Health Services

Taking a Medical Leave of Absence from Purchase College

Additional information on official withdrawal and leaves of absence, including links to the needed forms, is available from the Office of the Registrar under Leaves and Withdrawals .

Medical Leave of Absence

A medical leave can be taken for issues of a medical nature (i.e., injury, illness, substance-related issues, mental health issues, etc.). In order to take a medical leave, you must submit supporting documentation. Acceptable documentation would be a letter or note from your physician, psychologist, or counselor, on their letterhead, which indicates the following: (1) the reason you are requesting a medical leave, including your diagnosis; (2) the date of initial treatment; (3) the dates of subsequent treatment (if applicable); and (4) the expected semester of recovery.

If your request is related to a mental health and/or substance related condition, you must schedule an appointment (health permitting) and submit documentation to the Counseling and Behavioral Health Services (located in the Humanities Building, Basement Level, Room 0009). For specific questions, contact the Counseling Center at (914) 251-6390.

If your request is related to any other medical condition, including a traumatic injury, accident, or illness, you must schedule an appointment (health permitting) and submit documentation to Student Health Services (located in Campus Center South, Lower Level). For specific questions, contact Student Health Services at (914) 251-6380.

Purchase College is committed to protecting the privacy and confidentiality of information contained in the multiple databases and print files maintained by the college in the regular course of business. Personal information that is confidential in nature will be used only in accordance with Purchase College Information Security Program, Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA) regulations, and all applicable SUNY, state, and federal regulations.

 Policy

Employees at Purchase College by nature of their positions will gain access to private personal information about students, faculty, staff, alumni, and other constituents of the college. Employees are obligated to maintain the confidentiality of any such private personal information that is encountered.

Purchase College expects all employees with access to personal information to deal with that information in a respectful and professional manner. As a matter of policy, the college restricts access to personal information to only those employees who have a legitimate “job-related reason” in the performance of their duties for gaining access. Access and release of any student educational records must be in accordance with FERPA regulations.

Access and release of any health records must be in accordance with HIPAA regulations. Any personal information viewed or accessed by an employee through college systems or records is not to be shared or released to others unless there is a legally permissible purpose for doing so. In addition, in accordance with Section 203-d of the New York Labor Law, Purchase College will not:

• Publically post or display anyone’s Social Security number;

• Visibly print a Social Security number on an identification badge, including any time card;

• Place Social Security numbers in files with open access; or

• Communicate an employee’s personal “identifying information” to the general public.

Personal Identifying information (PII) is defined by NYS as including an employee’s Social Security number, financial account number and PIN, or driver’s license number. Access to PII will be restricted to those with a demonstrable need for access.

Inappropriate disclosure of information pertaining to students, faculty, staff, and other college constituents may violate applicable law and is considered a violation of ethics and a breach of trust placed in employees by the college. Upon finding of a breach of this policy by an employee in a collective bargaining unit, the college may initiate disciplinary action pursuant to the applicable collective bargaining agreement, up to and including termination of employment.

Employees who deal with confidential material on a regular basis will be required to sign a confidentiality statement and to complete annual information security training. Each campus manager will determine employees required to have access to PII who must receive training and sign confidentiality statements.

Guidelines

Employee, student, financial, and medical information contained within Purchase College information systems (electronic and physical files) and external SUNY systems is considered confidential. Access to information made confidential by law or campus practice is limited to those individuals (employees, consultants, adjunct professors, third-party vendors, etc.) whose position legitimately requires use of this information.

The employees (Purchase College faculty, staff, student employees, and volunteers appointed by the college) understand that by virtue of their work for Purchase College they may have access to data that are confidential, and therefore understand they may not disclose such confidential data to any person or entity without appropriate authorization, subpoena, or court order.

Examples of confidential PII information include the following:

• Social Security numbers (SSN)

• Motorist identification number

• Bank account numbers and PIN

In addition, FERPA regulations cover

• Educational records

• Information (including directory information) made confidential by written request.

In order to access confidential information, employees agree to adhere to the following guidelines:

1. Employees understand and acknowledge that improper or inappropriate use of data in the college’s information systems is a violation of college policy, and it may also constitute a violation of federal and/or state laws.

