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POLICY
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ADMINISTRATIVE POLICY

Leave of Absence and Reinstatement from a Leave: Graduate Students

Effective Date: August 2011
Last Update: August 2011
Responsible University Officer:
  • Senior Vice President for Academic Affairs and Provost
Policy Owner:
  • Vice Provost and Dean of Graduate Education
Policy Contact:
CONSULTED WITH: Faculty Senate, UMD Graduate Council & UMD Administration Office

Printed on: . Please go to http://policy.umn.edu for the most current version of the Policy or related document.

POLICY STATEMENT

Graduate students are expected to maintain active status through continuous registration from the time they matriculate until they graduate. Students who are not able to maintain active status are strongly encouraged to consult with their Director of Graduate Studies, advisor, and relevant offices to determine whether requesting a leave of absence is the most appropriate course of action. Students who do not have an approved leave of absence and are not continuously enrolled may experience negative consequences related to academic, visa, financial aid, and other student issues.

  1. Students who experience circumstances that prevent them from maintaining active student status will ordinarily be granted college approval for a leave of absence upon request. Students must complete a leave of absence form that specifies the term(s) and year(s) of the leave.
  2. An approved leave of absence may not exceed two academic years.
  3. Students who do not obtain a college-approved leave of absence prior to interrupting their enrollment (excluding summer) may be terminated from their graduate program or held to new requirements if they are subsequently readmitted.
  4. Students granted a leave of absence may not use University facilities or services available only to registered students.
  5. The term(s) and year(s) of an approved leave of absence will not be counted toward time to degree.
  6. Students who obtain a college-approved leave of absence in accordance with this policy are eligible for reinstatement provided they enroll no later than the term immediately following the expiration of the leave (excluding summer). Colleges may specify reasonable conditions for reinstatement to active status, whether the student returns early or at the expiration of the leave. Colleges may deny reinstatement to active status based on crimes or other serious misconduct occurring during the leave that would have been grounds for suspension or expulsion had the student engaged in the conduct while enrolled (see Board of Regents Policy: Student Conduct Code).
  7. Students whose leave of absence has expired and who have not yet registered for the following term (excluding summer) will be placed on inactive status. Students who are placed on inactive status must apply for readmission.
  8. Collegiate units may develop additional rules governing leaves of absence, as long as they are consistent with this policy.

Documentation

Each college must establish and publicize its process for implementing this policy and must inform all entering students about it.

REASON FOR POLICY

Students may need to interrupt their enrollment for reasons they cannot control. Allowing students to take a leave of absence provides students the opportunity to return to the University under the rules and policies in effect when they left and without affecting their time to degree. It also allows the University the opportunity to counsel students about actions they must take to be reinstated upon the expiration of the leave.

PROCEDURES

FORMS/INSTRUCTIONS

APPENDICES

There are no appendices associated with this policy.

FREQUENTLY ASKED QUESTIONS

ADDITIONAL CONTACTS

Subject
Contact
Phone
Fax/Email
Primary Contact(s)
612-625-2815
612-626-0075
University of MN - Duluth Questions
Timothy Holst
218-726-6246

DEFINITIONS

Continuous registration
Registration for every fall and spring semester. Required to maintain active status.
Graduate students
Students enrolled in post baccalaureate degree programs with the exception of "first professional" degrees. (The first professional degrees are: the J.D., M.D., Pharm.D., D.V.M., D.D.S, and L.L.M. degrees.)
Active status
Graduate students who register every fall and every spring (i.e., continuously registered) are considered active.
Inactive status
Graduate students who do not register every fall and spring and who have not been granted a formal leave of absence by their college will be placed on inactive status.
Leave of absence
Refers to a process by which students obtain college approval to leave the University for a specified period of time (i.e., not register for fall/spring term[s]), but for no longer than two academic years.
Matriculate
Individuals matriculate upon their first registration as an admitted graduate student at the University.
Reinstatement
The process required for returning to the University after an approved leave of absence. Students with a college-approved leave of absence are eligible for reinstatement if they notify their college via the appropriate reinstatement form prior to the term in which they intend to enroll, they enroll no later than the term immediately following the expired leave (excluding summer), and they return to the same major and degree objective.
Readmission
The process of reapplication to the University for admission. Readmission is required following a break in enrollment without an approved leave of absence, as well as after failure to return by the term immediately following an approved leave of absence (excluding summer).

RESPONSIBILITIES

College
  • Establish and publicize leave of absence policy and ensure that students are informed throughout their academic careers of the policy and consequences of inactive status.
  • Inform students of potential conditions that may be imposed upon reinstatement at the end of an approved leave of absence.
  • Help students who are pursuing degrees in multiple colleges to connect with each college to ensure coordinated leave of absence requests.
  • Help reinstate students at the end of an approved leave of absence.
  • Enter the necessary information into PeopleSoft related to effect start - and return - leave of absence dates for each degree being pursued by the student.
  • Discontinue students from the degree(s) they are pursuing in the event that students do not request reinstatement prior to the approved term/year, or if upon reinstatement, fail to register for the approved term/year.
Graduate student
  • Talk with their advisor and Director of Graduate Studies for each degree they are pursuing, and other relevant offices (e.g., International Student and Scholar Services, Office of Student Finance, Graduate Assistant Employment).
  • Submit the Leave of Absence Form for Graduate Students when planning a leave of absence. Submit the Application for Reinstatement for Graduate Students prior to intended term of return.  Students pursuing degrees in more than one college must submit the Leave of Absence and Reinstatement forms with each college.

RELATED INFORMATION

HISTORY

Effective:
August 2011 - New Policy, Comprehensive Review: Establishes a formal leave of absence for graduate students who need to interrupt their enrollment for reasons they cannot control such as illness, family emergencies, etc. This policy parallels a similar policy already in effect for undergraduate students. Allows students to return to the University under the rules and policies in effect when they left. Aligns with best practice at peer institutions.

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Last modified on October 29, 2013