Leave of absence policy

1. Purpose

Students may find that for health reasons or other personal circumstances they need to take a break from their studies. This policy provides a framework for the management of Leave of Absence.

2. Definition

2.1 A Leave of Absence for a taught student is defined as an approved break from a programme of study for a specified period.

2.2 Periods of Leave of Absence do not count towards the time limit for the degree and are considered a pause in normal academic requirements. During the Leave of Absence, the student will temporarily leave their programme of study and the University.

3. Scope

3.1 Any student on an undergraduate or taught postgraduate programme may apply for a Leave of Absence under this Policy for a range of reasons including medical, employment-related and other personal circumstances.

3.2 Exceptions are as follows:

• 3.2.1 Short-term absences of up to three weeks may not require a Leave of Absence. Further information is provided in the Attendance and Engagement Policy.
• 3.2.2 Leave of Absence on postgraduate research programmes for whom guidance is available in the Leave of Absence guidance for PGR students.

3.3 There may be exceptions or specific requirements for apprentices, sponsored students, students on professionally-regulated programmes and students on continuing professional development programmes. Information is provided in the Leave of Absence student guidance.

3.4 A student may also apply for a Leave of Absence with a Change of Programme, to enable them to return to a different programme of study as per the Leave of Absence guidance. In the case of a request to move to a programme in another school, the approval of both schools will be required.

3.5 In rare circumstances, in accordance with the General Regulations, the University may require a student to discontinue or suspend their studies for a stated period of time or permanently if it is not in the interest of either the student or the University for the student to continue on their programme. This is outside the scope of this Policy.

4. Principles

4.1 The University will support requests for a Leave of Absence wherever possible in line with this policy but there is no automatic right to a Leave of Absence. When making a decision as to whether to allow a Leave of Absence, the University will consider how this will assist the student and any potential negative impact with a view to helping the student to achieve the best academic outcomes on their programme.

4.2 The development of this policy has taken into account equal opportunities legislation to ensure that student rights are protected and that decisions are free from prejudice on the basis of protected characteristics.

5. Duration of Leave of Absence

5.1 A request for a Leave of Absence should normally be for a maximum of one academic year (12 months).

5.2 After one Leave of Absence, a student may apply again for a further Leave of Absence, but before agreeing to this the University will need to ensure that this is practical and sensible.

5.3 The overall maximum Period for a student’s Leave of Absence periods combined is two years (24 months).

5.4 Students who apply for a Leave of Absence on the grounds of maternity/paternity/shared parental and adoption leave will not have the period of Leave of Absence for these types of leave counted towards their maximum number or total period of interruptions.

5.5 If a student’s circumstances leading to the Leave of Absence are likely to last more than two years, they will normally be advised to withdraw from the University and reapply when they feel able to start again in accordance with the readmission procedure (with recognition of credits already achieved where relevant).

5.6 Any exceptions to the above durations will only be made in exceptional circumstances supported by evidence.

5.7 In the case of sponsored students, apprenticeships, professionally-regulated programmes, and continuing professional development programmes, there may be specific requirements and restrictions regarding the duration of a Leave of Absence and return to study. In some cases, readmission following withdrawal is not permitted. Information is provided in the Leave of Absence student guidance.

6. Key implications for students

6.1 A student considering a Leave of Absence should discuss this with their school and consider the impact of taking a Leave of Absence on:

• 6.1.1 Tuition fees and student finance. Tuition fees will not be charged for the period of a Leave of Absence. The University is required to report Leave of Absence to Student Finance England and other statutory student funding bodies. Students are advised to consider the guidance and seek advice on how a leave of absence will impact their finances.
• 6.1.2 Immigration and visas for international students. The University is required to report Leave of Absence to the Home Office. Students are advised to consider the guidance and seek advice on how a Leave of Absence will impact their status.
• 6.1.3 Student accommodation. Students living in University accommodation may be eligible for release from their accommodation contract. The Accommodation Office can provide advice to students in University accommodation and Smart Move Sheffield can provide advice to students in private accommodation.
• 6.1.4 Programme of study and assessment. The University makes changes to its programmes and modules over time which means that a student may not be able to resume the same programme and modules. This may also impact on assessment in some cases when a student has partially completed the assessment for a module. (See also section 9. Returning from a Leave of Absence). Schools will inform students of any key changes to programmes and advise students accordingly. There may be additional implications for professionally-regulated programmes which the school will advise on.

