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Policy 2.3: Leave of Absence 

Applies to: A/BSN, CIPCT, DNP, Certs, PhD

I. Policy Statement

The University of Washington (UW) provides formal mechanisms for students to take a leave of absence while maintaining their academic affiliation. The School of Nursing (SoN) follows these University-level policies, with additional program-specific guidance to support student progression and timely degree completion.

  • Students must be in good academic standing to be eligible for leave.
  • Leave does not extend time-to-degree limits (see UW School of Nursing Policy 1.5: Program Duration & Graduation Eligibility).
  • Students on leave are not registered and therefore may lose access to certain student services, financial aid, insurance, housing, or faculty supervision.
  • Summer Quarter does not require a leave request.

II. Process

A. General Steps for All Students

  1. Review the appropriate UW leave policy (Registrar for undergraduates; Graduate School for graduate students).
  2. Notify the SoN advisor of your intent to request leave, including anticipated return quarter.
  3. Submit the official UW petition or request according to your program type (see below).
  4. Review and address any potential impacts on financial aid, visa status, housing, or clinical placement prior to finalizing leave.
  5. Upon return, meet with your advisor to confirm program progression and resubscribe to program communications.

B. Undergraduate Students (A/BSN)

  • If the student has completed the preceding quarter at UW, they are eligible for one quarter off under the UW Quarter-Off Eligibility Policy (excluding Summer).
  • Students returning after one quarter off may register for the following quarter without reapplying.
  • Students who miss two or more consecutive quarters (excluding Summer) must file a Returning Student Re-Enrollment Form and pay the reinstatement fee.

Caution: Because of the sequencing of BSN coursework and clinical placements, a leave of absence almost always results in a delay in program progression. Students may be required to rejoin a later cohort and repeat certain coursework or clinical experiences. Students are strongly advised to consult with their undergraduate advisor before finalizing a leave request. See UW School of Nursing Policy 1.5: Program Duration & Graduation Eligibility for additional guidance.

Return from Leave: Upon requesting to return, students must meet with their undergraduate advisor to review course availability. Any required changes in progression (e.g., cohort shift or course repetition) will be determined in consultation with the BSN Coordinating Committee, which holds final approval for altered progression plans.

C. Graduate Students (DNP, PhD, CIPCT)

Graduate students must request On-Leave Status each quarter (except Summer) in accordance with UW Graduate School Policy 3.5.

  • Graduate Certificate students are not eligible for On-Leave Status under University policy.

Steps for Petitioning for On-Leave Status (All Graduate Programs):

  1. Review policies and procedures outlined in UW Graduate School Policy 3.5: On-Leave, Reinstatement, and Re-Entry Policy.
  2. Obtain written approval from the student’s faculty advisor, Specialty Director (DNP), or Supervisory Chair, and the Associate Dean for Student & Academic Affairs (sonadaa@uw.edu).
  3. Approvals are submitted by email to the Graduate Program Advisor (dnpadv@uw.edu for DNP; phdadv@uw.edu for CIPCT and PhD).
  4. Once approvals are secured, log in to MyGrad to submit the On-Leave request online. Requests must be submitted quarterly during the regular academic year to maintain graduate student status.
  5. Submit the required On-Leave fee payment online by 5:00 p.m. Pacific on the last day of instruction. (This fee will not be automatically billed to the student account.)
  6. Upon return from On-Leave status, meet with your faculty advisor, Graduate Program Advisor, and/or supervisory chair. The Graduate Program Advisor will ensure resubscription to the appropriate program communication lists.

Additional Note for DNP Students: For DNP students, a leave of absence disrupts the sequence of didactic and clinical courses. Because of course progression, a leave may significantly delay time to degree. Students may be required to rejoin a later cohort and repeat certain coursework or clinical experiences. Students must consult with their Specialty Director and Graduate Program Advisor prior to requesting leave to fully understand the impact on clinical progression.

See UW School of Nursing Policy 1.5: Program Duration & Graduation Eligibility for additional guidance.

Return from Leave: Upon return, graduate students meet with their faculty advisor, Specialty Director, or Supervisory Committee Chair and Graduate Program Advisor to review degree requirements. If leave has altered the standard progression (e.g., changed timing of milestones, course or clinical sequencing, or supervisory committee activity), the relevant Program Coordinating Committee (DNPCC, M/PhDCC) must review and approve the revised progression plan.

III. Roles & Responsibilities Summary

Task Student Faculty Advisor, Specialty Director, Chair Program Coordinating Committee ADAA Registrar / Graduate School OSAA / Advising Staff
Review relevant UW leave policies R I C
Notify advisor of intent to take leave R/A C I I I C
Submit leave request (MyGrad or Registrar form) R/A I I I I C
Approve leave request I R I A A C
Pay fee (Graduate only) R A
Confirm return and program progression R C A (if altered progression) I I R
Review and approve altered progression upon return (if needed) I C A (if altered progression) C I R/A (if no altered progression)

RACI Legend:

  • R = Responsible: Performs the task
  • A = Accountable: Ultimately answerable
  • C = Consulted: Provides input
  • I = Informed: Kept up to date

Related Policies & References

Last updated: September 2025