Douglas Olsen
University students who are employed by the university may be eligible for leave from their studies and/or their job. The availability of leave depends on the university and varies according to the student's employment status, visa status, and the reason for taking leave. Students may be granted a leave of absence for reasons such as personal or family matters, internships, military service, religious reasons, or medical reasons. Students who are granted leave may still have access to certain university facilities and services, and may be able to maintain their university health insurance. However, there may be fees and approval requirements associated with taking a leave of absence, and students may need to reapply for admission if they do not return by a certain deadline.
Characteristics of leave of absence for university student employees
| Characteristics | Values |
|---|---|
| Who can apply? | Students (undergraduate, graduate, domestic, international) and student employees |
| When to apply? | Before the semester in question. |
| How to apply? | Submit a leave of absence application form. |
| What happens after applying? | Students may retain their work-study award, defer their loan status, and have limited access to campus facilities. |
| What is the standard length of leave? | One full calendar year. |
| Can students return early? | Yes, but the request may be denied. |
| Can students extend their leave? | Yes, by resubmitting an updated request before the deadline. |
| What happens if students don't return by the deadline? | They will be discontinued from the university and must reapply for admission. |
| What happens to student employees on leave? | They may be eligible for paid sick leave, holiday leave, and annual leave. |
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What You'll Learn
Application process and deadlines
The application process and deadlines for a leave of absence vary across universities and colleges. Here is a detailed breakdown of the process and deadlines for several educational institutions:
University of Colorado Boulder
Students at the University of Colorado Boulder can complete a leave of absence application through the last day of classes for the term from which they are withdrawing. However, they are asked to file by the second week of school. The application is then sent to the Office of the Registrar for processing, which can take 3–5 business days.
University of Minnesota
Although the University of Minnesota does not specify a deadline for applying for a leave of absence, students are encouraged to investigate the implications of taking a leave on their financial aid and student loan repayment before submitting a request.
University of Washington
International students at the University of Washington can apply for an F-1 Leave of Absence, which is a U.S. immigration-only process. The length of the leave determines the process of returning to the university. Students need to submit a Leave of Absence request in their MyISSS portal, which is then reviewed and processed by an advising team.
University of Michigan
The University of Michigan encourages students to explore options with their graduate programs before requesting a leave of absence in the middle of a term. Students are also advised to request a leave of absence for personal reasons before the first day of classes. If students wish to return early from their leave, they need to contact their graduate coordinator or graduate program chair to discuss available options.
UCLA
Although specific deadlines are not mentioned, UCLA outlines the process for graduate students to request a leave of absence. Students actively working on their dissertation must be registered or registered in absentia. Students who are not enrolled for classes, registered in absentia, on an approved leave of absence, or on filing fee status will have a "lapsed status." To restore their graduate student status, they must apply for readmission or retroactively enroll.
It is important to note that the application process and deadlines may differ for each university and college, and students should refer to their specific institution's guidelines.
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Maintaining benefits and financial aid
The process of taking a leave of absence from a university and maintaining benefits and financial aid may vary depending on the institution and the student's specific circumstances. Here are some general guidelines and considerations:
Maintaining Benefits
- Contact the Relevant Departments: Different benefits may have varying requirements and procedures during a leave of absence. It is essential to communicate with the respective departments, such as the Office of the Registrar, Student Employment Office, and Student Health Insurance Office, to understand the necessary steps for retaining specific benefits.
- Application for Leave of Absence: While undergraduate students may not need to apply for a leave of absence, graduate students typically must submit an application if they do not enrol for a fall or spring semester. A leave of absence application may also be necessary to maintain access to optional benefits.
- Health Insurance: Students on a leave of absence may be able to retain their health insurance plan for one semester only. It is important to contact the insurance office to understand the requirements and deadlines for remaining enrolled.
- Housing and Campus Benefits: Students may be allowed to stay for an additional semester in graduate and family housing. They can also maintain access to campus technology, applications, and previously purchased athletic tickets during their leave of absence.
- International Students: International students may have specific restrictions regarding employment during their leave of absence. Be sure to consult with the relevant offices to understand the implications for international students.
Maintaining Financial Aid
- Contact the Financial Aid Office: The financial aid office at your university can provide crucial assistance in understanding the financial aspects of taking a leave of absence. They can guide you through the process and help you reinstate your financial aid upon your return.
- Satisfactory Academic Progress (SAP): Withdrawing from classes may impact your SAP status, which is a requirement for federal, state, and university financial aid. It is important to understand how your leave of absence may affect your academic progress and financial aid eligibility.
- Student Loans: Notify your lender(s) about your leave of absence and understand how it will impact your grace period and repayment obligations. If you have taken federal student loans, a leave of absence of one semester may fall within the six-month grace period, during which no payments are required.
- Scholarships: Your scholarships may be placed on hold during your leave of absence. Contact the financial aid office and the relevant departments or organizations to discuss the status of your awards and any reapplication requirements upon your return.
- Work-Study Programs: If you are enrolled in a work-study program, inform your employer of the date your leave of absence begins. You will no longer be able to earn money through the program after that date or if you drop below half-time enrollment.
