student may be required to complete the Medical Clearance Process, sign a Statement of Expectations, and/or re-apply to the University.
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Medical Clearance Process

Students who seek to resume study after an absence, leave, withdrawal, hospitalization or other interruption in study due to mental health/medical reasons must go through the medical clearance process before resuming classes or residence. The process is facilitated by the Case Manager. Once a student is confirmed as eligible to return, the student is provided with instructions on how to proceed.
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Tuition Insurance

Loyola partners with A.W.G. Dewar, Inc., to offer tuition insurance for students and their families to supplement Loyola’s refund policy.  This is a private insurance program that provides a refund of up to 75% of tuition and mandatory fees if a withdrawal occurs, due to accident or illness, after the beginning of a semester or quarter.  For more information on this program, click here.
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By necessity, the BCT keeps limited records of its actions in accordance with the following policies.

Click to jump down to each policy:

Record Creation

The BCT Leadership Team is the custodian of reports from the community about students. Such reports are ideally made via submission of the online BCT report form; however, reports may also come in via email, phone call, or some other means. The Leadership Team ensures that all reports are housed in the ADVOCATE database, where core members may have limited access to the files. As reports are received they are reviewed by the Leadership Team and may be edited to ensure that all information maintained is appropriate, factual, supported, and free from groundless speculation, unqualified diagnosis, and needless disparaging of character. All core members may be asked to contribute to the record with documentation as needed.

BCT reports and subsequent formal documentation, whenever they identify an individual student or students, are educational records under the Family Educational Rights and Privacy Act (FERPA). As such, these records (including incident narrative, supporting documentation, and any official notes and records of interventions included in ADVOCATE) are subject to FERPA protections.
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Record Access and Amendment by Students

Upon written request, a student has a right to inspect their BCT records and to request amendment as with any other educational record under FERPA. Students have a right to view a redacted copy their BCT record, with any protected information about other students removed, during regular business hours in the Office of the Dean of Students. The DOS requires a minimum of two (2) business days notice to prepare records for review.
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Record Retention, Transfer, Destruction, and Expungement

BCT records are typically maintained by the Office of the Dean of Students for seven (7) years from the date of the report, with the exception of cases requiring longer-term monitoring (such files may be retained indefinitely at the discretion of the Leadership Team). After the expiration of this period, unless ongoing monitoring is required, all information pertaining to the BCT record will be destroyed.

When a student is known to have transferred to another campus or institution, the Leadership Team may communicate with corresponding staff at the new campus or institution as needed to ensure continuity of care or as otherwise authorized by FERPA.

Upon written request by a student to the Chair, and after consultation with the Dean of Students, the Chair or Dean may, at their discretion, authorize the expungement of some or all of a student’s BCT records. Expungement is rare, and may only be granted in cases where (a) the underlying concerns regarding the student are well-past (at least two years) without reoccurrence, or where effective treatment, medication, or other intervention(s) leave the Chair or Dean satisfied that no future institution or employer would benefit from knowledge about the history of the student’s interactions with the BCT, and (b) where the record contains sensitive personal information that may cause unjust harm to a student if retained.
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A student has 72 hours from the time of the written notice of any required Statement of Expectations or Involuntary Withdrawal to appeal some or all of the required action. Appeals must be directed to the Vice President of Student Development or designee (often the Dean of Students) and must be in writing. Appeals must state the reasons for the appeal and the desired resolution. Appeals will be considered within five (5) business days of the request. The decision of the Vice President or designee is final within the University and not subject to further review.