Leave of Absence (LOA) Procedures for Graduate Programs

A Leave of Absence (LOA) provides graduate students with the opportunity to temporarily suspend their academic studies due to personal, medical, professional, or other valid circumstances while maintaining their active student status at the university.

Financial support is normally suspended during the leave, and tuition fees are not assessed during the period of leave. Time spent on a leave is not included in the time period allotted for completion of the degree and program time limit will be adjusted accordingly.

Eligibility

Graduate students enrolled in a thesis, research project or course based program may request an LOA if they experience:

• Medical conditions that prevent academic progress;
• Compassionate leave (family or personal emergencies);
• Parental leave following childbirth or adoption;
• Indigenous student leave: Indigenous cultural leave is provided for Indigenous students for the purposes of family care, seasonal activities, traditional ceremonies, etc.;
• Professional leave: Professional leave must be supported by documentation from the employer and/or agency involved that indicates the nature of the professional experience and the duration of the appointment. The professional experience must add value to the career. Professional experience integrated into thesis work will not qualify for a professional leave.  Military service or political service would also be considered professional leave.

Students must have completed at least one term of study prior to requesting a Leave of Absence. If in their first term of study and requiring a leave, students may request a deferred admission or withdraw and seek admission at a later date. LOA’s are not typically granted to students who have exceeded their normal program time limit and are on a term of program extension.

Duration and Limits

• An LOA may be granted for a minimum of one academic term and a maximum of three academic terms throughout their program.
  • Parental leave may be granted for an extended period and for multiple instances.
• Students who require more than three terms of leave should voluntarily withdraw from their program. Students may reapply when they are ready to return to their studies, however admission and previous levels of funding are not guaranteed and will be assessed against other qualified candidates.

Application Process

Students must submit a formal Leave of Absence Request Form to their department, including supporting documentation.

Documentation requirements:

• Medical leave: medical certificate;
• Parental leave: medical certificate from primary care provider or non-clinical support professional;
• Indigenous leave:  verification of Indigenous status (in alignment with current policy on Indigenous documentation);
• Professional leave: employer letter, military assignment or political documentation;
• Compassionate leave: statutory declaration;
• NOTE:  providing false or misleading information is a violation of section VI.3 of the Academic Integrity Policy and is subject to an Academic Integrity review.

• Requests must be submitted at least 30 calendar days before the intended start of leave, except in emergency situations.
• The Department and applicable program or academic supervisors must first review the requested leave.
• If approved, the Department will forward the request to Graduate Studies for final review a decision.
• Graduate Studies will communicate the decision of the leave request as well as any relevant details.

Implications of an LOA

• Students on LOA will not have access to courses, supervision, or university facilities during the leave period.
• Tuition fees are not charged during the approved LOA period.
• Scholarship and funding will be paused during the LOA period. Funding reinstatement is subject to registration in the term of return from LOA, if applicable. Please note that external award-granting agencies, such as OGS, SSHRC and NSERC, have their own policies on leaves for award holders.  Please review the terms of external awards and take appropriate action to inform external agencies of your approved leave.
• Teaching Assistantship – if applicable, you must apply for a leave from duties or you may forfeit your future TA position.  Refer to the TA collective agreement and Academic Labour Relations for details.
• International students should consult their study permit obligations before applying for an LOA.  Consultation with the Global Opportunities & International Student Services Office (GO-ISSO) is strongly encouraged.
• On campus housing:  Students on LOA are not registered and therefore cannot continue to live in Carleton’s on-campus housing.  Please discuss with Residence Services.
• Students should consider LOA impacts on Student Loans by contacting the Awards Office.

Returning from LOA

• After returning from a Leave of Absence, the student must be registered for at least the one term immediately following the Leave of Absence.
• If a student does not return by the approved date, they may lose their student status and be required to reapply for admission. 

Exceptional Circumstances

• In cases of medical leave, students may require clearance from a healthcare provider before resuming studies.
• Students on parental leave may be eligible for extended LOA beyond the standard limit.
• In exceptional circumstances (examples include academic integrity, loss or change of supervisor) some students may be placed on LOA. Discussion of individual circumstances with student will be discussed prior to making any LOA requirements.

Appeals and Special Considerations

If an LOA request is denied, students may appeal the decision to the Associate Vice-Provost (Student Affairs).