Graduate Leave of Absence

A graduate student may request a leave of absence for health, parental, or personal reasons.

Overview

Mason understands that a graduate student may experience life events that impact the student’s time and capacity to devote to their education program. A leave pauses the student’s status, with the opportunity to return to their program at a set time. Graduate students looking to take a leave due to U.S. military service should refer to the Military Activation Policy. Information about the other leave options is below. Please note that all graduate leave of absences (LoA) are for future terms. If you need to take a leave in the middle of the semester, withdraw options are still available.

*Students who are eligible for termination must first work with their college to secure an exception request before a leave of absence can be processed. Please see the Graduate Academic Exceptions page.

Students who feel they need to take a leave but are unsure if they meet the eligibility or which type of leave to take should connect with the Graduate Division. It is understood that there are life circumstances that may require exceptions to policy, and there is an exceptions process to make such a request. The Graduate Division can assist students in determining if an exception request will be needed.

The Graduate Student General Leave of Absence (GLoA) is intended for graduate students who need a break from their studies.

Overview

The GLoA is available to graduate students in a master’s or doctoral degree program who have been enrolled for at least one term or equivalent for their academic program and are in good standing. A graduate student looking to take a leave due to health reasons or becoming a parent should explore the other leave options listed on this website. Students looking to take a leave due to U.S. military service should refer to the Military Activation Policy. Students who need to take a leave prior to their first term of enrollment should refer to the deferral policy. Graduate students should review the GLoA policy before initiating the GLoA process.

Procedure

The process for taking a GLoA begins with a conversation between the graduate student who wishes to take the leave and their advisor, program contact, or the Graduate Division. The leave process is initiated by the graduate student submitting a GLoA request form. The request form should be submitted at least six weeks prior to the start of the term for which the graduate student wants to take a leave, but no later than the day before the leave term begins. There are no exceptions to when the leave request will be accepted in order to ensure the request will be processed prior to the beginning of the term. 

Once a request for a GLoA has been submitted, the form will be sent to the student’s Dean’s Office in the respective college/school. Students will receive an email notification from their college/school Dean’s Office that shares any  potential impact of their leave. The form will be sent to the Office of Financial Aid if the student has aid on their account. The form will be sent to the Office of International Programs and Services if the student is an international student. Finally, the form will be sent to the University Registrar for processing. The routing of the request form is to ensure  that  all  the  necessary  administrative  parties have been notified of the student’s leave and that the student is aware of the potential impact to their course of study.

Students will be notified by email when their leave has been processed and applied to their record by the University Registrar. Please note that a student cannot be registered for courses in the requested leave term. Registration will need to be dropped by the student before the leave request can be submitted. A graduate student is not considered to be on an official leave until they have received the notification from the University Registrar.

Cancellation

A graduate student requesting a GLoA may elect to stop the process or cancel the request at any point prior to the start of the term for which they want to take a leave by logging back into the GLoA form site and requesting to “end” their leave. Students can follow the steps listed on the Registrar’s electronic resources page. The GLoA cannot be reversed once the term of the leave has begun.

Return

A graduate student returning from a GLoA should register for courses in their established term of return by the add/drop deadline. Students should connect with their program contact regarding academic advising and may refer to the academic calendar for guidance regarding their registration time.

Extension

A graduate student wishing to extend their GLoA should refer to the GLoA policy for guidance. GLoAs are taken one term at a time and cannot exceed one year over the course of a student’s program. To request an extension of leave for a second term, submit the request form at least six weeks prior to the start of the term for which the graduate student wants to take a leave, but no later than the day before the second leave term begins.

Exception

A graduate student who does not meet the eligibility requirements but wishes to take a leave or is wishing to request any other exception to the stated policy will need to complete an exception to policy by submitting a statement and any supporting documentation or information the student believes is relevant to geappeal@gmu.edu.

Appeal

Should a student’s GLoA policy exception request be denied, the student has one level of appeal to the GraduateAcademic Appeals Committee (GAAC). More information can be found here under the title “Appealing the Denial of an Academic Exception Request”.

The Graduate Student Medical Leave of Absence (MLoA) is intended for graduate students who need a break from their studies for medical reasons.

Overview

The MLoA is available to graduate students in a degree or graduate certificate program. A graduate student looking to take a leave due to becoming a parent or for non-medical related needs should explore the other leave options listed on this website. Students looking to take a leave due to U.S. military service should refer to the Military Activation Policy. Students who need to take a leave prior to their first term of enrollment should refer to the deferral policy. Graduate students should review the MLoA policy before initiating the MLoA process. 

Procedure

The process for taking a MLoA begins with a conversation between the graduate student who wishes to take the leave and their advisor, program contact, or the Graduate Division.

A request for medical leave can be initiated by one or a combination of the following persons/offices: the student (in consultation with their health care clinician); the student’s clinician; the student’s program/college/school office; or the Graduate Division. The health care clinician may be a physician, psychiatrist or psychologist, social worker, or nurse practitioner. If a clinician or academic administrator would like to complete the form on behalf of the student, please email the Graduate Division for instructions on how to complete the MLoA form.

The request form should be submitted at least six weeks prior to the start of the term for which the graduate student wants to take a leave, but no later than the day before the leave term begins. There are no exceptions to when the leave request will be accepted in order to ensure the request will be processed prior to the beginning of the term.

When submitting a request for MLoA, the submitter will enter the email address of the student’s department or program coordinator and the advisor or mentor who will be notified of the student’s leave. All MLoA forms submitted are routed to the Graduate Division, and the Graduate Division will reach out to the student, if needed. The following documentation is required to be uploaded as part of the formal request:

• A letter from the clinician, on official letterhead stationery or via e-mail, addressed to the Associate Provost for Graduate Education (APGE). The letter should state that in the clinician’s opinion a medical leave is warranted. Details of the illness or condition should not be included.