2. Employees will not provide confidential information to any individual or entity without proper authorization.

3. Employees will not access, use, copy or otherwise disseminate information or data that is not relevant and necessary to perform their specific job-related duties.

4. Employees will not remove confidential information from college facilities except as specifically authorized to do so.

5. Employees will not share their user ID and password with anyone.

6. Employees will not use the data for personal or commercial purposes.

7. Employees will refer all requests for educational records from law enforcement governmental agencies and other external entities to the vice president for student affairs for matters related to students and to the FOIL Officer for all other requests.

8. Employees will refer external requests for all college statistical, academic or administrative data to the Office of Institutional Research, Office of Human Resources, or those departments that have been authorized to respond to such requests.

9. Employees will not communicate any Purchase College employee’s personal identifying information to the general public.

10. Employees will report any unauthorized access to confidential data immediately to their supervisor and to the Chief Information Officer.

11. Employees understand that any improper or inappropriate use of data in the college’s information systems may result in disciplinary action pursuant to the applicable collective bargaining agreement, up to and including termination of employment.

12. Employees are not permitted to store Social Security numbers, credit card numbers, motorist/non-driver IDs or bank account numbers on individual staff computers, or portable media such as external hard drives, USB thumb drives, CDs, DVDs, tapes, etc. without express authorization from the Chief Information Officer. Storing any other confidential data on individual staff computers or any type of portable media is strongly discouraged.

13. Employees storing confidential data on college servers must on an operational basis remove files containing confidential data when no longer needed.

14. Employees who are uncertain about what constitutes legitimate use or release of information should always err on the side of confidentiality and refer their questions about the appropriateness of a request for personal information from college systems or records to their supervisor before releasing the information.

Procedures

1. Supervisors are required to review the Information Security Policy Regarding Confidential Information with each new employee assigned to their department. During the department orientation process, supervisors should provide each employee with a description of the type(s) of confidential information his or her specific position will work with in the performance of his or her duties.

2. Employees in areas of the college that deal with confidential material will be required to sign a confidentiality statement to be stored in the employee’s personnel file. Each vice president in conjunction with their managers will determine employees required to sign confidentiality statements.

3. Supervisors shall review the policy on Information Security Policy Regarding Confidential Information on an annual basis and confirm in writing that each employee in the unit reviewed and understood the policy.

Good Samaritan Policy

The health and safety of students is always our highest priority at Purchase College. However, students or others may be reluctant to get immediate medical or other professional assistance or provide it to others, because of concerns that their own behavior may be a violation of the Student Code of Conduct and/or law. To minimize any hesitation students or student organizations may have in obtaining help for themselves or others due to these concerns, Student Affairs has developed the following “Good Samaritan” approach:

When a student is intoxicated or under the influence of drugs and seeks medical assistance, they may be granted amnesty from formal disciplinary action by the College for violating the alcohol or drug policies. Additionally, any student who seeks emergency medical assistance on behalf of another student experiencing an alcohol or drug related medical emergency may be eligible for amnesty from Alcohol or Drug Use charges under the Student Code of Conduct. Upon receiving a report that a student needs medical assistance, College staff will respond through University Police to obtain EMS services, and responding officials will use standard procedures for documenting information and collecting identification of all persons involved.

Amnesty will not extend to other conduct violations associated with the incident, including but not limited to distribution of drugs, hazing, vandalism, or sexual assault. Amnesty can only extend to Student Conduct processes and does not protect students from criminal or civil penalties.

Upon receipt of an incident report/police report, detailing an emergency medical assessment, the following may occur:

1. The student may be sent an Official Notification letter issuing reminders about College policies for drugs/alcohol. This letter would also include if the Good Samaritan Policy was applied for the purpose of medical amnesty. Lastly, the letter would include information about parental notification (see below).
2. Parental Notification Policy: If the student is under the age of 21, the College notifies the parents/ guardians of students whose consumption of alcohol or drugs results in the student being transported.
3. In cases where a student receives emergency medical assistance related to his/her consumption of alcohol or drugs two or more times, whether transported or not, SUNY Purchase will initiate risk assessment and judicial charges appropriate to the circumstances

This policy is intended for use in isolated situations; therefore, it does not excuse or protect those who flagrantly or repeatedly violate College policy.

