Who should file?

All graduate students (M.A., M.S. thesis, M.S. non-thesis, Ph.D.) who do not plan to enroll in a long semester (fall or spring semester).

How long can the LOA be?

The LOA petition will be approved for 1 semester at a time or for up to 1 year. If a student plans to be away from graduate work for more than a year at a time, he/she will have to petition for another LOA prior to the beginning of the additional semester.

How many LOAs will be approved in a graduate career?

Students will not be granted more than 3 semesters of LOAs in their whole NSM graduate career. It can be 3 consecutive long semesters, any 3 individual semesters, or any combination. These are typically Fall and Spring semesters unless summer enrollment is required.

How to File an LOA

Students must fill out a graduate petition and the leave of absence application form. These forms should be submitted 30 days prior to the start of the term for which the leave is requested, or as soon as possible in cases of unforeseen emergencies. They should also attach the appropriate documentation as needed. For a student’s medical reason, a letter from a physician is required and must meet medical withdrawal requirements. For a job-related reason, a letter from the employer is required detailing the time the student is being hired or giving reasons for increased work load, travel, etc., with a clearly indicated timeframe. Reasons such as “need to take a break” or “need time to reassess career goals,” or similar reasons, will not be accepted. It is very important that students detail how they will make up for the lost time when they return because the time limit for completion to degree is not extended by an approved leave of absence (5 years for M.S., 10 years for Ph.D.). Students are not expected to work on their thesis or dissertation during the leave of absence. Please see your department staff advisor for assistance with preparing the petition and application.

Other Important Information

• Medical Note Requirements: A physician/psychiatrist letter on letterhead, with original signature and license number. The content of the letter must certify dates of treatment; identify medical condition, injury, or treatment that warrants withdrawal; and justify inability to resume or successfully complete studies for the term in clear support of a medical withdrawal. Students must contact his/her staff advisor to have an item set up on the student’s to-Do List to upload the medical note. The medical note should not be emailed to staff or faculty.
• International students with a J or F visa must notify and get approval from the International Student Scholars Office (ISSSO) for any reduced course load, Leave of Absence, or Authorized Early Withdrawal.
• A Dean’s hold will be placed on the student account once the LOA has been approved that prohibits future enrollment until the conditions for a return from LOA have been met and approved.
• Reinstatement from LOA: To return from an LOA, students should notify their department at least 30 days before the start of the term they intend to re-enroll and make the request on a Graduate and Professional Student Petition. In some cases, additional conditions or documentation (e.g., medical clearance, academic readiness assessment) may be required before a return from LOA is approved.
• Once the reinstatement is approved, the hold will be removed, and the student can register for classes.
• Students who have not previously provided a proof of meningitis vaccination will need to do so in order to register.
• A student who does not return to enrolled status after an approved LOA period and who does not seek an extension of the LOA will be dismissed by the academic program. Also see Academic Dismissal Policy. Readmission to the academic program after dismissal generally requires a formal reapplication to the program, with no guarantee of acceptance and/or financial support. Students readmitted will be subject to the degree requirements in effect at the time of their readmission.
• See the University Continuous Enrollment Policy for more information.
• See the NSM Leave of Absence Policy for more information.