Applications for Leave of Absence for Undergraduate and Graduate Students as a Result of the COVID-19 Pandemic and Payment of Fees for Maintaining Student Status

The 16/2564 Dean’s Meeting on August 16, 2021 considered the matter regarding Applications for leave of absence for the first semester of the 2021 academic year for students at the graduate and undergraduate levels who are unable to take part in practicum, professional practical training, work on projects on campus or to do laboratory work for research purposes due to the closure of the university premises resulting from the spread of COVID-19 including those who are unable to undergo off-campus practical training during the 2021 semester in the case of undergraduate students and for graduate students those who are unable to do field work data collection and in case of other circumstances beyond their control resulting from the spread of COVID-19. The Dean’s Meeting has resolved the following:

Students wishing to apply for a leave of absence in the first semester of the 2021 academic year for those reasons should submit their request form (CR 49) to their advisor by August 30, 2021.

For undergraduate students

• The student’s academic advisor submits the student’s request to the Faculty Registrar to process and obtain approval from the work unit’s Administrative Board. 

• The work unit submits the list of students’ names and the program of their affiliation to the Office of Academic Affairs by September 15, 2021 so that it can be presented to the President to grant formal approval. The period of this leave of absence will be not counted as the student’s accumulated period of study and fees for maintaining student status will also be waived.

• The Office of Academic Affairs notifies the Office of the Registrar and relevant work units.

Students whose requests for leave of absence have been approved for the reasons aforementioned will receive a waiver for the fees to maintain their student status and will also retain their rights to possibly graduate with honors.

For Graduate Students

• Once the student has submitted the request form (CR 49) to the advisor that request will be processed to the Program Management Committee for consideration / in cases where it is necessary as stipulated above, the Faculty Registrar shall process the matter to the Dean for approval.

• The work unit submits the list of students’ names and the program of their affiliation to the Graduate School for consideration for its approval by September 15, 2021.  The period of this leave of absence will be not counted as the student’s accumulated period of study and fees for maintaining student status will also be waived.

• The Graduate School will process the matter to the President for formal approval and notify the Office of the Registrar and relevant work units.  In such cases where a student’s status is maintained while awaiting publication of papers or results of English proficiency tests according to the criteria deemed by the University for graduation in the first semester of the 2021 academic year, the following shall be undertaken:

• The student submits a request for maintaining his/her status as a student for the first semester of the 2021 academic year (CR 32) to the advisor by August 30, 2021.

• The advisor processes the student’s request to the Department Head and/or the Chairperson of the Program Management Committee after which the Faculty Registrar will present the matter to the Dean for consideration for approval.

• The work unit submits the list of students’ names and the program of their affiliation to the Graduate School for consideration for its approval by September 15, 2021.

• The Graduate School will process the matter to the President for formal approval and notify the Office of the Registrar and relevant work units for their information and compliance.

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