Measles, Mumps, and Rubella

NYS Public Health Law Section 2165 requires all students attending post-secondary institutions who were born on or after January 1, 1957 and registered for six or more credit hours to demonstrate proof of immunity against measles, mumps, and rubella.

Any student living on campus, regardless of matriculation status or credit load, must comply with these requirements.

Student Immunization Record (Measles, Mumps, and Rubella)

Requirements

Options for Compliance:

• Two doses of measles vaccine - 1st dose administered no more than four days prior to the first birthday and 2nd dose administered at least 28 days after the 1st dose
• For measles and mumps only, the date of physician diagnosed disease with signature of diagnosing physician.
• Serologic evidence of immunity for each disease (measles, mumps and rubella) - must include documentation
• A physician or nurse practitioner verifies in writing that a specific vaccine may be detrimental to a student’s health (Medical Exemption)
• The student holds genuine and sincere religious beliefs, which are contrary to the practice of immunization, and submits a statement to that effect. (Religious Exemption)

In order to fulfill the above, one of the following documents must be presented:

• Original immunization card
• High school immunization record
• Previous college immunization record
• Blood titer test
• Doctor’s letterhead (stamped and signed), with dates of shots
• Official veteran’s medical record

Meningitis Vaccine Compliance

The ACHA formally recommends that students consider vaccination to reduce their risk for potentially fatal meningococcal disease, and that college health care providers take a proactive role in providing information and access to the meningococcal disease vaccine. Either way, all students registered for 6 or more credits need to complete the Meningitis Response Survey on the patient portal. 

To Obtain MMR Vaccination(s)

Westchester County Department of Health White Plains Clinic 134 Court Street, 1st Floor White Plains, NY (914) 995-5801 Must call for an appointment (no walk-ins) Immunization Clinic is Friday 10AM - 1PM

Taking a Medical Leave of Absence from Purchase College

Additional information on official withdrawal and leaves of absence, including links to the needed forms, is available under Leaves and Withdrawals for the Office of the Registrar.  

Medical Leave of Absence

A medical leave can be taken for issues of a medical nature (i.e., injury, illness, substance-related issues, mental health issues, etc.). In order to take a medical leave, you must submit supporting documentation. Acceptable documentation would be a letter or note from your physician, psychologist, or counselor, on their letterhead, which indicates the following: (1) the reason you are requesting a medical leave, including your diagnosis; (2) the date of initial treatment; (3) the dates of subsequent treatment (if applicable); and (4) the expected semester of recovery.

If your request is related to a mental health and/or substance related condition, you must schedule an appointment (health permitting) and submit documentation to the Counseling and Behavioral Health Services (located in the Humanities Building, Basement Level, Room 0009). For specific questions, contact the Counseling Center at (914) 251-6390.

If your request is related to any other medical condition, including a traumatic injury, accident, or illness, you must schedule an appointment (health permitting) and submit documentation to Student Health Services (located in Campus Center South, Lower Level). For specific questions, contact Student Health Services at (914) 251-6380.

Medical leaves of absence are effective on the date that the completed, signed form is received at the Office of Student Affairs. This effective date is used for calculating billing and refunds, and for assessing financial liability.

While we realize that there may be extenuating exceptions, deadlines for mid-semester medical leaves are as follow:

• Before November 15 for fall semesters
• Before April 15 for spring semesters
• The same as the withdrawal deadline for summer and winter sessions

Students who choose to take a medical leaves of absence will be encouraged to prioritize their health and well-being over their academic pursuits. However, students should remain mindful that there are several implications of medical leaves. These include, but may not be limited to:

• Grades: Students who take mid-semester approved medical leaves are given W grades for the remainder of the semester.  The W grade applies to all courses.
• Financial: Students requesting a medical leave should be aware of the refund deadlines for financial liability of the cost of tuition, fees, meals, and housing as well as other financial implications of withdrawing with regard to financial aid. Leaves and withdrawals are effective on the date that the completed, signed form is received at the Office of Student Affairs. This effective date is used for calculating billing and refunds, and for assessing financial liability.

