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5.3.2 Leaves of Absence: Implementation

Last updated on:
Tuesday, September 6, 2016

1. Requesting a Voluntary Leave of Absence, other than Pregnancy or Parental Leaves of Absence

PROCESS STEPS RESPONSIBILITY
1. Inform degree program and advisor of circumstances leading to a leave of absence. Discuss alternatives.  Student
2. Complete the Leave of Absence form and gather necessary signatures.  Student
3. Review and either approve or deny the request.     Degree Program
4. For international students, review and sign leave of absence form.  Bechtel Center
5. Mail or deliver 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, adjust the student’s status in PeopleSoft.  Registrar 
7.  Make any necessary arrangements for housing, insurance, etc. Student

 

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2. Requesting a Pregnancy or Parental Leave of Absence

PROCESS STEPS RESPONSIBILITY
1. Inform degree program and advisor of circumstances leading to a leave of absence. Discuss alternatives.  Student
2. Complete the Request for Childbirth and Parental Accommodation, and indicate whether a Pregnancy or Parental Leave is being requested. Student
3. Notify the student’s degree program and advisor of the intended request for Pregnancy or Parental Leave of Absence, and advise of requirements for length of leave and candidacy extension, if applicable. Online Application Process
4. Complete the Leave of Absence Request form and gather necessary signatures. Student
5. Review and sign the Leave of Absence Request form.     Degree Program
6.  For international students, review and sign Leave of Absence Request form. Bechtel Center
7.  Mail or deliver 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. Adjust the student’s status in PeopleSoft.  Registrar
9. Make any necessary arrangements for housing, insurance, etc. Student

 

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3. Returning from a Leave of Absence within the Leave Period

PROCESS STEPS RESPONSIBILITY
1. Inform degree program and advisor of intended date for return from leave.  Student
2. Complete and sign the Early Return from Leave of Absence form and mail or deliver to the Student Services Center.   Student
3.  If the return is within the requested period of time, reinstate the student’s status in PeopleSoft.  Registrar’s Office
4.  Make any necessary arrangements for housing, insurance, etc. Student
5. File a study list by the deadline date for the first quarter of reenrollment. Student

 

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4. Mandatory Leave of Absence

PROCESS STEPS RESPONSIBILITY
1. Notify the office of the Dean of Students about any concerns that might lead to an involuntary leave of absence. (See policy web page.) Degree Program
2. Determine whether or not to proceed with an involuntary leave review. Dean of Students, upon consultation as appropriate
3. Meet with the student and notify the student that an involuntary leave is under review. Inform student that they can prepare a written statement and meet in person with the advisory committee to present their perspective and respond to concerns that were raised.   Dean of Students
4. Prepare written statement for meeting with advisory committee, if desired.  Student
5. Convene an advisory board.  Dean of Students
6.  Review appropriate materials and formulate recommendation.  Advisory Board 
7.  Receive recommendation from the advisory committee. Prepare initial determination and meet 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 Students
8.  If the student wishes to appeal a decision to be placed on involuntary leave, file an appeal to the Vice Provost for Student Affairs within ten days. Student 
9.  Communicate final appeal determination to student.  Vice Provost for Student Affairs

 

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