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Leave of Absence

A leave of absence is required by students who wish to withdraw from the current quarter, or who do not wish to attend a future quarter (*Excluding summer as the starting term). For students with multiple degree programs or majors, leaves of absence are only granted for all programs and majors. Leaves will not be granted for more than one year at a time. A leave of absence from your program may not exceed a cumulative total of two years. See the Stanford Bulletin for additional information.

Students planning a leave of absence should download and fill in the Leave of Absence Form (pdf).

Students should review all possible ramifications of taking a leave of absence. Students are encouraged to check with all other ap­propriate University offices (e.g., Housing Assignments, Financial Aid, Student Financial Services, Bechtel International Center, Vaden Health Center) to determine how taking a leave of absence impacts their status with these offices. Students on leave of absence are not registered 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.

Undergraduates who take an approved leave of absence while in good standing, and who do not have any other restrictions or conditions of enroll­ment, including Academic Standing, may enroll in the University for a subsequent quarter with the privileges of a returning student. See the “Leave of Absence” section of the Stanford Bulletin.

Graduate students are subject to special registration requirements; see the “Leave of Absence” section of the Stanford Bulletin.

Deadlines

Before a given quarter

The deadline to submit a Leave of Absence for a full refund is the Preliminary Study List deadline. To ensure a full refund, submit a fully completed and properly endorsed leave of absence by the Preliminary Study List deadline.

During a given quarter

The deadline to submit a Leave of Absence for a partial refund is the Term Withdrawal deadline. Undergraduates who wish to drop all courses for which they are registered must submit a leave of absence form to Undergraduate Advising and Research (UAR) before the Final Study List deadline (the end of the third week of classes). Graduate students must submit a leave of absence form to the Student Services Center. All courses for that term are dropped if the last day of attendance is prior to the Final Study List deadline. Axess does not allow students to drop all courses themselves.  Submitting a Leave of Absence form after the Final Study List deadline results in ‘W’ notations on the transcript for all registered courses. For undergraduates, this does not relieve a student from review by the faculty Subcommittee on Academic Standing.

After the term withdrawal refund deadline (60% of the quarter), a leave of absence is granted only for approved health or emergency reasons with sup­porting documentation.

Refund Policy

Leaves of Absence Before the First Day of Classes

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.

Leave of Absence After the First Day of Classes

An active student in good standing who voluntarily takes a leave from the University after the first day of instruction, but before the term withdrawal deadline, receives a pro rata refund. There is no refund after the Term Withdrawal deadline. Courses in which the student was enrolled after the Final Study List deadline appear on the student’s record and show the grade of ‘W’ (withdrew).

Student Status While on Leave

Academic Status

Students on an approved leave of absence retain their admitted student status; however, they are not registered and therefore do not have the rights and privileges of registered students. Students on leave may complete course work for which an ‘Incomplete’ grade was reported in a prior term and are expected to comply with the one-year maximum time limit for resolving incompletes.

Graduate Students

Degree programs and candidacy must be valid in the term of reenrollment. Leaves do not delay candidacy or master's program expiration dates. Failure to return as scheduled or to secure an extension of a prior leave will result in cancelation of registration privileges and a substantial reinstatement fee. Official department or University requirements (e.g., qualification examinations) cannot be fulfilled during the leave period.

Submitting the Leave of Absence Form

Signatures

Students are required to sign the leave of absence request. Undergraduates must obtain a signature from their Residence Dean; off-campus students need the signature of the Off-campus Residence Dean. All undergraduates must obtain a signature from Undergraduate Advising. Graduate students require a signature from one of their major department chair, director of graduate studies, or school dean. International students (F-1 & J-1 visa holders) need to obtain a signature from a Bechtel International Center adviser.

International Students

Nonimmigrant students and their dependents must maintain an appropriate visa status at all times. An absence from the U.S. of 5 or more months will result in termination of F-1 or J-1 status. If a student remains outside the U.S. for 5 or more months, a new I-20 or DS-2019 is necessary for re-entry. For further information contact the I-Center.

Submission of Form

Undergraduates and coterminal students with an undergraduate career should obtain all the necessary signatures before submitting the completed form to UAR. Graduate students submit the form to the Student Services Center.

Financial Aid

Students should notify the Financial Aid Office of their intent to leave the University if they are receiving any type of aid, particularly to protect eligibility for certain programs and funds such as Cal Grants while on leave. A portion of any refund is returned to the sources of aid. Students should clear all outstanding bills with the Student Services Center before returning to campus. Undergraduate financial aid applications are due in mid-April in the year before an undergraduate plans to return. Graduate 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 website for detailed application requirements.

Loans

Students 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 consider carefully 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 Stanford Housing Assignment Services or the central office of the University Dining Services (for board refunds). Students with medical disabilities that require University medical services and students approved for the Childbirth Accommodation may petition to remain in campus housing for one term while on leave. Approval requires good academic standing, department recommendation, and no outstanding financial obligations to the University. Address questions to Housing Assignment Services.

Health Insurance

Contact Vaden Health Center at 650-723-2135, or by email at healthinsurance@stanford.edu, for information regarding Cardinal Care coverage and/or Dependent Plan Insurance during a student leave of absence. Additional information can be found on the Vaden website at https://vaden.stanford.edu/insurance/cardinal-care/enrollment

Library

Contact the Privileges Division, Green Library, to determine whether you may retain access and/or borrowing privileges while you are on leave.

Undergraduate and Coterm with Active Undergraduate Program Procedures

  1. Obtain the Leave of Absence Form (pdf).
  2. International students must discuss plans with and obtain a signature from the Bechtel International Center.
  3. Discuss plans to take a leave of absence with major adviser or undeclared adviser
  4. Discuss plans and obtain signature from Residence Dean in Residential Education.
  5. All undergraduates must discuss plans and obtain a signature from Undergraduate Advising and Research.
  6. Submit completed and signed Leave of Absence form to Undergraduate Advising and Research (UAR), Sweet Hall, 1st Floor, Fax (650) 725-1436, advising@stanford.edu

If unable to meet in person, follow the steps above and fax the completed form to the Residence Dean to sign and forward to the UAR. All undergraduates are encouraged to meet with an Undergraduate Advising and Research adviser upon their return. Students on probation, provisional registration, or deferred suspension return on that status and must meet with an Undergraduate Advising and Research adviser upon return.

Graduate Student Procedures

  1. Obtain the Leave of Absence Form (pdf).

  2. Discuss plans and obtain signature from major department chair, Director of Graduate Studies, or school dean.

  3. International students must discuss plans and obtain a signature from the Bechtel International Center.

  4. Submit completed and signed Leave of Absence form to the Student Services Center, Tresidder Memorial Union, 2nd Floor, Fax: (650) 721-1585, http://helpsu.stanford.edu/?pcat=ssc

Graduate students may not take a leave of absence during their first quarter of enrollment.

Extending a Leave or Returning from a Leave at a Different Time

  • A Leave of Absence form must be completed (with the extension portion of the form filled out) by a student who wishes to extend an initial leave of absence.

  • Undergraduates who plan to return to Stanford in a different term than that indicated on the Leave of Absence form should visit the UAR's Requests for Exceptions to Academic Policy page in order to complete the Request to Return and Register in Undergraduate Study form.

  • For graduate students, an Application for Reinstatement in Graduate Study (pdf) must be submitted by a student who did not submit a Leave of Absence form and was discontinued for no enrollment. Both an application fee and reinstatement fee apply.