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What is a leave of absence?

A leave of absence is an extended period of time away from the programme of study. This is requested by the student and approved by the relevant Programme Board/Graduate School Board.

The purpose of a leave of absence is to enable and facilitate a student to take an approved and specified period of time off before returning and completing the programme.

Students are expected to apply for a leave of absence before the start of the requested leave of absence period. Retrospective applications will only be approved in extenuating circumstances.

Don't forget - support is available
The sooner you contact your Programme Office/School Office the more options your Programme/Graduate School Board will have to support you in completing your programme. A handy checklist is available to download here.

Student Programme Activity

While on a leave of absence from the programme, a student may not be active in their programme in any capacity. Some general indicators of student programme activity include the following:

Attending lectures, field and research work, or laboratory work:

Meeting the Principal Supervisor (students on graduate research programmes)
Remediating failed modules;
Payments from grants

Student status and registration

Participation in the programme (i.e. a student’s registration) is suspended during a leave of absence. A student is not expected to be engaged in any activities related to the programme, and is not permitted to remediate a failed module(s) while on a leave of absence.

Decisions in relation to I and IX grades are made by a Programme Board on a case-by-case basis.

Please note: a student is expected to confirm their re-registration when they are due to return to the programme.

Grants and payments under grants

If a student receives external funding, including grants, and they apply for a leave of absence, they should consult with the sponsoring/funding agency e.g. county council, hospital, after they have spoken to their Programme/School Office.

Additional information is available on the Fees and Grants website.

Fees implications

Fees in general
A student cannot return from a leave of absence where they are in bad financial standing with the University i.e. where they owe monies to UCD.

Undergraduate Fees
Your Student Centre Contribution and Student Centre Levy are pro-rated by semester if you take a leave of absence. If you are registered for only one semester you only pay these charges for that semester. If you paid your fees in full earlier this academic year, you will receive a refund of half Student Centre Contribution and Student Centre Levy once your leave of absence has been approved.

Graduate Fees
For your tuition and Student Centre Levy, your fees are pro-rated by term/trimester. If you take a leave of absence you only pay for the trimester(s) for which you are registered. If you paid your fees in full earlier this academic year, you will receive the appropriate refund amount.

Grants and Grant Maintenance
A student must be registered in order to be entitled to receive grant maintenance. If taking a leave of absence for a semester (undergraduate) or trimester (graduate) you are not registered for that period and so can't receive a grant maintenance payment.

Immigration issues

An international student with a residence permit from the Garda National Immigration Bureau (GNIB) is advised to consult with the International Student Adviser prior to applying for a leave of absence. The validity of the residence permit may be affected by college registration status.

Campus entitlements

While on a leave of absence, a student is not entitled to use the facilities of the campus. This includes health services, the library, UCD Residences and Blackboard. However, UCD Connect access remains available.

Programme curriculum and requirements

When a student returns from a leave of absence they are governed by the University's Rules, Regulations, Codes and policies and procedures in place on their return. They are also subject to the programme curriculum and programme requirements in place for the programme on their return. Students should be reminded that the University cannot guarantee that the same modules available prior to or during a leave of absence period(s) will be available when they return. For further information on your programme, please contact your Programme/School Office.

Useful links and applications forms

Leave of Absence Policy
Undergraduate Guide
Graduate Guide
Application form:
Guide to completing the form
Policy on Theses in Graduate Research Programmes
Policy on Theses in Graduate Taught Programmes
Policy on Extenuating Circumstances
Programme/School Offices
Student Advisers
Students’ Union
Student Desk

Frequently asked questions

How long can I take a leave of absence for?

The total amount of leave of absence time that a student may be permitted to take over the course of the programme is at the discretion of the Programme Board. The academic coherence of a student's study is a key consideration in all leave of absence applications.

A student on an undergraduate programme may apply for a leave of absence for a period of one or two semesters. NOTE: In some programmes with a clinical or work placement component, the programme structures may require that a student take more than two semesters at a time. Clinical or work placement aspects of the programme must be taken into account when an application is considered by the relevant Programme Board.
A student on a graduate taught programme may apply for a leave of absence for a period of one, two or three terms.
A student on a graduate research programme may apply for a leave of absence for a period of one, two or three terms. In extenuating circumstances, they may apply for a leave of absence for a period equivalent to one term if the timing of the absence spans two terms.