Registration while on Medical Leave of Absence:

Students on medical leaves may be eligible to register for campus housing and for classes based on their completed credits during the time of their leave. To be eligible for pre-registration, the student must have their treatment provider submit a preliminary letter that indicates that the student is currently undergoing treatment and is expected to be able to return to active student status for the semester in question (i.e., summer, fall, spring). That letter should be submitted by the treatment provider to either Health Services or Counseling and Behavioral Health Services – whichever department originally recommended the medical leave. Once the letter is received, the student will receive an email communication from the Assistant Dean for Student Affairs or designee informing the student of the date(s) that the account hold will be lifted to allow for registration. Following registration, the hold will be replaced on the student’s account pending final re-entry assessment clearance as outlined below. In the event that the student does not return through the process or is denied reentry through the process, the student will be deregistered as follows:

• May 5 for summer session courses
• August 10 for fall semester courses
• December 10 for winter semester courses
• January 10 for spring semester courses 

Return from Medical Leave of Absence:

Although a request for return will be assessed whenever requested by a student, a medical leave is generally for a period of no less than six months. If a medical leave is needed for more than a year, a request for an extension must be made in writing by the student for the subsequent year. Please note that a return from a medical leave of absence requires approval from the Office of Student Affairs following a re-entry assessment process.

All requests for returns from leaves must be received by the Friday of the first week in August or the Friday of the first week in January prior to the first day of classes in a new semester. The re-entry process can be scheduled as follows:

• After April 15 for summer session returns
• After July 15 for fall semester returns
• After December 1 for winter session returns
• After December 15 for spring semester returns

For specific questions related to returning from a mental health and/or substance-related medical leave, contact Counseling and Behavioral Health Services at (914) 251-6390. For specific questions related to returning from any other medical condition, contact Health Services at (914) 251-6380.

When choosing to return, students should remain mindful that:

• In reviewing requests for return from medical leave, we look for evidence that the issues that led to your inability to perform have been addressed. Specifically, evidence that you have maintained stability and demonstrated follow-through with treatment for a sufficient period of time to enable you to be a successful student. Additionally, evidence of productive functioning (i.e., employment, volunteerism, etc.) is looked upon favorably. In order to be approved for return, you must have complied with any recommendations given to you for treatment at the time of your medical leave.
• If you are planning to live on campus, please note that on-campus housing is limited and is not guaranteed for students returning from medical leaves of absence. Although students returning from medical leaves receive priority for housing, there is no guarantee that housing will be provided. Therefore, it is in your best interest to complete your return as close to the above dates as possible. Students returning from leave should explore off-campus options in case campus housing is unavailable. Please contact the Office of Residential and Student Life at (914) 251-6320 or rsl@purchase.edu for specific information related to on-campus housing.
• If you have not returned from or re-applied to extend your medical leave, you will be administratively withdrawn from the college after one year and will need to apply for readmission to the college if you choose to return at a later date.

In cases including medical emergency transports, involuntary medical leaves, students placed on disciplinary probation or given disciplinary reprimands related to alcohol/controlled substance where subsequent offenses could lead to suspension, interim suspension, interim residence suspension, residence suspension, suspension, and/or expulsion, the vice president for student affairs or his/her representative may notify parents of the separation and all circumstances surrounding the separation. 

Additionally, the vice president for student affairs or his/her representative may release information on a student if it is determined that there is an articulable and significant threat to the health or safety of the student or other individuals. This disclosure may be made to those persons whose knowledge of the information is necessary to protect the health or safety of the student or other individuals, and may include parents and guardians.  

Please refer to the Alcohol or Drug Use/Possession Disclosure Policy for additional parental notification information.  

Any student who has been admitted to a hospital must follow specific procedures to return to campus. The college will determine your appropriateness to return to the academic and/or residential environments, including planning for needed follow-up care, arranging for the completion of missed academic work, and assuring the safety and well-being of the whole campus community.

Before noon of the first business day following your return to campus, you must contact one of the following offices (as directed in your notification letter) to arrange an immediate appointment:

The Counseling Center at (914) 251-6390 for psychological-related admittances OR Health Services at (914) 251-7925 for physical-related admittances OR the Wellness Center at (914) 251-6665 for substance-related admittances (information will also be requested from the attending physician in the emergency room/hospital and campus police and student affairs reports).

