Graduate students may encounter circumstances which make it difficult for them to make progress toward their degree. These circumstances may include, but are not limited to, financial difficulties, personal challenges, bereavement, or medical care for a family member. Although continuous enrollment is expected to make progress toward the degree, in some situations, it will be in a graduate student’s best interests to take a leave of absence so they have the necessary time to resolve these circumstances.
Graduate students eligible to enroll may apply for a leave of absence from their graduate program for any future semester. A leave of absence may be requested for up to one academic year and may be extended once. While on leave, students will be exempt from continuous enrollment, and the deadline to complete qualifying and research proposal exams will be extended.
Policy Requirements
A student may not apply retroactively or in the current semester for a leave of absence. To apply for a leave of absence for a future semester a graduate student:
- Must be eligible to enroll (i.e., not suspended, not dismissed, or has been continuously enrolled).
- Must have successfully completed at least one academic semester and earned academic credits. Students in their first semester who request a leave will need to apply for readmission.
- Must be in good academic standing.
A leave of absence can be requested for up to one academic year. When possible, a leave should be requested at least three weeks prior to the leave of absence. The leave may be extended for an additional academic year. Registration is not required in the summer, so a leave of absence is not generally required for a summer semester but may be requested and provided where appropriate.
International graduate students who are attending Michigan Tech full-time with a student visa or exchange visitor visa are strongly encouraged to consult with the International Programs and Services office about their plans during their leave of absence to ensure compliance with immigration regulations. Nothing in this policy supercedes or exempts students from immigration regulations; students are independently responsible for compliance with immigration regulations.
During the leave of absence:
- The requirement to continuously enroll will be waived.
- The time limit to earn a degree will not be extended while a student is on leave, but the circumstances and length of their leave will be taken into consideration when an extension is requested.
- Deadlines for qualifying and research proposal exams will be extended while on leave.
- The student will not have access to University resources that require enrollment. This includes, but is not limited to: stipends, health insurance, research advisor time, non-public Library resources, and research laboratories.
To return from a leave of absence, students will complete an Application for readmission and reinstatement.
- Coursework students may return to their graduate program without approval from their graduate programs.
- Students engaged in research options (dissertation, thesis, or report) will require approval from their graduate program to ensure that an advisor is available to support their academic progress in their program.
Students who do not return from a leave of absence in the semester indicated on their request, will be withdrawn from their graduate program. In order to return, they will need to apply for readmission and satisfy the continuous enrollment policy.
Scope
This policy applies to graduate students who are eligible to enroll. While on leave, graduate students will not be expected to make progress toward their degree and they will be exempt from deadlines for qualifying and research proposal examinations. Graduate students are expected to communicate with the Graduate School in a timely fashion to help plan for their return or to extend their leave. Graduate programs will need to extend the time for students on leave to complete qualifying and research proposal examinations. When students in research-based degrees initiate returning to campus, the graduate program director, in consultation with the research advisor, will develop a plan to allow the student to make timely progress on degree milestones.
Related Policy Information
Graduate students who need time away from their studies that are not covered by this policy should consult the following policies:
- Medical withdrawal – withdrawal and leave for graduate students to take time off for medical treatment.
- Withdrawal of students called to military service – policies to support students called to military service.
- Graduate Student Parental Leave – short term leave for new parents during a semester. New parents may choose a short-term leave through parental leave and/or a longer leave of absence as best suits their needs.
- University withdrawal – for discontinuing studies during a current semester. Eligible students may withdraw from the current semester and apply for a leave of absence for future semesters.
Exclusions
This policy does not apply to:
- Undergraduate students
- Graduate students who are not eligible to enroll
- Graduate students who are medically withdrawn
- Graduate students eligible to enroll in UN5951.
- Graduate students who withdraw during the semester. Students who withdraw during a semester may apply for a leave of absence for a future semester.
Definitions
- Graduate student – A student eligible to enroll in a graduate degree program.
- Leave of absence – A period of time where a graduate student is not required to enroll in their graduate program. Initially, a leave may be requested for one or two semesters. It may be extended for an additional one or two semesters, for a total of four semesters.
- Graduate degree program – A master’s, doctoral, or certificate program offered at the graduate level.
- Graduate program director – A faculty member with graduate faculty status who is responsible for the administration of a graduate degree program.
- Graduate program assistant – A staff member responsible for assisting the graduate program director with the administration of a graduate degree program.
- Academic year – For the purposes of this policy, an academic year consists of three consecutive semesters. For example, a student in the fall could initially request a leave for the upcoming spring, summer and fall semesters.
Responsibilities
- Graduate Student – Must request the leave of absence before the semester begins. Responsible for communicating with the Graduate School in a timely manner about returning from or extending the leave of absence.
- Graduate School – Responsible for administering the leave; communicating the leave to the graduate program director, graduate program assistant, advisor, and relevant administrative offices; communicating with the student while on leave; and coordinating the student’s return.
- Graduate Program Director – Responsible for developing a plan, in consultation with the advisor, to allow the student to make timely progress on degree milestones when the student returns from a leave of absence. Responsible for reviewing readmission requests for students on leave in their program who return to a graduate degree with a research option.
- Graduate Program Assistant – Responsible for assisting the graduate program director.
- Advisor – Responsible for developing a plan, in consultation with the graduate program director, to allow the student to make timely progress on degree milestones when the student returns from a leave of absence. Responsible for reviewing readmission requests for their students on leave who return to a graduate degree with a research option.
History
- Adopted 8/1/2023; approved by administration