Leaves of Absence and Reinstatements (GAP 5.3)
Summary
In circumstances where continuous enrollment is not possible, students may request a suspension of their enrollment by means of a leave of absence.
Rationale
Stanford requires graduate students to maintain continuous enrollment for all terms of the academic year (excluding Summer quarters) from admission through conferral of the degree. However, the university also recognizes that circumstances may arise where this may not be possible. In such circumstances, a student may request a leave of absence for up to one year, or four quarters. During the period of an approved leave, the student will not be registered.
1. POLICY
Graduate students who do not meet the requirement for continuous registration during the academic year must obtain an approved leave of absence, in advance, for the term(s) they will not be registered. The leave of absence must be reviewed for approval by the chair or director of graduate studies of the student’s major department and, if the student is in the United States on a foreign student visa, by the Bechtel International Center. The granting of a leave of absence is at the discretion of the department and subject to review for approval by the Office of the Registrar.
The University may condition its approval of a petition for leave of absence on the student's meeting such requirements as the University deems appropriate in the individual case for the student to be eligible to return (such as, in the case of a leave for medical reasons, proof of treatment or an interview with a provider at Vaden or CAPS).
New graduate students and approved coterminal students may not take a leave of absence during their first quarter. Coterminal students are required to register their first graduate quarter. However, new Stanford students may request a deferment from the department.
For students with multiple degree programs or majors, note that leaves of absence are only granted for all programs and majors. Students in multiple degree programs may not therefore request a leave from one, but not the other.
1.1 Lengths of Leaves
Leaves of absence are granted for a maximum of one calendar year. Leaves requested for a longer period are approved only in exceptional circumstances (for example, mandatory military service). An extension of leave, for a maximum of one year or four quarters, is approved only in unusual circumstances. Extension requests must be made before the expiration of the original leave of absence. Leaves of absence for graduate students may not exceed a cumulative total of two years (eight quarters including Summer quarters).
1.2 Status While on Leave
Students on an approved leave of absence retain their admitted student status; however, they are not registered and therefore do not have the rights and privileges of registered students. Students on leave may complete course work for which an ‘Incomplete’ grade was reported in a prior term and are expected to comply with the one-year maximum time limit for resolving incompletes; the leave of absence does not extend the one-year maximum time limit for completion. Students on leave may file requests to change a degree level. Students may file a Graduate Program Authorization Petition while on leave (see GAP 5.1, Changes and Additions of Degree Programs).
Leaves do not delay candidacy or master's program expiration dates. Failure to return as scheduled or to secure an extension of a prior leave will result in cancellation of registration privileges and a substantial reinstatement fee (in the event the student successfully seeks reinstatement after this time). Official department or University requirements (e.g., qualification examinations) cannot be fulfilled during the leave period.
When a student is granted a leave of absence after the beginning of the term, courses in which the student was enrolled after the final study list deadline appear on the student's transcript and show the symbol 'W' (withdrew).
1.2.1 International Students and Visa Status
Nonimmigrant students and their dependents must maintain an appropriate visa status at all times. An absence from the U.S. of 5 or more months will result in termination of F-1 or J-1 status. If a student remains outside the U.S. for 5 or more months, a new I-20 or DS-2019 is necessary for re-entry. For further information contact the Bechtel International Center.
1.2.2 Financial Aid and Loans
Students receiving and financial support (assistantships or fellowships) should notify their department of any anticipated leave of absence as soon as possible. Graduate assistantship appointments and most fellowship programs require the student to be registered and enrolled in order to receive support. Such support is therefore not available to students while on a leave of absence.
Students should notify the Financial Aid Office of their intent to seek a leave if they are receiving any type of aid. Students with loans must notify all lenders of their intent to leave the university and request exit information before leaving campus (Stafford and private loans through the Financial Aid Office; Perkins and Institutional loans through Student Financial Services). Students are cautioned to consider carefully the effect of leaves on their loan status; lenders may count the leave period as part of the total grace period. Stanford will provide enrollment status to the National Student Loan Clearing House. Students who receive loan disbursements directly may be required to repay portions of their loans.
