Policy Scope
The following policy applied to all UNMC graduate students. Permission to take a leave of absence shall be solely within the discretion of the Graduate Dean (or designee) in consultation with the student’s graduate program administration, based upon the circumstances, and evaluated on a case-by-case basis
Definitions
Leave of absence (LOA): An official period of time away from university enrollment that does not indicate withdrawal from the university. Reasons for the LOA may include, but are not limited to, excessive delays in completion of coursework or inability to continue with coursework due to health, personal, financial, or family circumstances.
A LOA may or may not include grades of incomplete, withdrawal from current courses and/or term(s) without enrollment depending on the nature and timing of the leave. A LOA halts progression within the curriculum clock but does not excuse the student from any current course requirements.
Because a LOA is an official change in status, the dates of a LOA will be indicated on a student’s UNMC transcript. Students in certain course-based graduate programs at UNMC may not be required to maintain continuous enrollment. Thus, students in these programs may have periods of non-enrollment up to one year in length without taking a formal LOA. Students should consult their program director or Graduate Studies to learn more about the possibility of discontinuous enrollment.
Short-term leave of absence: An official LOA for a period of less than or equal to three weeks (21 calendar days).
Extended leave of absence: An official LOA for a period greater than three weeks (21 calendar days).
Procedures
1. Considering a LOA (Consultation Phase)
Prior to requesting a LOA, the student should consult with the following individuals and offices to discuss the possibility of a LOA and begin to draft a potential LOA plan. These consultations need not occur in the order outlined.
A. Advisor/Supervisor
i.For thesis-option M.S. and Ph.D. students, these conversations with theadvisor/supervisor typically involve a discussion of how and to what extent the student’s research could be paused or continued by others during the LOA. Depending on the nature of the research and the source of funding, other members of the research team may need to continue the studies in the student’s absence. The potential impact of this pause or continuation by others on the scope of the student’s thesis or dissertation should also be discussed.
ii.Students with a 0.33 to 0.49 FTE who receive a stipend, should also discuss the impact of the LOA on their stipend. A LOA may require the suspension of the stipend, and this is often determined by a variety of factors, including but not limited to the duration of the leave and the source of the stipendContinuation of stipend support during the LOA cannot be tied to expectations of coursework or research activities as no activities related to the student’s education program can be performed during a LOA.
iii.For non-thesis option M.S. students, these conversation with the advisor usually focus on the potential impact of the LOA on coursework and degree timeline.
B. Graduate Program/Subplan Director
i.The student’s graduate program/subplan director, often in conjunction with the student’s advisor and/or graduate studies, is best positioned to provide information about how the LOA will impact completion of the curriculum requirements. The program director can facilitate conversations with course directors if the student is enrolled in didactic courses.
ii.The student’s graduate program/subplan director can assist the student and their advisor/supervisor throughout the consultation process.
C. Course Director(s)
i.If the student is enrolled in didactic courses, then the student should discuss how a LOA will affect these courses and options for course completion.
ii.Many factors, including the duration of the leave, its timing during a semester, and the nature of the course will dictate what options are available for course completion. Likewise, if the leave spans the end of a semester, these factors will determine whether a grade of pass, incomplete, or a course withdrawal is appropriate.
iii.Grades of incomplete may be awarded when certain conditions are met. Given these considerations, it would be uncommon for a grade of incomplete to be awarded for seminar, journal club, or thesis and dissertation research courses.
D. The Office of Graduate Studies
i.Throughout the consultation phase, Graduate Studies can assist the student, advisor/supervisor, and/or program director
ii.Graduate Studies can help identify options, explain processes, facilitate communications and connections, among other support services.
iii.The IGPBS or MSIA director and UNMC ombuds can also serve as resources during the consultation phase.
E. International Student Advisor (if student has an F-1 or J-1 visa)
i.International students may stay in the US during a LOA only if the LOA is taken for a medical reason.
ii.The student should work with the International Student Advisor to ensure that they obtain the required documentation from an appropriate healthcare provider.
F. The Office of Financial Aid
i.A LOA is considered an attendance withdrawal for students receiving federal student financial aid. Because students are not considered enrolled during the LOA, a LOA can affect a student’s Satisfactory Academic Progress for financial aid. Repayment of federal student aid may be required before a LOA can be granted in the middle of a term.
ii.Students receiving federal student grants or loans are required to visit the Financial Aid Office prior to finalizing a LOA.
iii.Student loan lenders and the Department of Education are notified of the student’s non-enrollment and date they last attended classes. Student loans are placed in their six-month grace period during the LOA status.