- Costs and Expenses: Consider the costs associated with taking a leave of absence and returning to your studies. These may include travel, books, computer software, and emergency expenses. Understanding these costs can help you plan your finances effectively.
It is important to note that the information provided here may not cover all the specific details and variations in policies across different universities. Students are advised to refer to their respective university's policies, guidelines, and offices for detailed and accurate information regarding leaves of absence and maintaining benefits and financial aid.
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Returning to university
Undergraduate Students
Undergraduate students at the University of Colorado Boulder, for example, can take up to two semesters off, including the summer break, without needing to apply for a leave of absence. They can retain certain benefits during this time, such as their work-study award. If they take a longer break, they must apply for a leave of absence and may need to reapply for admission if they do not return within the allotted time.
Graduate Students
Graduate students at the University of Colorado Boulder must receive a grade every semester or apply for a leave of absence to retain their status. They must receive approval from their college or program to take a leave of absence. If they are unable to return by the deadline, they must reapply through the Office of Admissions.
International Students
International students at the University of Utah, for example, must obtain permission from the International Student and Scholar Services (ISSS) before submitting a leave of absence request. They can only take one semester off for vacation and must maintain their student visa status.
Returning to Studies
Students returning from a leave of absence should consult their academic advisor or school advising office to develop a plan for re-entry. They may need to update their course selections and complete certain tasks before returning to the university. Students may also need to re-register for classes and pay any associated fees.
Employee Considerations
University employees who are taking a leave of absence should refer to the relevant policies, such as the Family Medical Leave Act (FMLA), to understand their entitlements and benefits. They may be eligible for paid sick leave, annual leave, or holiday leave, depending on their employment status and the reason for their leave.
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Student employment
Students who are employed by universities may be able to take a leave of absence from their studies, which could provide an opportunity to focus on work. However, the specifics of leave policies vary across universities, and there may be important considerations for students who are also employees.
Firstly, it is important to distinguish between a leave of absence from studies and a leave of absence from employment. The information below focuses primarily on leaves of absence from studies, as policies regarding leaves from employment may differ significantly depending on the university and the nature of the student's employment.
At some universities, students may be able to take a leave of absence from their studies without impacting their employment. For example, at the University of Colorado Boulder, undergraduate students can take up to two semesters off without applying for a leave of absence, potentially allowing them to continue working at the university during this time.
However, at other universities, taking a leave of absence from studies may require discontinuing any work-study employment. For instance, at the University of Pennsylvania, students on leave may not live in university-owned housing or participate in university organizations, which could limit their ability to work on campus.
Additionally, the impact of a leave of absence on a student's financial situation could affect their ability to continue working. Students should review their financial aid and loan status before taking a leave, as their employment income may become more critical during this time.
Furthermore, the specific leave of absence policies for student employees may differ from those for other students. For example, the University of Maryland offers sick leave and safe leave specifically for student employees, indicating that there may be unique considerations for this group.
In conclusion, while taking a leave of absence from studies as a student employee is possible, it is important to carefully review the policies of the specific university and the nature of the student's employment. Students should also consider the potential impact on their financial situation and loan status, and be aware of any unique leave policies that may apply to them as employees.
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Medical leave
A leave of absence is a break in studies that can be taken voluntarily or involuntarily for medical or other personal reasons. Medical leaves are among the most common reasons for a student to take a leave of absence. This could be due to a medical emergency, either for the student themselves or a family member, or to manage mental health issues.
Students seeking a medical leave of absence may be referred to a relevant campus support office, such as Campus Support and Intervention, and will be assigned a Health Leave Coordinator (HLC). The Coordinator will meet with the student to determine the reasons for the leave and assess their needs. The student will likely be required to submit a form or letter from a doctor or mental health professional explaining the reasons behind their leave.
The Health Leave Team will consult with the academic unit and other relevant campus partners, such as Financial Aid, Residential Education, and Housing, to determine recommendations for the student's departure and return to the university. The student may be asked to sign a release to allow their health leave coordinator to communicate with their healthcare providers during their leave.
It is important to note that taking a leave of absence may have implications on future financial aid eligibility and student loan repayment. Students are strongly encouraged to investigate these impacts and meet with an academic advisor before requesting a leave of absence. Additionally, students may no longer be covered by a university-sponsored health plan once they take a leave of absence.
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Frequently asked questions
Yes, university student employees can get a leave of absence. The leave of absence process differs for undergraduate and graduate students. Undergraduate students may take up to two semesters off without having to apply for a leave of absence. Graduate students must receive approval from their college, school, or program.
Students should first speak with their academic advisor and consider their goals for the time away. They will then need to submit a leave of absence request form to the relevant department or college. The student will be notified of the decision, along with any specific conditions that must be met before returning from leave.
Students on a leave of absence will have limited access to campus facilities and may not live in university-owned housing. They will also not receive credit for classes taken elsewhere during the leave unless approved by the college. Students on financial aid should review their awards before deciding on a leave of absence.
Yes, students can extend their leave of absence by resubmitting an updated request before the deadline. The standard length of a leave of absence is one full calendar year, but individual circumstances may require more or less time.
University employees who are not students may be eligible for various types of leave, including sick leave, annual leave, holiday leave, and parental leave, depending on their employment status and the university's policies.
