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Absences, Leaves and Withdrawal from Graduate Studies

In most cases, you maintain continuous enrolment from the point of admission until the degree is complete (graduation). Circumstances occasionally arise that prevent you from remaining engaged in your academic work (e.g. illness, family emergencies, an unexpected financial necessity that university funding cannot ameliorate, career change, parental leave, etc.). With the exception of parental leaves, students who suspend their studies do not have access to university resources.

On this page: 


Notice of Extended Absence

In order to qualify as a full-time graduate student, you must be geographically available to and visit the campus regularly.

Without forfeiting full-time status, graduate students, while still under supervision and who remain registered, may be absent from the university (e.g., visiting libraries, doing field work, attending a graduate course at another institution, etc.).

If any period of absence exceeds four weeks in any one term during which you remain registered, a Notice of Extended Absence must be submitted to the Office of Graduate and Postdoctoral Studies.

Leave of Absence/Inactive Status

Note: Students with a Study Permit should also refer to the Authorized Leave for International Students section.

Normally, a leave of absence/inactive status will be approved only once for a maximum of two terms. Students who require more than two terms of leave should voluntarily withdraw from their program (see the policy on withdrawal from the university in the academic calendar) until they are ready to return to their studies. You may request a leave of absence/inactive status by submitting a petition to the graduate student appeals committee.

Students who are granted a leave of absence/inactive status will not be required to pay fees during that term; consequently, they will not have access to funding, university facilities or faculty (including program representatives, advisor, staff, Library, etc.) for the duration of the leave.

Terms spent on a leave of absence/inactive status do not count toward degree program time limits or the number of terms that graduate students may be eligible for financial support from the Faculty of Graduate and Postdoctoral Studies.

A petition for a leave of absence/inactive status should indicate:

  • The number of terms of inactive status requested.
  • The date of commencement of the first such term.
  • The reason(s) why inactive status is required (including documentation, if applicable).

Students who are granted a leave of absence/inactive status are expected to return at the end of the approved leave.

Parental Leave

Parental leave may be granted for up to three consecutive terms. Your parental leave will be granted with submission of the Notification of Parental Leave Form and supporting documentation (e.g. written confirmation from attending physician).

During an approved parental leave:

  • No tuition or incidental fees are assessed for the period of approved leave.
  • The student may be eligible for the Parental Leave Supplement.
  • Funding is suspended during leave, the period of approved leave does not count toward degree time limits.
  • The student retains access to university facilities (including program representatives, advisor, staff, Library, etc.) for the duration of the leave.

For information about parental leaves, and to determine eligibility for the Parental Leave Grant Program, see the Internal Scholarships and Awards.

Withdrawal

If you wish to withdraw from Laurier, you must complete the Withdrawal from Graduate Studies Form and must notify the dean or director of the program in which you are enrolled. For more information about withdrawing from your graduate program, see the Withdrawing from Laurier page.

You may take a withdrawal at any point in a term; however, you are responsible for acting in accordance with the academic calendar dates listed in the graduate academic calendar. If the withdrawal occurs after the deadline for dropping courses in a term, any uncompleted courses will be recorded as a failure.

You will not have access to university facilities (including program representatives, advisor, staff, library, etc.) for the duration of the leave.

Intention to Return to Program

You must contact your graduate coordinator (and supervisor where applicable) to plan your return to studies.

If you intend to return to your program following an absence of more than 12 months (three terms), you must re-apply for admission.

If returning within 12 months of the withdrawal:

  • Your return must coincide with the commencement of a term.
  • You must notify fgps@wlu.ca at least two months prior to your expected date of return to confirm a time ticket and to ensure that any funding arrangements will re-commence.

Tuition, Fees and Funding During Withdrawal

Notwithstanding any fees resulting from a late withdrawal, tuition and incidental fees are not assessed while you are withdrawn.

Funding is also suspended during a withdrawal, and the period of withdrawal does not count toward degree time limits. 

 

Authorized Leave for International Graduate Students

Complete the Authorized Leave of Absence for International Graduate Students form if you're: 

  • requesting a temporary withdrawal, and
  • a graduate student studying on a study permit at Wilfrid Laurier University.

Please see the section on Withdrawal from Graduate Studies for additional information on academic dates, tuition, fees and access to university resources while on leave.

You must speak with an international student advisor at Laurier International and your academic advisor before you submit your request for an Authorized Leave of Absence.

Conditions for an Authorized Leave from Graduate Studies

IRCC states that students may require leaves of absence during their studies while in Canada. To ensure you are considered as actively pursuing your studies:

  • Any leave taken must not exceed 150 days.
  • Leaves must be authorized by the university.

If you do not resume studies within 150 days, you must change your immigration status to visitor or leave Canada.

If you do not change your status or leave Canada, you will be considered non-compliant with your study permit conditions.

Note: If you have multiple leaves for various reasons, even if approved by Laurier, an IRCC officer may still determine that you have not fulfilled the condition of actively pursuing your studies.

Examples of Leaves of Absence

IRCC lists the following as examples of reasons for a leave of absence:

  • medical illness or injury
  • pregnancy
  • family emergency
  • death or serious illness of a family member
  • change in program of study within the same institution, outside a regularly scheduled break

Next Steps

After your request has been received in FGPS and reviewed you will be contacted via your MyLaurier email:

  • if there are questions regarding your request, and
  • to indicate the result of your application (approved/rejected).

Approval emails will include the result of the request, reminders and things that must be done to prior to your return date. Applicable fees will be re-assessed and pro-rated according to the effective date of withdrawal for the current term (refer to LORIS).

You must keep all documentation regarding your request and approval for a leave of absence for your own records. The authorized leave of absence letter may be requested from FGPS at any time after approval. The letter is only meant to supplement your own documentation to IRCC for future applications.

Note: Even with an approval from the university, final decisions on IRCC applications will be made by an IRCC officer at their discretion.

If you have any questions, email laurierinternational@wlu.ca.