General Leave of Absence Policy

A student may request a leave of absence due to occurrence of medical problem(s), serious personal problems, pregnancy, or military deployment. In the event of a medical problem, the request must be accompanied by a letter from a physician, medical provider, or a personal psychologist/psychiatrist describing the nature of the disability for which the leave is requested and the estimated length of time needed for recovery.

When a student in the Reserves or in the National Guard is called to active duty, the student must notify their Program Director and Office of the Registrar, and provide proof of deployment prior to being deployed. The proof may be faxed, mailed, or hand-delivered. It may take the form of general orders cut by the company commander. International students must meet with the International Student Advisor to understand how taking a leave of absence will affect their immigration status.

A student requesting a leave of absence is required to obtain approval and provide a completed Request for Leave of Absence form to the Office of the Registrar, which will notify the appropriate departments for necessary actions. It is the student’s responsibility to obtain approval from the Program Director, Financial Aid, Student Accounts, and the Academic Dean, who shall determine whether or not the leave is to be granted and the conditions under which the student may return to KGI. The terms and conditions of the leave will be determined by the Academic Dean and will be documented prior to the student taking the leave.

It is the student’s responsibility to inform KGI of any change of address or circumstances while on a leave of absence.

Extensions beyond this require additional approval prior to the original leave of absence return date. Students who do not return at the end of the leave will be administratively withdrawn and must reapply through the readmissions process.

Leave of Absence Conditions 

The usual limit for a leave of absence is two academic semesters or less. Leaves of absence may be extended to a maximum of two years. A leave of absence, if approved, will take into account the following conditions:

  • Leave of absence extensions require additional approval prior to the original leave of absence return date
  • Students who do not return by the leave of absence return date will be administratively withdrawn and must reapply through the readmissions process.
  • Students must return to classes, rotation, or internship
  • Students must be currently enrolled in academic courses; if a student is withdrawn for any reason, a request for a leave of absence cannot be considered until the withdrawal is resolved
  • Students who receive financial aid should meet with a financial aid counselor before going on a leave
  • After the eleventh week of the semester, a student may apply for a leave of absence only for medical reasons or due to military deployment
  • Students who take leaves should be aware that more than six months on leave will cause many student loans to go into repayment; Students should see their financial aid counselor for more information on how their loans may be affected by a leave of absence
  • When a student is activated for military duty during the semester, KGI will:
    • Excuse tuition for that semester; any payment made will be credited to the student’s account
    • Expunge the student’s record of registration so that the student is not penalized for being called to active duty
    • If a student is called to active duty near the end of the semester, the student and faculty members may determine that incomplete (I) grades are more appropriate. In this case, tuition will not be waived.

Academic Standing

A leave of absence will not be granted to a student who is currently on academic probation unless it is a leave due to a serious medical issue or condition and only with the permission of the Academic Dean.

Returning From a Leave of Absence

Students returning from an approved leave of absence are required to obtain approval and submit a completed Request to return from Leave of Absence form to the Office of the Registrar, which will notify the appropriate departments for necessary actions. This form should be submitted no later than July 1st for reinstatement of the fall, November 1st for reinstatement of the spring, and March 1st for reinstatement of the summer term. Supporting documentation may be required for return from leave of absence requests; this may include permission from the Dean of the school, medical releases, or other supporting documents.

Upon returning from a leave of absence, students should meet with their program advisor to ensure appropriate selection of courses and make arrangements for registration with the Office of the Registrar.