Leave of Absence
Leave of Absence Policy
Associated: Leave of Absence form
Summary of Policy
The Graduate Leave of Absence Policy assists graduate students who must temporarily withdraw from their programs.
Reasons for requiring a leave typically include bereavement, illness, care giving, maternity, paternity, and call to active military duty. See Categories of Leave at the end of this section.
- A leave of absence will not be granted retroactively.
- Leaves of absence must be submitted with the appropriate supporting documentation.
- Students who do not secure a leave of absence in advance of the semester or semesters for which they will be on leave will not be guaranteed readmission.
To notify the university of their plan to take a leave of absence, graduate students must complete the leave of absence form, which is submitted to the Office of Research and Graduate Studies for processing.
Implications of a Leave of Absence
Graduate students taking a leave of absence are designated "inactive" but are not dismissed from their program. However, being designated as inactive may affect loans or financial aid, health insurance, and access to university resources including libraries, computers, the Wellness Center, advising, dissertation/thesis committees, and other resources.
To return after a leave of absence, students must submit an application for readmission and any extra documentation required for the type of leave.
Policy Details: Eligibility and Criteria
Requesting a Leave of Absence
Complete the Leave of Absence form and submit along with any required documentation to the Office of Research and Graduate Studies for review and acknowledgment; the office will then notify the student, the student’s advisor, the department and school, and the registrar, of the pending leave of absence. Students who do not secure a leave of absence in advance of the semester for which they will be on leave will not be guaranteed readmission.
Eligibility
A Leave of Absence is granted only to students who a) have completed at least one full semester at the University of the Incarnate Word and are in good academic standing, with a minimum GPA of 3.0, and b) are in good administrative standing, as defined by the criteria of continuous enrollment and the Master’s or Doctoral program continuation criteria.
Length of Leave
The leave of absence may encompass up to twelve (12) months.
Extension of Leave
Extension of a leave of absence beyond the three (3) consecutive semesters (fall, spring, summer) may be possible given the individual circumstances faced by the student, and requires a new application for a leave of absence.
Consequences of Not Filing for an Extension of Leave
Students who do not file a request for extension of leave will be dismissed from the program.
Returning From a Leave of Absence
To return after leave, students must submit an application for readmission and any extra documentation required for the type of leave as noted above.
Graduate students who leave the university for more than one semester must submit the Graduate Application for Readmission to the Office of Graduate Studies no less than four (4) weeks before the semester begins. Students applying for readmission following a Medical Withdrawal must also submit a letter of approval, to the appropriate office, from their health care professional confirming that the student is capable of returning to graduate study and proposing any medical limitations. Readmission may require that the student meet all the current qualifications (see the Graduate Catalog current at the time of application) for reentry to that program.
Categories of Leave
Maternity and Paternity Leave of Absence
Students who must interrupt study temporarily because of birth of a child, adoption, foster care, or any related conditions may be granted a maternity and paternity leave of absence, contingent upon the submission of documentation. This documentation must confirm that a student is unable to engage in graduate study and should include a recommendation about when a student could be expected to re-enroll in studies.
Military Leave of Absence
A student who must interrupt study temporarily to fulfill a compulsory military obligation for a specific length of time will be granted a military leave of absence to fulfill that obligation. The student seeking a military leave of absence must provide the Office of Graduate Studies notification in writing that the student will be on leave due to military obligations pending documentation upon return. See Military Student Policies and Resources.
Medical and Compassionate Leave of Absence
A student who must interrupt study temporarily because of physical or psychological illness or care for family member due to health or medical issues may be granted a medical and compassionate leave of absence, contingent upon the submission of documentation from a health care professional. This documentation must confirm that the student is unable to engage in graduate study; such documentation may include a statement about when the student may be expected to resume studies.
Personal Leave of Absence
Students who must interrupt study temporarily for reasons other than those described above may request a personal leave of absence. Reasons may include financial status or other critical matters in one’s family, changes in one’s outside employment, and other situations as required by applicable law.
Related Forms
Leave of Absence Form
Withdrawal Form
Readmission