Riverland Medical Exception Procedure

This procedure outlines the process students must follow when requesting a medical exception, withdrawal, accommodation, or tuition-related consideration due to extenuating medical circumstances.

Purpose

To ensure students facing extenuating medical condition(s) can request to withdraw from courses without undue financial, academic, or procedural penalties, while prioritizing equitable access to education.

Procedural Steps

Application Process

  1. Consult with your academic advisor regarding academic program progress and financial impact.
  2. Submit a Revised Petition for Drop/Refund/Withdrawal eForm to the Petition Committee.
  3. Provide:
    • A written explanation of the medical condition(s).
    • Documentation from a licensed healthcare provider specifying the medical condition, its impact, relevant treatment dates, and, if applicable, an estimated return date.
    • Selection of preferred option.
  4. Requests must be submitted by the last day of the semester. Exceptions may be granted for extenuating circumstances but must be processed within the same fiscal year.
  5. All requests for medical exceptions will be approved or denied based on the circumstances involved and the supporting documentation from a licensed healthcare provider.

Internal Review Process

  1. Prior to committee review, Financial Aid determines the financial implications of each student option and adds these to the petition.
  2. The Petition Committee reviews the student’s petition, including financial aid determinations.
  3. The Petition Committee approves or denies the request.
  4. The Petition Committee recommends the option that will have the least financial implication on the student.
  5. The Petition Committee notifies the student and advisor of the decision within ten (10) business days of the request.
  6. The advisor and student meet to discuss next steps.
    • If approved:
      1. Select the final option and notify the Registrar’s Office.
      2. Develop next steps and a plan for success.
      3. Update the academic plan, if appropriate.
    • If denied:
      1. Inform the student of the appeal option within ten (10) business days.
      2. Develop next steps and a plan for success.

Refunds and Financial Aid

  • Refunds for tuition, fees, and other charges will be processed in accordance with Minnesota State Policy 5.12 - Tuition and Fee Due Dates, Refunds, Withdrawals and Waivers (opens in a new tab) .
  • Refunds must comply with state and federal financial aid program requirements.
  • Students receiving financial aid will be informed of any liability for aid refunds.
  • Financial aid eligibility is reviewed for required adjustments based on the withdrawal date.
  • Students may be required to repay Riverland for funds returned to aid programs if they are no longer eligible for financial aid applied to their student account or issued as an overage.

Re-enrollment After Medical Withdrawal

  • Students may re-enter their program following sufficient recovery.
  • Students must work with the Academic Dean for their program to determine course and program availability.
  • A letter from a licensed healthcare provider is required to verify readiness to resume studies.

Confidentiality

All documentation will be maintained confidentially in accordance with HIPAA and FERPA regulations.

Accountability

The institution will document all waivers, refunds, and withdrawals for reporting and auditing purposes in accordance with Minnesota State Board Policy 5.12.

Contact Information

For questions or assistance, please contact the Registrar’s Office at registration@riverland.edu or call 507-433-0600 .

Related Policies and Forms

Date Issued: May 2026 - New

Responsible Division / Author: Student Affairs / Vice President of Strategic Enrollment & Equity