Information necessary for re-entry evaluations at the college will include the admitting hospital’s lab work and treatment summary. If no additional lab work is performed at the admitting hospital, the lab work from the emergency department will be requested.  This information should be faxed from the hospital to the Counseling Center at (914) 251-6399 OR Health Services at (914) 251-6388, OR the Wellness Center at (914)251-5963 (as directed in your notification letter).

Additionally, the college reserves the right to require a reentry assessment with the Office of Residential and Student Life. If deemed appropriate, you will be directed to do so in your notification letter, and must contact the Office of Residential and Student Life at (914) 251-6320.

On the basis of the information provided during the above appointments, an administrative determination will be made about your ability to remain in school and in campus housing, and any special conditions on your continued attendance (i.e., part-time study only, residential status).

Following the completion of your reentry assessment, you will be contacted by the Office of Student Affairs via email to inform you of the administrative determination, and the appeal process (if appropriate).

For any questions regarding these procedures, contact the associate dean of student affairs at (914) 251-7988.

I. Preamble

Purchase recognizes that the contemporary college campus is not a refuge or haven from the epidemic of Human Immunodeficiency Virus (HIV) infection and Acquired Immune Deficiency Syndrome (AIDS), present in the larger communities of which the College is a part. The College will do everything possible to prevent people from being infected, to limit the consequences of established infection for individuals, and to provide a compassionate response to all affected individuals. 

II. The Policy: AIDS and HIV Infection

The College’s policies which derive from the currently available medical facts about HIV infection and AIDS, shall apply to all students, faculty, and staff or others using college facilities or services who have HIV infection. People with HIV infection may be healthy but have evidence of the infection because of the presence of an antibody of the virus in their blood; others have a condition meeting the criteria of the surveillance definition of AIDS itself, or one of the lesser symptomatic manifestations of infection (such as AIDS-related complex or progressive generalized lymphadenopathy).

This policy shall be reviewed on an annual basis by the college AIDS Task Force, which will make recommendations for changes and update in the policy to the college governance structure. In this review process and in recommended changes or updates, Purchase will use the best currently available medical information and statements, policies, and recommendations of the State University of New York Central Administration, the New York State Health Department, the American College Health Association, and the Centers for Disease Control of the United States Public Health Service. 

III. Prohibiting Discrimination against Faculty, Staff, Students, or Others Using College Facilities and Services: AIDS and HIV Infection

A. Non-Discrimination Policy
Faculty, staff, students or others using college facilities or services who have HIV infection or who have been diagnosed as having AIDS shall be protected from discrimination, and shall be considered as handicapped persons with a life limiting disease, as defined by the Rehabilitation Act of 1973. In making decisions college officials shall guarantee the rights of these individuals. Existing support services for people with handicapping conditions can be appropriately and effectively utilized by students or employees disabled by HIV infections. College faculty, staff, or students, as part of their work or their educational program, shall not discriminate against people with HIV infection or AIDS diagnosed individuals, clients, or patients in the services offered, rendered or provided by the college.

a. The existence of any form of HIV infection may not be considered in the initial admission decision for people applying to attend the institution.
b. Students who have HIV infection, whether they are symptomatic or not, should be allowed regular participation in their academic program of study in an unrestricted manner as long as they are physically and mentally able to meet the requirements of that participation.
c. Decisions on residential housing will be made on a case-by-case basis. The best currently available medical information does not indicate any risk to those sharing residence with HIV-infected individuals. However, in some circumstances there may be reasonable concern for the health of students with immune deficiencies (of any origin) when those students might be exposed to certain contagious diseases (e.g., measles or chicken pox) in a close living situation.

B. Enforcement
Individuals who have HIV infection or are diagnosed with AIDS and who feel they have been the subject of discrimination on that basis should contact the Affirmative Action Officer or the Assistant to the Vice President for Student Affairs for information about options concerning redress of the situation.  Violations of this anti-discrimination policy will be handled through appropriate disciplinary processes for students and for faculty and staff.

