Adult and Graduate Studies Program

Leave of Absence Policy

EFFECTIVE August 1, 2005. As per federal regulations, if a student needs to request a temporary withdrawal from his/her core curriculum for any unforeseen or unusual circumstances, it is referred to as a Leave of Absence (LOA). A student may request and be approved for more than one LOA in a 12-month period. However, the total number of cumulative days allowed for a Leave of Absence in a 12-month period shall not exceed 180 days within the 365-day period. Students must apply for a LOA prior to the last day of attendance. During the Leave of Absence, the student is not considered withdrawn and no return calculation is required. A student may not receive federal financial aid disbursements while on a LOA. SWU will not assess any additional charges to the student’s account while he/she is on an approved LOA with an effective start date of the LOA being the last day of the currently enrolled course. SWU will not grant approval for a LOA to start in the middle of an enrolled course; however, students must still contact the Student Services Coordinator if they plan to discontinue attendance in a currently enrolled course.

It is the university policy that you are permitted only the amount of days absolutely needed for this leave.

Reasons: The following reasons support the application for a LOA (though others may be considered): Family and Medical Leave Act (FMLA), military deployment, jury duty, unavoidable breaks in class attendance, etc.

NOTE: Waivers of courses authorized by Academic Records and due to a student having received previous credit for the course are considered Leaves of Absence and fall under this policy.

Process: A student must request a LOA in writing using the approved SWU LOA Request form. The request must match above guidelines. A student must submit the LOA Request form to the Student Services Coordinator at his/her particular location prior to the last day of attendance. The Student Services Coordinator will forward the request form to Financial Aid for approval/denial.

The effective start date of a LOA will be the last day of the currently enrolled course and no additional charges will be incurred during the LOA. SWU will not grant approval for a LOA to start in the middle of an enrolled course.

Upon approval by Financial Aid, the student’s account will be frozen and any unearned additional funds will not be disbursed and posted. If the student cannot return on the re-entry date indicated on the LOA Request form, the student must contact the Student Services Coordinator. If the student does not return on the re-entry date indicated on the LOA Request form and does not contact the Student Services Coordinator to submit a new LOA request, then the student will be dropped from the program. Any unearned financial funds will be subject to return to the originating federal or state aid source. At that point the student is responsible for any monies owed to the school.

The University reserves the right to make changes to institutional policies without prior notice to the student.

Students will be duly notified of any change in policy.

July 2005