Policy 2.3: Leave of Absence 

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.

• Leave does not resolve or suspend academic standing. A student may be placed on Academic Alert or Final Academic Alert at the beginning of a quarter in which the student is on leave, where the status is based on performance during quarters in which the student was enrolled, including approaching or passing degree or certificate time limits. A student’s alert status cannot be further changed until the quarter following the quarter in which the student returns from leave (UW Graduate School Policy 3.7: Academic Performance and Progress, §3.7.6). A student who is not registered in summer likewise cannot be required to meet expectations described in an Academic or Final Academic Alert, except to meet time-to-degree limits (UW Graduate School Policy 3.5: Graduate Student Status: Leave, Withdrawal, Reinstatement, and Re-Entry Policies, §3.5.2.1).
• Leave may affect eligibility for financial aid, scholarships, and academic student employment or fellowship appointments. Students should consult the UW Office of Student Financial Aid and School of Nursing Scholarships Office (sonscholarships@uw.edu) to discuss further.
• 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.
• Leave is not available for summer quarter and may not be requested. Students retain their student status in summer regardless of whether they register, and summer is not counted among the quarters of non-enrollment that require a returning student request or reinstatement (Graduate School Policy 3.5.2).
• Where a student’s curriculum grid requires summer registration, the student must register. A student who does not register for required summer curriculum may be placed on Academic Alert. A student who cannot meet a required summer term requests an altered progression plan rather than leave.
• Students on leave may be required to complete administrative tasks to maintain graduate student status, but cannot be required to make academic progress. Deadlines for resolving an Incomplete grade are unchanged while a student is on leave (see UW School of Nursing Policy 1.3: Grading & Incompletes).

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 adviser 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 adviser 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). Quarter-off eligibility is not available to graduate students.
• 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 Request Form and pay the non-refundable Enrollment Confirmation Fee. The Returning Student Process includes several steps beyond the request form, and quarterly submission and completion deadlines apply. See UW School of Nursing Policy 2.4: Reinstatement for the full process.

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 adviser 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 adviser 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 Graduate School Policy 3.5.

Eligibility for On-Leave Status

To be eligible for On-Leave Status, a graduate student must satisfy the requirements of Graduate School Policy 3.5.1.2, including the following.

• Prior status: The student must have been registered or on leave the quarter immediately prior, and must have completed at least one quarter of graduate study at UW.
• Not registered: The student must not be registered on the first day of the requested on-leave quarter. Students may drop all courses before the first day of the quarter to become eligible.
• No other student status: The student must not be registered in any other student status, including Non-Matriculated or Graduate Non-Matriculated. Enrollment in another status terminates On-Leave Status even if those courses are later dropped (see UW School of Nursing Policy 2.5: Graduate Non-Matriculated (GNM) Enrollment).
• Program approval: All graduate programs in which the student is enrolled must approve the request. Students enrolled in two graduate programs submit one request and pay one fee.
• International students: Students on F-1 or J-1 visas should consult International Student Services before final approval of leave.

Steps for Petitioning for On-Leave Status

1. Review policies and procedures outlined in Graduate School Policy 3.5: Graduate Student Status: Leave, Withdrawal, Reinstatement, and Re-Entry Policies.
2. Obtain written approval from the student’s faculty adviser (CIPCT, PhD, Certificate), Specialty Director (DNP), or Supervisory Chair.
3. Approvals are submitted by email to the Graduate Program Adviser (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. The request opens in MyGrad two weeks before the first day of instruction. Students are encouraged to submit at least five business days before the first day of classes so that, if the request is denied, they still have time to register.
5. Submit the quarterly non-refundable $25 On-Leave fee online through MyGrad. This fee is not automatically billed to the student account.

   Three deadlines apply:

   • The student request is due by 5 p.m. Pacific on the last day of instruction.
   • Departmental approval and fee payment are due by 5 p.m. Pacific on the last day of the quarter. A request not approved and paid by the deadline is withdrawn automatically, and the student must then request reinstatement or re-entry.
   • Students relying on loan deferment reporting should complete the request and payment by the second Friday of the quarter.
6. Upon return from On-Leave status, meet with your faculty adviser, Graduate Program Adviser, and/or supervisory chair. The Graduate Program Adviser will ensure resubscription to the appropriate program communication lists.

Summer Quarter

• An Academic Alert issued at the beginning of summer by a program that does not require summer registration extends through autumn quarter.
• A student who cannot meet a required summer term consults the program adviser, who facilitates review and approval by the relevant Coordinating Committee (see UW School of Nursing Policy 1.1: Academic Performance & Progress, School of Nursing Policy 1.5: Program Duration & Graduation Eligibility, and UW School of Nursing Policy 1.6: Course Repeat Policy).

Graduate Certificate Students

• Graduate Certificate students are matriculated graduate students and subject to the same continuous enrollment expectation as other graduate students. A certificate student who will not register for a quarter requests On-Leave Status.
• A student enrolled in both a degree program and a graduate certificate submits one On-Leave request covering all graduate programs in which the student is enrolled.
• A certificate student who does not maintain continuous enrollment and does not hold On-Leave Status returns through re-entry rather than reinstatement (see School of Nursing Policy 2.4).

Multi-Quarter and Military Leave

On-Leave Status is requested and paid on a quarterly basis. Peace Corps volunteers, military personnel, UW Fulbright fellows, and Bonderman fellows may request up to three consecutive quarters in a single request, with the fee assessed for each quarter. Military On-Leave Status under UW Student Governance and Policies, Chapter 102: Registration, §7.D provides continuous enrollment status for up to one year from the date leave is granted or up to one year after discharge, and the fee is waived. On-Leave Status ordinarily does not extend beyond four successive quarters.

Decision Timeline

On-Leave requests may be approved or denied at the program’s discretion, consistent with written program policy. Where a request is submitted at least five business days before the first day of classes, a denial is issued no later than the sixth day of the quarter, so that the student retains sufficient opportunity to register for courses.

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 Adviser prior to requesting leave to fully understand the impact on clinical progression.

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

Return from Leave: Upon return, graduate students meet with their faculty adviser, Specialty Director, or Supervisory Committee Chair and Graduate Program Adviser 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.

D. Program Withdrawal (Graduate Students)

Withdrawal from a graduate program is distinct from leave. A student in graduate student status may request withdrawal from a graduate program, effective the quarter following the request. For doctoral students, with program approval, this request may be made in conjunction with a request to move into an exit master’s degree where one exists for that program. A student who withdraws from a program may return only through reinstatement or by submitting a new application for admission (Graduate School Policy 3.5.3; see School of Nursing Policy 2.4: Reinstatement). Students considering withdrawal should consult their Graduate Program Adviser and faculty adviser before submitting the request.

III. Roles & Responsibilities Summary

Last updated: September 2026