Graduate Student Leave of Absence Requests

Graduate Catalog Policy

  • The Leave of Absence (LOA) policy is published in the Graduate Catalog.
  • This leave of absence (LOA) policy (and LOA Request Form) is to be used by graduate students, except for medical students (MD) or dental students (DMD).
  • Students on academic probation are not eligible for an approved leave of absence. Students must be in good standing to request an approved leave of absence.

Definition and Details

A leave of absence (LOA) is a temporary interruption in a student’s program of study. The LOA is the specific time-period in which the student is not enrolled at the university but has an “enrolled status code” which ensures the student record is active and the student remains eligible to return to ECU. This is done by having the student enrolled in ALOA 6999 or 7999, a 0-credit placeholder course that does not incur tuition or fees charges. The means the student on an approved LOA does not have to submit a readmission application to return (in most circumstances; some exceptions exist if the student requires leave for more than the policy allows).

The student must have a reasonable expectation that of the time to return from the LOA. An LOA may not be requested for the purposes of delaying payback of Title IV funds. Additionally, during an LOA the student is not eligible for additional Title IV funds, scholarships, or campus employment.

There is no fee to request an LOA and there are no charges incurred during the LOA. Students on an approved LOA must return to the same program. If they decide to change their program of study while on an LOA, the student must apply for admission using the regular published processes for the new program. Per the policy in the Graduate Catalog, the student must be in good standing (i.e., not on probation).

It is the student’s responsibility to determine the consequences of an LOA. Factors to consider include:

  1. Time to finish the degree; sequencing of courses
  2. Financial Aid (federal or private)
  3. Campus Employment (not allowed on LOA)
  4. Loss of services (e.g., Counseling Center, Student Health Center, Student Health Insurance, etc.)

Financial Aid Specifics

The length of the LOA is different for financial aid purposes than it is for ECU enrollment purposes.

  • ECU will allow a student to remain on LOA status for up to 2 semesters, not including summer terms.
  • The federal government and most loan companies only recognize 180 days of an LOA. Therefore, student loans will likely require payment after 180 days (including weekends, holidays, and business days). It is the student’s responsibility to discuss an LOA with the Office of Student Financial Aid and their loan companies to determine what financial obligations will exist because of an LOA.
  • The student loans may require the start of repayment, even if you plan to stay on LOA after 180 days. ECU cannot change the terms of payment for your loans. You may be required to start student loan payments while on LOA.
  • If the student does not return to ECU after LOA, the student may lose the grace period with the student loan company. Failure to return to ECU may change the repayment terms of your student loans. It is the student’s responsibility to ensure understanding of loan repayment requirements with their loan company.

Withdrawal instead of Leave of Absence

This form is only for requesting a leave of absence for at least one term or more AND when the student plans to return to ECU.

  • The deadline for an LOA to be approved by the Graduate School is the last day of add/drop for any term (5th day of the term for Fall/Spring, 2nd day of 11-week summer, summer 1, and summer 2). Late requests will not be reviewed, and the student will use the withdrawal processes instead. Students that use the withdrawal processes will have to reapply to the university to return to their program of study or a different program of study.
  • If the student plans to withdraw from courses in the current semester, but will enroll in the next semester, they do not need the leave of absence process. Instead, they need the term withdrawal form on the Registrar’s Office website.
  • If the student does not have a reasonable idea of the semester in which they will return to ECU, they will not be eligible for an LOA. The LOA request must have a return semester identified.

Holds and Return to Enrollment

Students who have a hold that prevents registration cannot take a leave of absence unless the hold is resolved. LOA requires registration, thus, if the hold (such as a cashier’s hold) prevents registration in ALOA 6999 or 7999, then the student cannot use the LOA process. Common holds that prevent registration are financial aid and cashier holds.

It is the student’s responsibility to contact the program of study at least 8 weeks prior to the return semester for advising and to register for the return semester. The student should be able to register for the return semester as soon as early registration for that term opens.

Timeline and Reasons

The form must be submitted and approved by the first day of classes for the first semester of leave. There are no retroactive LOA requests. If requested retroactively, the student will be advised to use the withdrawal procedures published in the Graduate Catalog and on the Registrar’s Office website.  Students who withdraw will have to complete an application to be admitted to the same or a different degree program upon their return.

The student must complete all sections of the LOA Request Form, providing ample justification for an approved LOA from the program. During an approved LOA the student will not be eligible for financial aid, campus employment as a graduate assistant or student worker, and their 1Card will no longer work in most of the university’s resources (including the Campus Recreation and Wellness centers).

Requests must include a reason: Academic, Medical, Health, Financial, Military, or Other. If the student chooses Other, there must be ample explanation to support the reason.

Students are required to discuss an LOA request with their graduate program director, academic advisor, and if appropriate, dissertation and thesis directors before submitting the request form.

If the LOA is approved by the Graduate School, the student’s record will be changed to show an active LOA and the student will be registered in a zero-credit course each semester they are on LOA. For master’s and certificate-only students, the course is ALOA 6999. For doctoral students, the course is ALOA 7999. Non-degree students are not eligible for leave of absence because they are not in a certificate or degree program. Non-degree students should utilize a withdrawal and then readmission process.

LOA Request Form