A leave of absence for the purposes of maternity leave from the programme is normally for a one year period. This period of leave may be for longer or shorter at a student's request.

Why would an application be refused?

First semester of the undergraduate programme (i.e. first semester of Stage 1): Applicants to UCD undergraduate programmes may seek to defer a place they have been offered through the CAO, and should refer to https://myucd.ucd.ie/programme_info/gen_reg.ezc for information on how to defer a place before they accept it through the CAO. In the event that someone has accepted a place through the CAO and wishes to defer it, they must write/email UCD Admissions outlining their reasons. They must not be going to another third level institution and must re-apply through the CAO the next year for the deferred course only. Such deferral applications are accepted up until 01 October, whether a student has registered or not. Applications received after this date will only be considered in extenuating circumstances, usually illness. In fairness to applicants the following year, there is a limit on the number of deferrals granted in each programme.
First term of the graduate programme: Applicants to UCD graduate programmes may seek to defer a place they have been offered, and should contact their School Office to see if this is permissible. Information is also available at http://www.ucd.ie/apply/grad_taught_apps.html. In the first term of a programme a student is not normally eligible for a leave of absence unless there are extenuating circumstances.
Depending on the programme requirements and structure (including clinical or work placement components) or research supervisory arrangements, it may not be possible to grant a requested leave of absence. Where this is the case, the Programme Board/Graduate School Board will recommend either an alternative leave of absence period or an alternative arrangement to support a student in completing the programme.
A student who has been in receipt of payment(s) under a grant may not be eligible for a leave of absence. UCD Registry cross-checks leave of absence decisions with grants payments and regularly confirms the status of students with funding agencies in an academic session.
Where a student has pending disciplinary action they are not eligible for a leave of absence.
Where a Programme Board/Graduate School Board refuses a leave of absence application, they have a responsibility to suggest an alternative solution for the student.

What do I need to do when I am due to return?

Students due to return to their programme will be automatically able to register to their programme. It is their responsibility to ensure they confirm their registration via SISWeb. (Link to Registration page)

Students will be governed by the University's Rules, Regulations, Codes, policies and procedures, and the programme requirements and structure in place at the time of their return.

Students must notify their Programme Office of their intention to return to the programme as early as possible and before the end of their leave of absence period. NOTE: This is particularly important where the programme has a clinical or work placement component.

If a student does not return from a leave of absence and confirm their re-registration via SISWeb within the first six weeks of the semester they are due to return or have not applied for a further leave of absence period their registration will be cancelled.

Additional information in relation to returning from a leave of absence can be found in section 8 of the Guide to the Leave of Absence Academic Policy (Graduate Guide (link), Undergraduate Guide (link))

What happens if I need to take a leave of absence after a semester has started?

Students should apply for a leave of absence on the official University form in advance of the start of the leave of absence period requested.

A student may apply for a leave of absence up to six weeks into a semester. (Normally students would be refunded any fee payment that they have made.)
After the first six weeks into a semester, and where there has been programme activity, an application under the Policy on Extenuating Circumstances is the appropriate course of action.

A leave of absence application is considered retrospective when the period of time applied for has passed e.g. applying for a semester 1 leave of absence in semester 2. Retrospective leave of absence is not normally permitted. However, it may be granted by a Programme Board where it is satisfied that

the student has extenuating circumstances, and
there is no other available solution for the student given their circumstances, and
the student has not normally been engaged in any programme activity.

A retrospective leave of absence application is an option where there is no other solution. However, a student who has been in receipt of grant payments for the period of time applied for is not entitled to a retrospective leave of absence.

Will the University contact me while I am on a leave of absence?

During a leave of absence:

A student's participation in the programme is suspended and they are not registered;
The only service provided by the University is access to the UCD Connect account;
The University will, prior to a student’s return date, provide them with information on re-registration procedures.

While you are on a leave of absence, the University will send you a letter at the start of June providing information on returning from a leave of absence, including information on support services and who to contact if you have any questions. Prior to registration and your return date, you will receive an email on re-registering.

What if I want to extend my leave of absence period?

Where you need to take a further leave of absence period you should contact your Programme Office/School Office before the end of your approved first period of leave of absence in order to make a formal application for a further leave of absence.

The application process is the same as when you made your first application i.e. you complete the official University leave of absence application form in advance of the start of the leave of absence period requested and submit your completed form to your Programme Office/School Office.

UCD, Belfield, Dublin 4, Ireland. Tel : 353-1-7167777