Ph.D. students may request a leave of absence when certain life events prevent continued active participation in their degree program. Rackham’s Leave of Absence Policy enables students to officially suspend work toward their degree for a limited time.
Students may request a leave of absence as early as six months prior to the term the leave is to start. A leave will be granted to students for illness (either physical or mental) or injury, to enable them to provide care or assistance for family or dependents, to allow them to meet military service obligations, or for other personal reasons.
Resources such as a flow chart of the leave of absence process, a checklist for Ph.D. students, a checklist for faculty and staff as well as the Leave of Absence Policy are available. They provide guidance and information about how the process supports academic planning and protects students’ privacy.
- Four Types of Leaves of Absence
- Alternatives to a Leave of Absence
- Process to Request a Leave of Absence
- Roles and Responsibilities
- Leave of Absence Timing and Limits
- Leave of Absence in the Middle of a Term and Term Withdrawal
- While on a Leave of Absence
- Returning from a Leave of Absence
- Frequently Asked Questions
Ph.D. students who are on a leave of absence (LOA) suspend their active study for a term or more during which they do not make progress toward their degree. An approved LOA substitutes for the registration requirement for Ph.D. students. When possible, students and faculty should explore alternatives to an LOA, so that students can remain registered and make progress toward the degree, even if at a slower pace.
Students are expected to return from a leave of absence. Students do not need to be re-admitted and they are not charged a fee to return to active student status. Students who have unused terms of funding from prior University commitments will have these commitments available when they return.
A full description of the types of leave is included in the Leave of Absence Policy. Students who meet the criteria will be approved for a leave of absence. The benefit of the doubt is given to a student who wishes to take time away, most requests for a leave of absence are approved.
Students should remain registered in their Ph.D. program even when they encounter challenges like loss of funding or an advisor; the program is responsible for helping students in these circumstances to remain registered and to make academic progress.
Students considering a leave of absence should work with their graduate programs to determine if it is possible to modify program expectations by reducing coursework, research, teaching or other educational responsibilities; working at a slower pace; delaying milestone deadlines; or taking incompletes in the current term with a plan to address them. Alternatives may include parental accommodation and within-semester medical accommodation.
Parental Accommodation Policy
Rackham’s Parental Accommodation Policy is available to students if the student or the student’s spouse or partner has given birth or adopted a child under the age of 6. A comparison chart between the Parental Accommodation Policy and a leave of absence for dependent care is available to help students decide which option best fits their circumstances.
Within-Semester Medical Accommodation Policy
Rackham’s Within-Semester Medical Accommodation Policy is available if a student has a brief illness or other health-related difficulties during the term. The student should expect that faculty will make reasonable accommodations for course-related work and other academic deadlines during this time.
Checklists, a flow chart, and step-by-step instructions for using the Leave of Absence system are available to help navigate the leave of absence process.
The graduate program must be involved in the planning process. Students are required to meet with the chair or director of their graduate program to plan for a leave of absence. The student and the graduate program chair or director should discuss possible alternatives to a leave of absence.
Once a student decides that he or she needs to take a leave and has discussed the leave with his or her graduate program, the student submits a request for a leave in the Leave of Absence system, providing basic information about the dates of the leave as well as the type of leave.
Supplemental information is required for leaves of absence for medical reasons, military service and family necessity/dependent care.
|Medical Reasons||Family Necessity/Dependent Care||Military Service||Personal Reasons|
|The student’s licensed health care provider must complete a supplemental form and submit it to the Rackham Leave of Absence Coordinator.||The student must provide basic information about his or her family member and a brief explanation of the need for the leave.||The student must provide the expected dates of military service and upload a copy of his or her military induction documents/active duty authorization.||Students do not need to provide supplemental information for a leave of absence for personal reasons.|
Once a student has submitted a request for a leave of absence, he or she will be prompted on what supplemental information is needed. Supplemental information is submitted directly to Rackham. Graduate program faculty and staff only have access to the basic information in the initial online request, not the supplemental information. A leave of absence creates an opportunity to outline the clear expectations for a student and consequences for not fulfilling those expectations in the re-entry plan.
The student, the graduate chair or director, and the graduate coordinator will receive an e-mail once the decision on the request has been made.
Note for Students with F-1 or J-1 Visas
A recommendation from the International Center is required to process a leave of absence request for students with F-1 or J-1 visas. Students with a U-M issued F-1 or J-1 visa must contact a counselor at the International Center to determine how immigration regulations may impact their ability to take a leave of absence.
A request for a leave of absence is initiated by the graduate student.
The student should first consult with the graduate coordinator, graduate chair or program director or faculty advisor, before initiating a leave of absence request. This step is crucial, as graduate program faculty and staff may be able to help students remain registered, when appropriate, and potentially identify resources to help support the student. The student should create a tentative re-entry plan with his or her graduate chair or program director. (Students are not required to share detailed or sensitive information with their graduate program community about the need for a leave.)
Students on a U-M issued F-1 or J-1 visa must meet with the International Center so that an International Center advisor can provide Rackham with visa information related to the student’s request for a leave.
The student must provide the necessary supplemental documentation.
The student is responsible for understanding the implications of taking a leave of absence. This may require the student to contact various campus units to understand how a leave may affect him or her.