6.2 Information and sources of support to help understand these and other implications is available in the Leave of Absence Student Guidance.

7. Procedure for requesting and approval of a Leave of Absence

7.1 A student considering a Leave of Absence should discuss this with their school and consider the implications in terms of student finance, loans, tuition fees, visas, accommodation and other areas as explained in the Leave of Absence Student Guidance. Sources of support to help a student with their decision are indicated.

7.2 Once a student has decided that they wish to take a Leave of Absence, they should follow the procedure and complete the form as indicated in the Leave of Absence Student Guidance .

7.3 Approval of a Leave of Absence:

• 7.3.1 Applications require approval by the school and confirmation by Student
  Registry.
• 7.3.2 Applications for a second or further Leave of Absence will, in addition to the above, require approval by the Faculty Director of Education or their designate. The student will be required to provide further information about the reason for this request, including a brief statement and any relevant medical documentation. The student may also be asked to provide additional information to support the University in reaching its decision.
• 7.3.3 Applications for a Leave of Absence which falls outside the durations indicated above (5.1 and 5.3) will, in addition to the above, require the approval of the Vice-President for Education or Deputy.

7.4 A student who is not satisfied with a decision of the University may submit a complaint in accordance with the University’s Student complaints procedure.

8. Status and access to University services during a Leave of Absence

8.1 The student’s record will indicate that they are on a Leave of Absence.

8.2 Given that the purpose of a Leave of Absence is to provide a break from studies, students are not expected to undertake any academic study or assessment and will not receive tuition or supervision.

8.3 Students will not have access to all University facilities and services. However, students may continue to use:

• The University Health Service
• Their University IT account
• Information and support services as indicated in the Leave of Absence Student Guidance. Students already engaged with support from the Disability and Dyslexia Support Service (DDSS) and the Student Mental Health, Counselling and Therapies Support Service will be able to continue to receive support during a Leave of Absence.

8.4 As students are advised not to engage with study during their Leave of Absence, any important communications requiring a response from the student should be sent to the student’s personal email and/or address.

8.5 The school will be responsible for informing students if their programme is going to be substantially redesigned or closed, in line with the Student Protection Plan, and for advising them on their options and preparation for return to study.

9. Returning from a Leave of Absence

9.1 Ahead of the planned return date, the University will contact all students on a Leave of Absence with guidance and instructions on how to re-register. Failure to register by the specified deadline will normally result in the student being withdrawn.

9.2 In accordance with the General Regulations:

• 9.2.1 A student who has taken a Leave of Absence on medical grounds will be required to meet additional requirements to demonstrate their fitness to study prior to their return.
• 9.2.2 A student returning to a professionally-regulated programme in the Faculty of Health which is subject to the General Regulations on Fitness to Practise (as listed in the Fitness to Practise procedures) may have to meet certain conditions as indicated in the regulations in order to return to their programme, and will be advised accordingly by the school. If relevant evidence is not provided, or is found unsatisfactory, the student will not be permitted to return. In such a case the student may be permitted a further Leave of Absence (subject to the maximum duration of two years) or may be required to withdraw.

9.3 The University amends programmes and modules over periods of time. A returning student will join the version of the programme that is being delivered when they restart their studies and may therefore take different modules to the ones they originally expected. In the event that the student’s original programme is no longer available, the student may be offered a different programme in line with the Student Protection Plan.

9.4 Given that a returning student may need to register in a different academic year or on a different programme, the University reserves the right to amend the student contract terms and conditions to reflect the revised academic requirements, including but not limited to tuition fees, any associated course fees, and programme duration. The Student will also be subject to the regulations in operation for the cohort of students they re-join.

9.5 If a Leave of Absence starts part way through an academic year, any assessments already submitted, or exams already taken prior to this will be marked and the marks will normally stand, subject to any consideration of relevant extenuating circumstances. However, if the student has only completed part of the assessment for a module and the module has changed or is no longer available when the student returns from the Leave of Absence, the student may be required to take a different module. In this case, the original module will be recorded as withdrawn on the student’s record and no credits will be awarded.