The purpose of the documents is to have verification from a clinician that there is a medical need for a leave. Please note that international graduate students may be asked to provide additional documentation due to federal requirements. Requests for MLoAs by international graduate students will be routed through the Office of Disability Services (ODS) for review in accordance with existing processes.

Upon receipt of all documentation, the Graduate Division will review the materials for any concerns. The form is then sent to the Dean’s office in the respective college/school. Students will receive an email notification from their college/school Dean’s Office that shares any potential impact of their leave. Finally, the form will be sent to the University Registrar for processing. A graduate student is not considered to be on an official leave unless they have received the notification from the University Registrar. Please note that all courses for which the student is registered in the leave term will be dropped.

Cancellation

A graduate student requesting an MLoA may elect to stop the process or cancel the request at any point prior to the notification from the Registrar’s Office by contacting geappeal@gmu.edu. If the student wishes to cancel the leave after the request process is complete, they will need to contact the Graduate Division.

Return

A graduate student returning from an MLoA should register for courses in their established term of return by the add/drop deadline. Students are strongly encouraged to contact the Graduate Division before their return and should connect with their program contact for academic advising and may refer to the academic calendar for guidance regarding their registration time. International students need to email oipsregs@gmu.edu to return to prior visa status.

Extension

A graduate student wishing to extend their MLoA should contact the Graduate Division at least six weeks prior to the term of extension, but no later than the first day of classes in the requested leave term, and refer to the MLoA policy for guidance. MLoAs are taken one term at a time and cannot exceed one year unless under exceptional situations. To request an extension of leave for a second term, submit the request form at least six weeks prior to the start of the term for which the graduate student wants to take a leave, but no later than the day before the second leave term begins. If a student needs an exception, please see below.

Exception

A graduate student wishing to extend their MLoA beyond two consecutive semesters or wishing to request any other exception to the stated policy will need to complete an exception to policy by submitting a statement and any supporting documentation or information the student believes is relevant to geappeal@gmu.edu and submit a new request form. You will receive an email from the Graduate Division informing you of the decision. If the exception request is approved, the form will be routed to the Registrar's Office for processing. If the exception request is denied, the form will be also be denied.

Appeal

Should a student’s MLoA policy exception request be denied, the student has one level of appeal to the Graduate Academic Appeals Committee (GAAC). More information can be found here under the title “Appealing the Denial of an Academic Exception Request”.

The Graduate Student Parental Leave of Absence (PLoA) is intended for graduate students who plan to become parents via birth, adoption, foster or custodial care placement.

Overview

The PLoA is available to graduate students in a degree or graduate certificate program regardless of gender identity, marital status, and whether or not the student is the birth parent or non-birth parent. The approved PLoA time period must be taken in its entirety as one event. A PLoA can only be used once per child. Simultaneous births or placements are treated as one event. A graduate student looking to take a leave due to health reasons or for non-medical related needs should explore the other leave options listed on this website. Students looking to take a leave due to U.S. military service should refer to the Military Activation Policy. Students who need to take a leave prior to their first term of enrollment should refer to the deferral policy. Graduate students should review the PLoA policy before initiating the PLoA process.

Procedure

It is recommended that the process for taking a PLoA begin with a conversation between the graduate student who wishes to take the leave and their advisor, program contact, or the Graduate Division. The leave process is initiated by the graduate student submitting a PLoA request form. The student may schedule the approved PLoA to begin up to six months after the anticipated birth/adoption/placement of the child. The request form should be submitted at least six weeks prior to the start of the term for which the graduate student wants to take a leave, but no later than the day before the leave term begins. There are no exceptions to when the leave request will be accepted in order to ensure the request will be processed prior to the beginning of the term.

When submitting a request for PLoA, the student will enter the email address of their department or program coordinator and their advisor or mentor who will be notified of the student’s leave. All PLoA forms submitted are routed to the Graduate Division, and the Graduate Division will reach out to the student, if needed. The Graduate Division will verify PLoA eligibility and send a notification of the student’s leave to the Dean’s office of the respective college/school. Finally, the form will be sent to the University Registrar for processing.

Students will be notified by email when their leave has been processed and applied to their record by the University Registrar. A graduate student is not considered to be on an official leave unless they have received the notification from the University Registrar. Please note that all courses for which the student is registered in the leave term will be dropped.

Cancellation

A graduate student requesting a PLoA may elect to stop the process or cancel the request at any point prior to the notification from the University Registrar or after the request process is complete by contacting geappeal@gmu.edu.

Return

A graduate student returning from a PLoA should register for courses in their established term of return by the add/drop deadline. Students should connect with their program contact regarding academic advisement and may refer to the academic calendar for guidance regarding their registration time.

Action Required

Per Academic Policy 6.4.5, students need to provide a copy of a birth or placement record or equivalent documentation to the Graduate Division either before or upon their return from leave by:

1. Emailing a copy of the documentation and it will be deleted once reviewed; OR
2. Request a virtual appointment with a Graduate Division representative to have the documentation reviewed. 

Please email geappeal@gmu.edu to fulfill the above requirement.

Exception

A graduate student who would like to extend their leave, request to take the leave early or is wishing to request any other exception to the stated policy will need to complete an exception to policy by submitting a statement and any supporting documentation or information the student believes is relevant to geappeal@gmu.edu and submit a new request form.

Appeal

Should a student’s PLoA policy exception request be denied, the student has one level of appeal to the Graduate Academic Appeals Committee (GAAC). More information can be found here under the title “Appealing the Denial of an Academic Exception Request”.