1.2.3 University Housing
University housing is generally not available to students on leave. Students with questions about room-and-board refunds should contact the Stanford Housing Assignment Services or the central office of the University Dining Services (for board refunds). Students with medical disabilities that require university medical services and women students on leave of absence while expecting the birth of a child may petition to remain in campus housing for one term while on leave. Approval requires good academic standing, department recommendation, and no outstanding financial obligations to Stanford. Address questions to Housing Assignment Services.
1.2.4 Health Insurance
A leave of absence processed by the Office of the Registrar before the first day of instruction will automatically cancel health insurance coverage. There is no cancellation of health insurance coverage or fees for leaves processed on or after the first day of classes. Contact Vaden Health Service for additional information.
1.2.5 Library Privileges
Contact the Privileges Division, Green Library, for access and borrowing privileges while on leave.
1.3 Deadlines and Tuition Refunds
Students who take a leave from the university voluntarily on or before the first day of classes will receive a full tuition refund. Such students are not included in university records as registered for the term.
An active student in good standing who voluntarily takes a leave after the first day of instruction, but before the end of the first 60 percent of the term (quarter or semester), will receive a pro rata refund. There is no refund after the first 60 percent of the term. Courses in which the student was enrolled after the final study list deadline will appear on the student’s record and will show the grade of ‘W’ (withdrew).
The Leave of Absence form includes quarterly deadlines for receiving a partial tuition refund. A leave of absence submitted after the deadline is granted only for approved health and emergency reasons.
1.4 Returning from an Approved Leave of Absence
Graduate students returning to campus within the time period indicated on an approved leave of absence must complete the Returning Graduate Student Request to Register form, and submit it to the Office of the Registrar in advance of the first day in the quarter in which they will reenroll. In this circumstance, no reinstatement process or fee is required. Returning graduate students should stay in communication with their department and their adviser about their plans for reenrollment.
The Office of the Registrar will discontinue the academic program for students who do not return within the time period indicated on an approved leave of absence, or for whom other arrangements to continue the leave are not approved. Students whose program is discontinued for failure to enroll after a leave of absence must apply for reinstatement in order to return (see GAP 5.4, Voluntary Terminations and Reinstatements).
Students should clear all outstanding bills with Student Financial Services before returning to campus. Graduate students may apply for loans four weeks before the first day of classes in the quarter in which they plan to return. See the Financial Aid Office web site for detailed application requirements.
Graduate degree programs and candidacy must be valid in the term of reenrollment. A leave of absence does not extend the candidacy period.
2. IMPLEMENTATION GUIDELINES
2.1 Requesting a Leave of Absence
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Informs department and adviser of circumstances leading to a leave of absence. Discusses alternatives. | Student |
| 2. | Completes the Leave of Absence form and gathers necessary signatures. | Student |
| 3. | Reviews and and either approves or denies the request. | Department |
| 4. | Mails or delivers the approved form to the Student Services Center. (Timeliness of delivery relative to the start of the quarter will determine whether any tuition will be required for that quarter.) | Student |
| 5. | If the leave is approved, adjusts the student’s status in PeopleSoft. | Registrar |
| 6. | Makes any necessary arrangements for housing, insurance, etc. | Student |
2.2 Returning from a Leave of Absence
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Informs department and adviser of intended date for return from leave. | Student |
| 2. | Completes and sign the Returning Graduate Student Request to Register form and mails or delivers to the Student Services Center. | Student |
| 3. | If the return is within the requested period of time, reinstates the student’s status in PeopleSoft. | Registrar’s Office |
| 4. | Makes any necessary arrangements for housing, insurance, etc. | Student |
| 5. | Files a study list by the deadline date for the first quarter of reenrollment. | Student |
