Leave of Absence

Policy:

Graduate students may take one semester and an adjoining summer session off (i.e. Spring and Summer, or, Summer and Fall) without formal leave approval from the Graduate College, and still hold “continuing student status” from the university.

Degree students who desire to take another continuous semester off (in addition to the semester and summer session described above), for a total maximum of three consecutive terms, including summer, must file a Graduate Petition for Leave of Absence (LoA Petition).

Time spent on leave approved by the Graduate College does not count towards the time to complete the degree.

Non-degree students are not eligible for a leave of absence for any reason, although they may take off a semester and adjoining summer session and still hold continuing student status. Non-degree students who take off more than one semester and an adjoining summer session must reapply for admission if future registration is desired.

Policy Exceptions:

The following categories are not eligible for leave unless they qualify under the Special Policy and Procedures section:

  • International students whose visas require continuous registration (F-1 and J-1)
    • International students on an F-1 or J-1 visa must register each fall and spring semester due to visa requirements. Such students must file a LoA Petition for any fall or spring semester they wish to take off, first obtaining written authorization on the petition from the Office of International Services (OIS). If remaining in the U.S. such leaves are rarely granted by that office, except for serious illness.
  • Doctoral students who are taking or who have passed their preliminary exams
    • Leaves will not be granted to doctoral candidates who have passed the preliminary exam, except for documented medical or other extraordinary reasons as described below. If this situation occurs, a LoA Petition must be submitted to the Graduate College.
  • Students awarded a fellowship for the term of proposed leave
  • Students with an assistantship appointment or tuition and service-fee waiver for the term of proposed leave (unless the assistantship or waiver is withdrawn)
  • Other program or department rules may exist that would not allow students to take any time off without approval from the director of graduate studies

Procedures:

If eligible, a completed LoA Petition should arrive in the Graduate College by the tenth-day of the semester for which formal leave is requested (i.e., the third consecutive term to be taken off).

Upon receipt of a leave of absence petition from the graduate program, the Graduate College will automatically approve the first leave, up to one year maximum (see exceptions below). At least one term as a graduate degree student must be completed before being eligible for a leave. After returning to the program from an approved leave, a second consecutive leave is not automatic and will only be granted by the Graduate College for medical or other extraordinary reasons. Leaves for more than one year at a time are usually not allowed.

Students requesting a leave for less than a semester are advised to meet with their director of graduate studies to reach a mutually beneficial arrangement. Students with specific questions regarding possible options may contact the Graduate College for more information.

The LoA Petition itself does not withdraw a registered student. Students who have already registered for the term for which leave is requested must drop all their courses before the start of the term to avoid any charges and or grades. If the student withdraws after the term begins, a non-refundable fee is assessed unless the student requests a retroactive cancellation of registration for the term. Students are responsible for filing the appropriate forms and for the resultant charges.

Students who are on an approved leave of absence will not be covered by UIC’s CampusCare plan until they return to active registration. See CampusCare link below.

Students with student loans or deferred loans must obtain approval from the Office of Student Financial Aid and obtain information on any consequences of being on leave.

Students holding a fellowship must also obtain approval from the Graduate College. Generally, university fellows are not eligible for a leave. Additionally, students may not hold an assistantship appointment while on leave.

Students who wish to extend their leave after the first one ends must file another petition for leave of absence, obtaining all the required signatures.

Students who return from their leave at the expected time should be able to register for the term as usual; no special forms are required. However, students who have been on leave for more than one year will not be able to register without a registration time ticket. Please contact the Graduate College at gradcoll@uic.edu to request a time ticket.

Leaves of absence are not required for participants in the CMEP Traveling Scholar Program.

Special Procedures and Policy exist for the following categories of leave and will automatically be approved by the Graduate College for the following:

  • Birth, adoption, or care of a child
    • The leave of absence may be granted for a minimum of one semester/term but cannot exceed one year
  • Care of a spouse, child or parent in case of a serious health condition
  • Serious health condition of the student
  • Orders received by the student from the U.S. government to enter active service with the armed forces in a national or state emergency. See Military Leave below.

Proper documentation must be provided with the leave of absence form at the time of submission to the Graduate College.

While a department signature is not required if the reason for the leave of absence meets one or more of the criteria stated above, the Graduate College encourages students to seek written acknowledgement from the department early in the process via the LoA Petition. Students holding an assistantship prior to a leave of absence must receive program or departmental support upon their return.

Again, Students in F-1 or J-1 Visa status are required to be registered in the fall and spring term; however, if a situation emerges such as maternity, illness or family emergency and a LoA Petition is requested, the Office of International Services (OIS) must approve the request first to assure visa compliance.

NOTE: Students requesting a leave for less than a semester are advised to meet with their director of graduate studies to reach a mutually beneficial arrangement. Students with specific questions regarding possible options may contact the Graduate College for more information.

Military Leave:

A degree-seeking student who must leave the University in order to enter into active service with the armed forces in a national or state emergency (including being called up for the Active Reserve Forces and the National Guard) will be given an indefinite leave. A copy of the orders to report/proof of active service must be included with the LoA petition.

A graduate student who must leave the University in order to enter into active service with the armed forces in a national or state emergency (including being called up for the Active Reserve Forces and the National Guard) during the first twelve weeks of the semester (first six weeks in summer session) will be withdrawn from courses with a full refund of tuition and fees. If called to active duty after that time, and before the end of the term, the student may withdraw from all courses with a full refund of tuition and fees, or the student may ask the instructor(s) for permission to receive an Incomplete (I) or Deferred (DFR) grade(s). An instructor may assign an I or DFR if deemed academically appropriate and feasible. Alternatively, an instructor may assign a letter grade, if requested by the student, if the instructor deems it to be academically justified.
Deadlines for incomplete grades under these circumstances may be waived upon the discretion of the instructor and the Graduate College. A student who chooses to withdraw from all courses will not receive a “W.”

The refund of tuition and fees for graduate students who receive financial aid from federal and state programs and private foundations will be governed according to the rules and regulations of those organizations. For students who hold fellowships, the Graduate College will make every effort to restore those awards upon return to UIC. Assistantships (teaching, research or graduate) are awarded by colleges, graduate programs, research centers and administrative offices, and graduate students who have assistantships should check with those units about the availability of the assistantships upon return from active military service.

Graduate students living in university residences will receive a pro rata refund for room and board based on the date of withdrawal.

It is the student’s responsibility to present proof of active service status for these actions to occur.

Petitions must be obtained from the Graduate College or from the graduate program. See Graduate Student Forms below for a sample of the petition.