Leave of Absence
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.
Contents
- Leave of Absence Overview
- Downloads and Resources
- General Resources and Information
- For Students
- For Graduate Programs
- Questions and Answers
- Contact
Leave of Absence Overview
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.
Four Types of Leaves of Absence
Download the summary chart PDF comparing the four types of leave.
There are four types of leaves of absence:
- Medical reasons
- Family necessity/dependent care reasons
- Military service
- Personal reasons
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.
Alternatives to a Leave of Absence
When possible, students should remain registered in their Ph.D. program.
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.
Process to Request a Leave of Absence
Checklists, a flow chart, and step-by-step instructions for using the online 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 graduate program chair or director for their 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: The student’s licensed health care provider must complete a supplemental form and submit it to the Rackham Leave of Absence Coordinator.
- Military Service: The student must input the expected dates of military service and upload a copy of his or her military induction documents/active duty authorization.
- Family Necessity/Dependent Care: The student must provide basic information about his or her family member and a brief explanation of the need for the leave.
- Personal Reasons: Students do not need to provide supplemental information for a leave of absence for personal reasons.
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.
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.
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.
Roles and Responsibilities
Student
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. Students are not required to share information with their graduate program community about the need for a leave.
Students on a U-M issued F-1 or J-1 visas must meet with the International Center so that an International Center advisor can provide Rackham with a recommendation about the student’s request for a leave.
Once a student has decided to request a leave of absence, the student must provide the necessary supplemental documentation. All supplemental documentation is submitted directly to Rackham.
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. The chair or director involves the student’s faculty advisor in the planning, as appropriate.
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.
Once the student has requested a leave of absence in the LOA online system, the graduate chair or director will login and record his or her recommendation on the student’s request.
Faculty Advisor
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.
Graduate Coordinator
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.
Rackham Deans
The deans of the Rackham Graduate School approve or deny requests in accordance with the Leave of Absence Policy. A Rackham dean 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.
Leave of Absence Timing and Limits
Students are able to request a leave of absence as early as six months prior to the start of the semester they are requesting the leave. A student should request a leave of absence for personal reasons before the beginning of the term for which this leave is requested. A leave of absence cannot be granted retroactively for prior terms.
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.
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.
Leave of Absence in the Middle of a Term and Term Withdrawal
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.
While on a Leave of Absence
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. Students on a leave of absence are not eligible for university-funded health insurance, although students may be eligible to purchase an extension of existing health insurance coverage at personal expense. 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.
What Type of Academic Work Can Be Done During a Leave
Students on a leave of absence do not make forward progress toward their degree. While students on a leave of absence are able to complete work from previous terms (e.g., Incomplete grades), a leave of absence is not intended to provide time for a student to return to good academic standing.
Returning from a Leave of Absence
Students who are approved for a leave of absence are expected to return to active study. Regardless of who recommended the leave of absence, graduate chairs or directors are expected to recommend requests 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.
Downloads and Resources
For Students
- Checklist for Requesting a Leave of Absence, PDF
- Checklist for Returning from a Leave of Absence, PDF
- Leave of Absence System Instructions for Students, PDF
- Flow Chart of the Leave of Absence Process, PDF
For Graduate Programs
- Checklist for Requesting a Leave of Absence, PDF
- Checklist for Returning from a Leave of Absence, PDF
- What Should a Graduate Chair or Graduate Program Director Consider if a Student Requests a Leave of Absence?, PDF
- Example Tentative Re-entry Plan, DOC
- Leave of Absence System Instructions for Graduate Programs, PDF
- Flow Chart of the Leave of Absence Process, PDF
Questions and Answers
How do I request a leave of absence?
Students are able to request a leave of absence via Rackham’s Leave of Absence system as early as six months prior to the term the leave is to start. To begin a request for a leave of absence, visit the Rackham Leave of Absence system.
Can I request a leave for more than one term at a time?
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.
Students may request a leave of absence for military service for the duration of their military service obligation.
Students may request an academic term (fall or winter) of a leave of absence for personal reasons, limited to one academic term during their doctoral career. A leave of absence is not required for the spring/summer semester, so a student can take a total of eight months away from active study.
Can I request a leave of absence if I am planning on doing an internship?
Ph.D. students should be registered during each fall or winter semester of an internship, even when the internship is not a requirement of the graduate program. An internship endorsed by the graduate program could be directly or indirectly contributing to the student’s research experiences or professional development.
Should I be on a leave during Optional Practical Training (OPT) or Curricular Practical Training (CPT)?
Students who are participating in the Optional Practical Training (OPT) and Curricular Practical Training (CPT) should be registered during each fall or winter semester of the training. More information about OPT and CPT is available on the International Center’s website.
What is the last date I can apply for a LOA?
All Ph.D. students should have an official status (Registered, Leave of Absence or Extramural Study Status) with the University by the drop/add deadline (end of the third week of classes). Under certain circumstances, a student may need to request a leave of absence in the middle of a term.
Please note, a leave of absence for personal reasons should be requested prior to the first day of classes.
Can I come back early from a leave?
Typically, students return from a leave at the beginning of a term. If a student would like to return to active study earlier than originally anticipated, the student will need to contact his or her graduate coordinator or graduate program chair to discuss available options. Once the student and his or her graduate program chair have agreed to a revised return date, the student will request to return early in the Leave of Absence system.
Why would I want to return May 1 rather than September 1?
Students who are planning to make progress toward their degree over during the spring/summer term should indicate an intent to return on May 1. Effective Spring/Summer 2011, Ph.D. students will have access to University services and resources over the summer, although registration is not required. These services are only available for students who are making active progress toward their degree.
Contact
If you have questions, please contact Rackham’s Leave of Absence Coordinator, Natalie Bartolacci, by e-mail rackham.loa@umich.edu or call (734) 647-2640.