Student Leave of Absence Procedure
A student in good academic and social standing may be granted a Leave of Absence for up to two semesters. (Good standing includes the status at the end of the semester prior to the leave.) The student must have definite plans to return to DePauw within one year. A leave can be granted for many non-medical reasons, such as study or research purposes, personal/family issues. The benefit of the Leave of Absence policy is primarily for registration, financial aid and housing purposes. In addition, the student will continue to have access to e-mail and Student e-Services (advising transcript and Searchable Schedule of Classes). The Registrar and Dean of Students give final approval for each leave. Note: Although students may be off two semesters, the grace period for student loan repayment begins after one semester’s absence.
Requesting a Leave of Absence
The student completes an exit interview with the appropriate office before the semester in which s/he would like to take a leave of absence. Students who have loans must also complete a loan exit interview, and these students with loans who plan to enroll in another school must have the other school complete an in-school deferment form. If the student plans to study at another U.S. college during his/her leave, the student follows the standard transfer credit approval process (credit approval form) in order for credit to transfer back to DePauw. All off campus study approval processes must be followed for credit to transfer from programs that the Committee on Experiential Learning would normally be responsible for approving.
Processing a Leave of Absence
After consulting with the Dean of Students, the registrar’s office notifies campus offices of the Leave of Absence by placing the student’s name on the withdrawal list. The withdrawal list will provide ‘Leave of Absence’ and the length of leave. Information Services (soon to be the registrar’s office) changes the student to a special status (such as ‘V’) after grades are produced. [The ‘V’ status indicates the student plans to return to DePauw within one or two semesters.] This status is significant for housing, registration and financial aid (loans, scholarships, etc) purposes. The student’s name is placed on the readmit list for the semester s/he plans to return as a pending readmit (meaning the name is placed on the list for tracking purposes but notification is not sent to campus offices until the student verifies s/he is returning).
Returning from a Leave of Absence
It is the student’s responsibility to notify the registrar’s office of his/her intent to return.
The student completes the Leave of Absence Return form at least one month prior to the term of intended return. It is to the student’s advantage to complete the process prior to registration for that term however; as the form must be received before the student may register or arrange for University housing. The form is available on the Web and in the registrar’s office.
The Registrar in consultation with the Dean of Students processes the form and notifies the student that s/he is approved to return. The student must have met all financial obligations to the University before returning. The student is held to the same behavioral standards as current students while on a leave of absence.
If the student studied elsewhere, an official transcript and the Dean of Students Recommendation (form available in the registrar’s office) are required prior to taking formal action.
The registrar’s office notifies the student and campus offices of the returning student. Information services/ registrar’s office changes the student’s status to ‘L’.
The student contacts:
his/her advisor for the RAC number for registration
the University Housing Office or the president of his/her fraternity/sorority for housing arrangements
The financial aid and loan offices, if appropriate*
The Cash Receipts Office. Any unpaid balance due on the student's account must be resolved before his/her return to DePauw University.
If the student decides not to return to DePauw, s/he needs to notify the registrar’s office (765.658.4141). If nothing is heard from the student by the beginning of the semester of intended return, the student’s status will be changed to a regular withdrawal.
* Students must refile the FAFSA as normally required. A maximum of 180 days (one semester) in one 12-month period is allowed for Title IV loans before the grace period begins.
(Approved May 2, 2003)