G. The Student Health Program Coordinator (primary contact for insurance program).
i.The impact of a LOA on a student health insurance depends upon a variety of factors, including but not limited to the source of the student’s insurance, and potentially the timing and duration of the LOA.
ii.The Student Health Program Coordinator can outline options to maintain coverage if the situation indicates a potential for a lapse in coverage during the LOA.
It is not always feasible, from the outset, to determine the ultimate duration of a LOA. However, it is helpful in the context of the above consultations to discuss the expected leave duration so that practical matters pertaining to the leave such as coursework and financial implications can be outlined accurately. This helps to ensure that the student, advisor/supervisor, and program have the information needed to make the best decisions possible.
2. Requesting a LOA
A. To request a LOA, students should log into MyRecords and click on the on the “Change of Status Form” in the “Change of Status” box on the right side of the screen. The date the LOA is to be effective and a tentative return date (this can be modified as needed) should be indicated on the form.
i.If necessary, this request form can be completed on the student’s behalf by the Office of Graduate Studies.
B. Upon receipt of the LOA request form, the Office of Graduate Studies will communicate with the research advisor/supervisor and program director regarding additional details of the LOA plan.
i.The program director will indicate if a grade of pass, incomplete, or course withdrawal is needed for each course.
ii.The supervisor will indicate if the student is supported by an institutional training grant; If so, the training grant PI(s) will also be notified of the LOA, including start and end dates.
iii.Student and their advisors/supervisors may also provide documentation of any agreement regarding how and to what extent the student’s research will be paused or continued by others during the LOA.
C. Students are normally granted a maximum of twelve months of LOA during their enrollment in the program. The twelve-month maximum is cumulative if a student takes multiple LOAs during their enrollment in the program. In extenuating circumstances, the Graduate Dean (or designee) may extend the LOA beyond twelve months. LOA time will not be counted against the time limit to complete the program.
D. Active duty military personnel will be granted a leave of absence in accordance with federal guidelines adhered to by the University of Nebraska Medical Center.
i.Military personnel who are required to use a LOA must communicate these orders to their faculty advisor and appropriate program administration prior to taking leave. This includes extended or short-term leave. Failure to communicate this leave may result in administrative action.
ii.Military deployment time does not count against the time limit to complete the program.
3. During a LOA
A. During a LOA, students may engage in part- or full-time employment, including at UNMC.
B. In most circumstances, students will be allowed to retain access to academic resources such as their ID card, email, network computer drives, student information system, library, and mailboxes for up to one year while on LOA.
i.At the end of one year, access to these resources will be terminated unless the LOA has been extended.
ii.Continued after-hours access to UNMC buildings during the LOA will be determined by the Graduate Dean (or designee) in consultation with the student’s research advisor/supervisor and/or graduate program director.
4. Returning from a LOA
A. Students who are on a LOA are responsible for notifying the Graduate Studies Office and the Graduate Dean (or designee) by email, of their intention to return to classes no later than one week prior to the anticipated return date from an extended leave and no later than three business days prior to the anticipated return date from a short term leave.
i.Prior to notifying Graduate Studies, students should contact their advisor/supervisor to discuss their return from a LOA.
ii.Students can return from a LOA earlier (or later) than originally planned. Students should notify their advisor/supervisor, their graduate program/subplan director, the Graduate Studies Office, and the Graduate Dean (or designee)of any changes in duration of the leave.
B. In general, return from a LOA that extended through the end of an academic semester or session, must coincide with the start of another semester or term. In other words, if the Add/Drop period of a given semester or term has passed, then the student cannot return from the LOA until the start of the next semester or term. In rare cases, it may be possible to return from a LOA after the start of a semester. This possibility is influenced by many factors, including but not limited to the timing of the return and the number of credits required for a return to full time status. Any return from a LOA after the start of a semester must be approved by the Graduate Dean (or designee). The request for approval must be submitted at least one month in prior to the desired return date. The Graduate Dean (or designee) will determine the feasibility of the request through consultation with all necessary offices and individuals.
C. Return to the program is predicated on space in the program and administrative approval.
D. For thesis-option MS students and PhD students, return to the original project and advisor/supervisor from an extended LOA may also be contingent upon availability of funding to support the student. If funds are not available, then the student may return and initiate a change in research advisor.
E. For non-thesis-option MS students, return to the original advisor after an extended LOA is contingent upon the advisor’s availability. If the original advisor is not available, then the program can identify a new advisor for the student.
F. Failure to return to the program after 12 months of LOA may result in administrative withdrawal from the program.
i.In the case of administrative withdrawal, re-entry into the program would require reapplication through the usual admissions process, with no guarantee of re-admission.
Approved by UNMC Graduate Council 02/2026