Leave of Absence Policy

I. Purpose and Scope

This policy outlines the procedures and conditions under which students may take a Leave of Absence (LOA) from SGU . An LOA is an approved, temporary interruption of academic study that allows students to pause enrollment for personal, medical, or other extenuating circumstances while maintaining eligibility to return to their program.

This policy applies to all SGU students enrolled in degree-granting programs unless otherwise specified.
Students enrolled in SAS non-degree programs are not eligible to apply for a Leave of Absence under this policy.
 

II. Application Process

Students who must interrupt their studies for part of a term or longer must request an LOA through the Leave of Absence electronic application, available via the SGU Portal. The Office of the University Registrar manages and reviews all LOA requests in conjunction with the Office of Student Affairs.

Because the professional degree programs have timeline requirements as standards for completion of the degree students are strongly encouraged to consult with:

1. The Office of Student Affairs for LOA guidance; and
2. Their Academic Advisor for programmatic and curricular planning.

Upon submission, students will receive an electronic confirmation. Students will then meet with the Office of Student Affairs regarding their request. A formal decision regarding approval or denial of the LOA will be communicated via the Office of Student Affairs or the Office of the University Registrar. It is the student’s responsibility to ensure that written approval is received prior to starting the LOA.

The start date of the LOA will be recorded as either:

1. The date the student submitted the electronic application; or
2. The last date of documented attendance in an academically related activity (e.g., course participation, clinical rotation).

Note: Because program schedules and curricula may change, an LOA may create additional challenges upon return. Students must still complete their degree within the  timeline standards established for their program.

Students receiving U.S. Title IV federal financial aid are recommended to consult with their Financial Aid Counselor to ensure compliance with federal regulations.
 

III. School-Specific Guidelines

1. School of Medicine (SOM) – Terms 1–5
   1. Students may apply for an LOA before the start of a term or during the term, up to 4:00 p.m. AST on the day before the course’s scheduled final examination (excluding completion examinations).
      1. Term dates and final examination schedules are published on the Office of the University Registrar webpage on the SGU Portal.
      2. LOA requests submitted after 4:00 p.m. AST on the day before the course’s scheduled final examination (excluding completion examinations) will not be approved.
   2. A student who misses the final or completion examination without an approved LOA will receive a grade of “0” for the missed assessment(s) and a final course grade of F.
   3. Term 3 is a module of term 4 and an LOA in term 3 must go until the end of term 4.
2. School of Veterinary Medicine (SVM) – Terms 1–6
   1. Students may apply for an LOA before the start of a term or during the term, up to 4:00 p.m. AST on the day before the course’s scheduled final examination (excluding completion examinations) OR to the day before the first examination of final examinations week in academic terms that contain multiple courses with multiple final examinations in the last week.
   2. Term dates and final examination schedules are published on the Office of the University Registrar webpage on the SGU Portal.
   3. A student who misses the final or re-sit/completion examination without an approved LOA will receive a grade of “0” for the missed examination(s) and a final course grade of F.
3. School of Arts and Sciences
   1. Students may apply for an LOA before the start of a term or during the term, up to 4:00 p.m. AST on the day before the course’s scheduled final examination (excluding completion examinations) OR to the day before the first examination of final examinations week in academic terms that contain multiple courses with multiple final examinations in the last week.
      1. Term dates and final examination schedules are published on the Office of the University Registrar webpage on the SGU Portal.
   2. A student who misses the final or re-sit/completion examination without an approved LOA will receive a grade of “0” for the missed examination(s) and a final course grade of F.
4. School of Graduate Studies
   1. Students may apply for an LOA before the start of a term or during the term, up to 4:00 p.m. AST on the day before the course’s scheduled final examination (excluding completion examinations) OR to the day before the first examination of final examinations week in academic terms that contain multiple courses with multiple final examinations in the last week.
      1. Term dates and final examination schedules are published on the Office of the University Registrar webpage on the SGU Portal.
          

IV. Extension of Leave

Students seeking to extend a previously approved LOA must submit an extension request through the electronic LOA system. If the student has previously taken an LOA, has repeated coursework, or requires an extended absence, additional approval from the relevant Academic Dean may be required.

Contact Information

Students can contact the Office of Student Affairs (studentaffairs@sgu.edu) as it relates to any questions they may have regarding the LOA process.

Students can also contact the Office of the University Registrar (enrolmentchanges@sgu.edu) as it relates to the status of their LOA application.
 

V. Returning to School

All students on a Leave of Absence should contact the Office of the University Registrar by email, six weeks prior to the end of the leave expiration date. E.g. November 30 for a Spring term return.

Students must clarify their future intention and confirm that all documentation are in order, including medical and/or financial clearance, if required.

• Students wishing to return early may only do so with written permission from the Office of Student Affairs.
• Students on a Medical Leave of Absence will be required to submit a health clearance to the Director of Health Services prior to registration check-in.
• In some cases, the Director of Health services may require an Independent Medical Evaluation (IME) prior to return for the subsequent semester.

Note: For students in the MD Program, please see the Leave of Absence Policy in the School of Medicine Section.

VI. Authority

Office of the Registrar; reviewed every 3 years.
 

VII. Version History

(1025019)