5.3.2 Leaves of Absence: Implementation
Last updated on:
Tuesday, September 6, 2016
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1. Requesting a Voluntary Leave of Absence, other than Pregnancy or Parental Leaves of Absence
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Informs department and advisor 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 either approves or denies the request. | Department |
| 4. | For international students, reviews and signs leave of absence form. | Bechtel Center |
| 5. | 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 |
| 6. | If the leave is approved, adjusts the student’s status in PeopleSoft. | Registrar |
| 7. | Makes any necessary arrangements for housing, insurance, etc. | Student |
2. Requesting a Pregnancy or Parental Leave of Absence
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Informs department and advisor of circumstances leading to a leave of absence. Discusses alternatives. | Student |
| 2. | Completes the Request for Childbirth and Parental Accommodation, and indicates whether a Pregnancy or Parental Leave is being requested | Student |
| 3. | Notifies the student’s Department and Advisor of the intended request for Pregnancy or Parental Leave of Absence, and advises of requirements for length of leave and candidacy extension, if applicable. | Online Application Process |
| 4. | Completes the Leave of Absence Request form and gathers necessary signatures. | Student |
| 5. | Reviews and signs the Leave of Absence Request form. | Department |
| 6. | For international students, reviews and signs Leave of Absence Request form. | Bechtel Center |
| 7. | 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 |
| 8. | Adjusts the student’s status in PeopleSoft. | Registrar |
| 9. | Makes any necessary arrangements for housing, insurance, etc. | Student |
3. Returning from a Leave of Absence within the Leave Period
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Informs department and advisor 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 |
4. Mandatory Leave of Absence
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Notifies the office of the Dean of Student Life about any concerns that might lead to an mandatory leave of absence. (See Student Affairs policy web page.) | Department |
| 2. | Determines whether or not to proceed with an mandatory leave review. | Dean of Student Life, upon consultation as appropriate |
| 3. | Meets with the student and notifies the student that an mandatory leave is under review. Informs student that he/she can prepare a written statement and meet in person with the advisory committee to present his/her perspective and respond to concerns that were raised. | Dean of Student Life |
| 4. | Prepares written statement for meeting with advisory committee, if desired. | Student |
| 5. | Convenes an advisory board. | Dean of Student Life |
| 6. | Reviews appropriate materials and formulates recommendation. | Advisory Board |
| 7. | Receives recommendation from the advisory committee. Prepares initial determination and meets with student to inform of outcome. If a leave is imposed, the written decision must address: a) a time-frame when the student could be eligible to return; and b) the conditions the student will need to satisfy to be eligible for return. | Dean of Student Life |
| 8. | If the student wishes to appeal a decision to be placed on mandatory leave, files an appeal to the Vice Provost for Student Affairs within ten days. | Student |
| 9. | Communicates final appeal determination to student. | Vice Provost for Student Affairs |
