Revised: September 2016
Leave of Absences from Graduate Programs
Policies and Procedures
Students who, due to exceptional personal circumstances, are prevented from actively pursuing their course of study and
research within the normal period of their Graduate Program may apply for a Leave of Absence during the course of their
absence. If granted, students must pay the associated fees for each semester during the course of their absence.
The maximum leave period provided under this policy is twelve (12) months. The period for which a graduate student is
granted a leave does not count towards the students time-for-completion of their program (i.e. the clock is “stopped”,
while the student is on leave). At the end of the period of approved Leave of Absence the student must reactivate their
program by completing the application form for “Visiting, Upgrading and Reactivation Students” available on the FGSR
web site. Reactivation of a program requires approval from the Program and the Dean of the FGSR. If a student is
receiving funding from the University in support of their graduate program at the time she/he takes a Leave of Absence,
she/he is not guaranteed to receive the funding upon reactivation of her/his program.
For more information on leaves see Academic Regulation 21 in the Graduate Academic Calendar
Procedure for students:
To apply for a Leave of Absence the:
1. student must document in a letter to the appropriate Program Coordinator the reasons they require a leave of
absence
2. student must complete the “Application for Leave of Absence from Graduate Program” available on the FGSR
website
3. student must send the “Application for Leave of Absence from Graduate Program” form and letter to the Research
Supervisor and Program Coordinator for approval
4. Research Supervisor and Program Coordinator must complete the University Approvals section of the
Application for Leave of Absence from Graduate Program” form
5. Program Coordinator must forward the letter and completed “Application for Leave of Absence from Graduate
Program” form to the Dean of the Faculty of Graduate Studies and Research (FGSR) for decision
6. Dean of the FGSR makes final decision about the request and provides written documentation to the student
Students who have been granted a leave of absence should note that they must:
1. Pay the appropriate fees for each semester they remain in this status
2. Reactivate their program at the end of the of their approved Leave of Absence period by completing the
application form for “Visiting, Upgrading and Reactivation Students” available on the FGSR web site.
In all cases the Dean of the FGSR reserves the right to approve or deny any application for Leave of Absence. The
decision of the Dean of the FGSR is final.
Revised: September 2016
Leave of Absence Application Form
For Graduate Students
Student: Fill out sections 1 to 5
1. Provide your name and contact information
Last Name
First Name
Student Number
A
Mailing Address
Student’s Research Supervisor
Program
3. Provide information about the timing of the leave (Note: the maximum time for a leave is 12 months)
September to December
January to April
May to August
year
year
year
4. Provide an explanation for the leave (attach an extra page if required)
5. Sign the following declaration
If my request is granted, I understand that a) I will not be classified as an “active” student; b) the maximum time
permitted in this status is twelve (12) months; c) I must pay the requisite fee for “leave of absence”, d) I must file
an Application Form for Visiting, Upgrading and Reactivation Students with the FGSR to re-activate my status,
which will not automatically be granted, and e) upon reactivation of my Program, I am not guaranteed to receive
funding from the University that I may have been receiving when I took my Leave.
Signature
Date
Revised: September 2016
Supervisor: Fill out section 6
6. Sign the following declaration
I support the student’s request for a leave of absence: YES NO
Name
Signature
Date
Program Co-ordinator: Fill out section 7
7. Complete the checklist (Leaves should be recommended only for students in “good standing.”)
Student has been registered for all semesters since admission and is currently registered
Student’s CGPA is at least 3.00
Student has achieved a passing grade in all courses
I support the student’s request for a leave of absence: YES NO
If not approved, please indicate the reason:
Name
Signature
Date
Return form to:
Faculty of Graduate Studies and Research
923 Robie Street, Atrium 210
Halifax, NS, Canada, B3H 3C3
fgsr@smu.ca
FGSR USE ONLY
Leave Granted Yes No
Signature Dean or Designate:
____________________________________
Date: ____________________________________
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