Graduate Chair or Program Director
The graduate chair or program director is responsible for making a recommendation to Rackham on the student’s request for a leave of absence on behalf of the graduate program. Students are required to talk with the graduate chair or director for their program to plan for a leave of absence. This conversation can take place in a face-to-face meeting, over the phone, or over e-mail. Talking points for the graduate chair are available to help guide the conversation. The graduate chair or director discusses the leave of absence with the student and explores alternatives to a leave.
If a leave is needed, the chair or director should create a tentative re-entry plan with the student. In some cases, it may be appropriate to consult with the student’s faculty advisor to create the tentative re-entry plan. The purpose of a re-entry plan is to provide a record of the student’s progress in the graduate program, remaining funding commitment, as well as a clear understanding about next academic steps once the student returns from the leave of absence. This document can be helpful if there is a change in graduate program leadership while a student is on a leave of absence. An example of a tentative re-entry plan is available. Rackham does not collect a copy of the re-entry plan, but rather a copy should be kept in the student’s file in the graduate program.
Once prompted by the LOA online system, the graduate chair or director will login and record his or her recommendation on the student’s request. Step-by-step instructions for using the Leave of Absence system are available to programs to help navigate the leave of absence process.
The faculty advisor may provide information to the graduate chair or program director about the student’s request for an LOA. The faculty advisor may also be involved in creating the student’s tentative re-entry plan. Although the initial leave of absence discussion may begin with the faculty advisor, the formal program recommendation must come from the graduate chair or director.
The student services staff in a student’s graduate program should be involved in a student’s request for a leave of absence. The graduate coordinator can connect the student to the graduate chair or director. The graduate coordinator can also help the student navigate resources and direct students to Rackham staff members to consult, when appropriate.
The deans of the Rackham Graduate School or designee, approve or deny requests in accordance with the Leave of Absence Policy. A Rackham dean or designee, reviews the recommendation provided by the graduate chair or director, and the International Center (if applicable), and reviews any necessary supplemental documentation for the request. Decisions are usually made within two days of receiving the recommendation from the student’s graduate program.
Students are not eligible to request a leave of absence until they have completed one term of study in their Ph.D. program. A newly admitted student who has registered may seek an admissions deferral, rather than a leave of absence, if the request and approval occur before the end of the third week of classes in the initial term of the doctoral program. If the request is made and approved after the end of the third week of classes in the initial term of the doctoral program, the student is discontinued and can apply for reinstatement.
Students may request a leave of absence for medical reasons, family necessity or dependent care for up to two consecutive fall or winter terms, or 12 consecutive months. An extension may be requested for up to an additional 12 months. The maximum period that a student can be on a consecutive leave, regardless of type, is 24 months or 4 consecutive fall and winter terms.
A leave of absence for military service may be requested for the duration of the military service obligation.
Students may request a one-term, non-renewable leave of absence for personal reasons.
Prior to requesting a leave of absence in the middle of a term, students are encouraged to explore options with their graduate program to remain registered for the current term. If it is not possible for students to remain registered, students may request to begin a leave of absence in the middle of a term.
In order to begin a leave of absence in the middle of a term, students will need to withdraw from their courses for the term. Withdrawing from a term may have implications on a student’s visa status, tuition payments, loans, fellowships, employment and benefits. More information about the implications of withdrawing from a term is available on the Term Withdrawal Checklist.
If a student withdraws from classes after the term has started, there are student registration deadlines that determine what tuition payments, if any, can be refunded.
When students appointed as GSIs, GSSAs, or GSRAs withdraw from a term, their appointment will be terminated as of the withdrawal date, and the remaining salary and insurance benefits associated with the appointment are cancelled. In addition, the tuition waiver is removed from the student account, and the student will be responsible for the assessed tuition.
University Services Available While on a Leave of Absence
Students on a leave of absence are not working toward their degree, so they do not register. Students on a leave will have access to basic services to remain connected to their program, including library access and e-mail privileges. Some services are not available while a student is on a leave or only available if the student pays for access. For more information on access to academic services, student loans, e-mail and computing privileges, please see Guidelines for Access to Support Services for Rackham Ph.D. Students.
Students on a leave of absence for any reason may be eligible to purchase an extension of existing health insurance coverage at personal expense. Students on a leave of absence for medical reasons may be eligible for university-funded health insurance. More options may be available to students. For advice about what insurance options may be available for a student's individual circumstance, please contact the Managed Care/Student Insurance Office at University Health Service (UHS) at (734) 764-5182.
What Type of Academic Work Can Be Done During a Leave
Students should return from a leave of absence with the same academic standing. Students on a leave of absence do not make progress toward their degree. While students on a leave of absence are able to complete coursework from previous terms (e.g., Incomplete grades), a leave of absence should not be used to provide time for a student to catch up (e.g. return to good academic standing, study for exams, preparing for candidacy, writing).
Students who are approved for a leave of absence are expected to return to active study. Regardless of the faculty member who recommended the leave of absence, graduate chairs or directors are expected to recommend requests for their students to return from a leave of absence. Students returning to active study from a leave of absence for family necessity/dependent care, military service, or medical reasons, must submit a request to return in the Rackham Leave of Absence system. Students will automatically be returned to active student status at the conclusion of their leave of absence for personal reasons, unless the student is approved for another type of leave. Once a student has returned from a leave of absence, the student must register in the next fall or winter term.
If you have questions, please contact Rackham’s Leave of Absence Coordinator, Ida Faye Webster, by e-mail firstname.lastname@example.org or call (734) 615-5670.