Voluntary Leaves of Absence for Graduate Students

Policy Summary

Leaves of Absence can allow a student to take a break from enrollment either before or after a quarter begins. Leaves of absence may not exceed a cumulative total of two years. There may also be conditions associated with a Leave which are outlined in greater detail below.

Policy Statement

Students on leave of absence are not registered at Stanford and, therefore, do not have the rights and privileges of registered students. They cannot fulfill any official department or University requirements during the leave period. Students on leave may complete coursework for which an 'Incomplete' grade was awarded in a prior term (unless doing so places an undue burden on the part of an instructor, department, staff, or other university resource) and are expected to comply with the maximum one-year time limit for resolving incompletes; a leave of absence does not extend the time limit for resolving incompletes.

Leaves do not delay candidacy or master's program expiration dates, except for parental and military leaves of absence, which do extend these degree milestones.

When a student is granted (or placed on) a leave of absence after the beginning of the term, courses in which the student was enrolled after the final study list deadline appear on the student's transcript and show the symbol 'W' (Withdraw).

Voluntary Leaves of Absence

Graduate students who do not meet the requirement for continuous registration during the academic year (autumn, winter, and spring quarters) must obtain advanced approval for a leave of absence for the term(s) they will not be registered.

New graduate students may not take a leave of absence during their first quarter. However, new Stanford students may request a deferment of admission from the department to begin their program in a later quarter

To receive a full tuition refund, leave of absence requests must be received by the Office of the University Registrar no later than the first day of classes for the applicable quarter.

Leaves of absence are reviewed by the student's academic department and, if attending Stanford on an international student visa, by the Bechtel International Center. Except in the case of parental and military leaves, the granting of a leave of absence is at the discretion of the department and subject to review by the Office of the University Registrar. The university may condition its approval on supporting documentation of a student’s eligibility to return, such as, in the case of a leave for medical reasons, proof of treatment and/or an interview with a provider at Vaden Health Center or Counseling and Psychological Services.

For students in multiple degree programs, a leave of absence applies to all active degree programs; a student may not take a leave from one program while remaining active in another.

Duration of Leave

Students may request a voluntary leave of absence for up to one year, or four quarters, at a time. No more than eight total quarters of leave may be granted during a single career. Leaves requested for a longer period than one year, or four quarters, are approved only in exceptional circumstances (e.g., mandatory military service).

Each requested increment of leave must be reviewed by the student’s academic departments, and all leave of absence requests are subject to approval by the Office of the University Registrar. Except where unexpected circumstances necessitate an immediate leave, students are expected to file for a voluntary leave of absence 30 days before the quarter in which the leave will begin.

Deadlines and Tuition Refunds

Students who take a leave from the university voluntarily on or before the first day of classes will receive a full tuition refund. Such students are not included in university records as registered for the term.

An active student in good standing who voluntarily takes a leave after the first day of instruction, but before the end of the first 60 percent of the term (term withdrawal deadline), will receive a pro rata refund. There is no refund after the first 60 percent of the term (term withdrawal deadline). Courses in which the student was enrolled after the final study list deadline will appear on the student’s record and will show the grade of ‘W’ (withdrew).

The Leave of Absence form includes quarterly deadlines for receiving a partial tuition refund. A leave of absence submitted after the deadline is granted only for approved health and emergency reasons.

Returning from an Approved Leave of Absence within the Leave Period

Graduate students returning to campus before the quarter in which they originally specified they would return within the time period indicated on an approved leave of absence must complete the Early Return from Leave of Absence form and submit it to the Office of the Registrar in advance of the first day in the quarter in which they will re-enroll. In this circumstance, no reinstatement process or fee is required. Returning graduate students should stay in communication with their degree program and their advisor about their plans for re-enrollment.

The Office of the Registrar will discontinue the academic program for students who do not return within the time period indicated on an approved leave of absence, or for whom other arrangements to continue the leave are not approved. Students whose program is discontinued for failure to enroll after a leave of absence must apply for reinstatement in order to return.

Students should clear all outstanding bills with Student Financial Services before returning to campus. Students may apply for loans four weeks before the first day of classes in the quarter in which they plan to return. See the Financial Aid Office website for detailed application requirements.

Degree programs and graduate candidacy must be valid in the term of re-enrollment. A leave of absence, other than for Pregnancy or Parental Leaves (see below), does not extend the candidacy period.

Financial Aid and Loans

Students receiving any financial support (assistantships or fellowships) should notify their degree program of any anticipated leave of absence as soon as possible. Graduate assistantship appointments and most fellowship programs require the student to be registered and enrolled in order to receive support. Such support is therefore not available to students while on a leave of absence.