C. Notification to the College: Significant Infectious Disease Committee 
A faculty or staff member, or a student who has HIV infection or who has been diagnosed as having AIDS and who wishes to be covered under this policy or requests accommodations, should notify either the Director of Student Health Services, who shall convene the Significant Infectious Disease (SID) Committee. The SID Committee shall consider accommodations or restrictions only at the request of the individual. Members of the SID Committee are bound by the standards of confidentiality expressed in this policy. Individuals shall otherwise not be required to notify the College of their HIV status.
The SID Committee shall review and make recommendations regarding any reasonable accommodation or work place restrictions for a faculty or staff member who has HIV infection or who has been diagnosed as having AIDS. Similarly, the SID Committee shall review and make recommendations regarding any reasonable accommodations or restrictions on the educational programs or other college activities of a student who has HIV infection or who has been diagnosed with having AIDS. The College shall abide by the recommendations of the SID Committee, except that the President retains the right to modify or reject the Committee’s Recommendations.

D. HIV Testing

1. College officials will not undertake programs of mandatory or “routine” testing of either student, faculty, or staff for HIV infection.  
2. The College Health Services should be familiar with local sources of HIV testing, and should be able to refer students, faculty, or staff requesting tests. Referrals will only be made to test sites which are confidential or anonymous; which provide both pre-test and post-test counseling on site. In addition, Health Services staff as appropriate should be trained to counsel and educate persons seeking testing, using standards for pre-test and post-test counseling developed by the Centers for Disease Control, United States Public Health Service.

E. Confidentiality and Records: AIDS and HIV Infection
People known or suspected to have HIV infection, whether or not they have symptoms of illness, have sometimes been victims of discrimination and physical and/or psychological abuse. The potential for discrimination and mistreatment of these individuals, and/or persons thought to be at risk of infection requires that confidential information concerning any aspect of HIV infection be handled with extraordinary care.

F. Safety Precautions: AIDS and HIV Infection
Purchase shall implement the safety guidelines as developed by the United States Public Health Service for the handling of the blood and body fluids of all persons, not just those previously known to have HIV infection. These “universal” precautions are necessary because many people with HIV infection are not identified in advance. The same procedures should thus be followed for handling the blood and body fluids of any student, faculty, or staff member. 

G. Educational Programs: AIDS and HIV Infection

1. General Educational Programs
    Because there is as yet neither a vaccine to prevent HIV infection nor effective therapy   for persons infected with HIV, the primary response of any college to the epidemic of HIV infection must be education. Accordingly, Purchase shall develop and maintain a comprehensive educational program that increases awareness and provides information and skills to prevent the further spread of the virus.
   a. In the design of the format and content of the educational programs, it is important to recognize and address the rich diversity of people in the campus community and to provide opportunities for effective learning by people of any age, gender, ethnicity, or sexual orientation.
   b.  A comprehensive program should be presented for students, faculty, and staff. It should address not only undergraduates, but also graduate and professional students; not only residential students, but also commuters and non-traditional students. Such a comprehensive program should be designed to reach all students at least once during their college career, preferably during their first days on campus during the orientation program.
   c. In order for the educational program to be effective, it must provide current information, use reliable up-to-date materials, and be both easily accessible and widely available. Direct, explicit, clear language should be used whenever possible, as appropriate for the audience.  
2. Specific Educational Programs
   The college will provide general AIDS education, information about HIV transmission, and training in universal safety precautions to all employees who become exposed to blood and body fluids in the course of their employment.

The college will collaborate with community physical health, mental health, and substance treatment providers to determine the appropriate level of campus support for students.  However, due to the sensitive nature of the issues likely to be raised by such providers, and the state and federal privacy laws which protect such information, only appropriate staff from the following offices may interact with community treatment providers:

• Counseling & Behavioral Health Services (mental health & substance use/abuse) (914) 251-6390
• Health Services (914) 251-6380
• Disability Resources (914) 251-6035

Any other college employee receiving phone calls, emails, information or information requests, forms, letters, etc. must forward such communication to the appropriate office listed above without engaging in discussion with the treatment provider. 

As a reminder, health-related information should not be forwarded using email, as it is not a secure method of communication.