Problems or changes with your health, finance or personal life will almost certainly affect your academic progress. In such a situation, you may feel that you need to slow down or take a break from your study / research. If you want to stay enrolled but slow down the pace of your study, think about enrolling part-time or applying for an extension. However, if the issue is more serious and is making it impossible for you to continue with your studies, your best option is to take Leave of Absence, which is available to all postgraduates.

Leave of Absence (LOA)

Permitted Length of Leave

Students can take leave of absence up to an accummulated total of 12 months during the course of their degree. If you are a PhD student you need to inform your supervisor and fill out the relevant form provided by the School of Graduate Studies. See The PhD Handbook for more details. Other students need to check with their faculty offices for their procedures.
        
After a total of 12 months leave is accumulated, further applications would have to be presented as a special case. So if you are applying for leave beyond 12 months, ensure that you document your situation thoroughly in order to have plenty of evidence to support your case.
 
PhD students may also take Maternity Leave of up to 12 months. This is in addition to your entitlement to leave of absence.

Critical Dates to Consider

If you decide to take leave, you need to consider course fees, the critical dates for change of enrolment and the Higher Education Contribution Scheme (HECS) Census dates — 31 March for Semester 1 and 31 August for Semester 2. For example, if you decide to take LOA for first semester and you submit your LOA form on or before 31 March, your subjects / thesis will be changed to a withdrawal (WD) on your academic transcript and you will not be charged HECS or course fees. After this date, though, you may run into difficulties. Coursework postgraduates in particular need to consider dates after which taking leave from a course is deemed a fail. These dates vary according to whether the course is a semester or year-long program. Coursework students should also check if you are eligible for a refund of part or all of your fees.

    

Application Forms

PhD candidates can obtain applications for LOA from the School of Graduate Studies; other postgraduates can obtain application forms from your faculty office.    

Scholarship Status

If you hold a scholarship, you should notify the Scholarships Office that you are taking Leave of Absence. Your scholarship will be suspended while you are on leave and should resume when you re-enrol.  There are provisions for paid sick leave, recreational leave and maternity leave.  Check the terms and conditions of your scholarship    

Use of University Resources and Services

While on LOA you are not currently enrolled and therefore not officially entitled to use University resources and services such as the library, supervisory or department facilities. However, you can use the library if you are prepared to pay a membership fee.  You can also retain borrowing rights if your Head of Department is willing to indemnify you while on LOA.  Enquire at the Library . Graduates of the University qualify for a discounted rate. You may also be able to make arrangements to meet with your supervisor. An easier option may be to apply for an extension for your assignment or candidature, which means that you will still be enrolled and will therefore maintain your access privileges.    

International Postgraduates

International students are eligible to take LOA, but you must obtain approval from your Department. If you are a PhD candidate, you need to seek approval from the PhD Committee, and if you are sponsored you must seek your sponsor's permission. The Department of Immigration and Multi-cultural Affairs does not permit international students to stay in Australia for more than three months without doing any formal course of study.

Pregnancy aAnd Childbirth

Pregnancy and childbirth are conditions which entitle you to LOA. Students would normally be expected to seek a specific period of leave at least a semester in advance. A student parent who is not a child-bearer also has the right to apply for LOA.

Returning from Leave

On returning from LOA you are required to notify the relevant school or faculty. PhD candidates need to notify both the School of Graduate Studies and your faculty. Other postgraduates are required to inform your faculty in writing of your intention to resume your course on a particular date. Failure to do so could result in termination of your enrolment.    

Other types of leave specific to PhD postgraduates

Recreation Leave

Four weeks' recreation leave is granted to PhD candidates, and there is no paperwork involved in applying for this type of leave. It is arranged though consultation with your supervisor, and the leave taken does not change your submission date. Some supervisors who are concerned about their student's progress, or who are very demanding, will not grant recreation leave. Remember that it is your right to take a break from your research. If you are having difficulty in obtaining this type of leave, contact one of the Advisers at the Postgraduate Association.

Leave to Study Overseas or Away

If you plan to spend periods of time undertaking research away from the University, you need to fill out an "Application for Leave to Study Overseas / Away" form. You are still enrolled during this time and your submission date does not alter. This category of leave is normally approved for a maximum of 12 months. If you are away for longer than three months, an external supervisor must be appointed near your site of research. If the location of your research makes this impossible, your supervisor may apply for an exemption from this requirement, but needs to demonstrate that contact between the two of you will be mantained.

Lapsed Candidature

Lapsed candidature is not official leave, but it is a means of getting more research time if you need it. If you do not submit your PhD by the due submission date and you have used up an equivalent of four years full-time enrolment, your candidature becomes lapsed. This means that you are no longer officially enrolled at the University and you must submit your thesis within two years of the lapsed date. The main disadvantage of being lapsed is that you officially have no access to University facilities or to your supervisor. Visa requirements prohibit international students from allowing the candidature to lapse.


If you began your PhD enrolment before September 2000, you may be eligible for five years full-time equivalent enrolment before needing to lapse. See The PhD Handbook  for details or contact the Melbourne School of Graduate Reasearch.

To Leave or not to Leave?

If you are having difficulties making a decision about whether to take leave        or not,  contact our Postgraduate Advisers. Phone (03) 8344 8657 to make an appointment,  or email: gsa (at) gsa.unimelb.edu.au

Useful Contacts

Fee-HELP information: Australian Government web site, Departement of Education, Science and Training
Melbourne Scholarships Office (Postgraduate Section): (03) 8344 8747 / 8282
Melbourne School of Graduate Research: (03) 8344 8599
Student Administration: (03) 8344 4772
      
      

Last udpated: July 2007

    
   

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