Students should notify the Financial Aid Office of their intent to seek a leave if they are receiving any type of aid. Students with loans must notify all lenders of their intent to leave the university and request exit information before leaving campus (Stafford and private loans through the Financial Aid Office; Perkins and Institutional loans through Student Financial Services). Students are cautioned to carefully consider the effect of leaves on their loan status; lenders may count the leave period as part of the total grace period. Stanford will provide enrollment status to the National Student Loan Clearing House. Students who receive loan disbursements directly may be required to repay portions of their loans.

University Housing

University housing is generally not available to students on leave. Students with questions about room-and-board refunds should contact the R&DE Student Housing Assignments or the central office of the university dining services (for board refunds). Pregnant students on leave of absence while expecting the birth of a child may petition to remain in campus housing while on a Pregnancy Leave. Approval requires good academic standing, degree program recommendation, and no outstanding financial obligations to Stanford. Address questions to Housing Assignment Services.

Health Insurance

A student who is granted a Leave of Absence in Autumn for which the effective date of the leave is before the first day of classes will not be charged tuition or any associated fees for the quarter. Upon reversal of the tuition, the student’s eligibility for enrollment in Cardinal Care, the student health insurance plan, will be cancelled retroactive to September 1. (The student’s eligibility for enrollment in Cardinal Care will resume when they return and tuition is reinstated.)

A student who is granted a Leave of Absence in Autumn for which the effective date of the leave is on or after the first day of class but before the term withdrawal deadline will be charged (prorated) tuition and associated fees for the quarter. If enrolled in Cardinal Care, the student will remain enrolled through the end of the plan year (August 31) and applicable fees will apply.

A student who is enrolled in Cardinal Care as of autumn quarter, and who is granted a Leave of Absence for a subsequent quarter (i.e., winter, spring, or summer) will remain enrolled in and covered by Cardinal Care through the end of the plan year (August 31) and applicable fees (charged Winter and Spring quarters only) will apply.

A student whose initial quarter of entry is winter or spring, and who is subsequently granted a Leave of Absence, will be subject to the same guiding principles as a student who enters in Autumn, i.e., if the effective date of the leave is before the first day of class, tuition and any associated fees for the quarter will be reversed. Upon reversal of the tuition, the student’s eligibility for enrollment in Cardinal Care will be cancelled retroactive to the start of the applicable coverage period (December 1 for Winter entry students and April 1 for Spring entry students). If the effective date of the leave is on or after the first day of class but before the respective term withdrawal deadline, the student will be charged (prorated) tuition and associated fees for the quarter. If enrolled in Cardinal Care, the student will remain enrolled through the end of the plan year (August 31) and applicable fees will apply.

For more information, please contact Vaden’s Insurance and Referral Office.

Library Privileges

Contact the Privileges Division, Green Library, for access and borrowing privileges while on leave.

Pregnancy and Parental Leaves of Absence

Any pregnant graduate student may request a Pregnancy Leave of Absence to suspend enrollment around the time of the birth. Alternatively, a pregnant student may choose to remain enrolled and to request a Childbirth Accommodation. Non-birth parents may request a Parental Leave of Absence. Non-birth parents include: parents anticipating or recently experiencing the birth of a child; parents who adopt a child; and parents by means of surrogacy.

In the case of Pregnancy and Parental Leaves of Absence, all provisions of the policy for Voluntary Leaves of Absence, defined above, will apply, except:

Any matriculated pregnant student requesting a Pregnancy Leave of Absence will automatically be approved for a leave period of four quarters (12 months).
Non-birth parents who request a Parental Leave of Absence will automatically be approved for a leave period of one academic quarter.
Any student on a Pregnancy Leave of Absence in a degree program requiring candidacy, who has not yet been admitted to candidacy, will have the period of time in which to achieve candidacy automatically extended by 12 months (four quarters). If the student has been admitted to candidacy, the candidacy period will be automatically extended by 12 months (four quarters). The 12-month extension of pre-candidacy or candidacy will be applicable whether the student takes a full year of leave or returns in less than one year.
Any student on a Parental Leave of Absence in a degree program requiring candidacy, who has not yet been admitted to candidacy, will have the period of time in which to achieve candidacy automatically extended by three months (one quarter). If the student has been admitted to candidacy, the candidacy period will be automatically extended by three months (one quarter).
In the case where a Pregnancy or Parental Leave of Absence would extend the student’s cumulative total beyond 8 quarters, that extension will be permitted so that the student may return to their program. The student will then be considered to have reached their maximum cumulative leave.

Stanford prohibits discrimination based on any characteristic protected by law, including discrimination on the basis of pregnancy. Stanford complies with requirements of California Education Code section 66281.7. Stanford's policy provides that pregnant graduate students be supported either by staying enrolled or taking a pregnancy leave of absence. The policy also provides childbirth accommodations for graduate students giving birth as well as support for non-birth parents who have recently experienced the birth of a child. Questions about the policy can be directed to the Office of the Vice Provost for Graduate Education.

Pregnancy Leave -- Birth Parent