Student leave of absence request
Leave of Absence Notice
Please read the regulations before applying.
Note: These regulations are formulated in Chinese. In case of any discrepancies between the English and Chinese versions, the Chinese version shall prevail.
Student leaves are categorized into the following eleven types:
1. Personal leave.
2. Sick leave.
3. Official leave.
4. Registration leave.
5. Examination leave.
6. Maternity leave.
7. Bereavement leave.
8. Indigenous ritual leave.
9. Menstrual leave.
10. Family care leave.
11. Mental health leave.
Studentsapplying for personal leave, sick leave, official leave, maternity leave, bereavement leave, indigenous ritual leave, menstrual leave, family care leave, and mental health leave must log into the Academic Affairs System, select the student leave option, fill in the leave category, start and end dates (periods), reasons, upload relevant supporting documents, and submit. The system will forward the application for approval according to the level of authority. Once leave is approved, students should notify their instructors of the approval result.
The levels of authority for granting leave are as follows:
- One to five days: Approved by the department (or institute, or degree program).
- Six to ten days: Initially reviewed by the department (or institute, or degree program), approved by the head of the Student Assistance Division.
- More than eleven days: Initially reviewed by the department (or institute, or degree program), re-reviewed by the head of the Student Assistance Division, and approved by the Dean of Student Affairs.
Registration leave and examination leave are processed by the Division of Registration and Curriculum (or Division of Continuing and Extension Education) of the Office of Academic Affairs in accordance with the “Regulations on Student Registration and Leave for Registration” and “Regulations on Student Leave during Examination Periods” of the University.
Students must apply for leave in accordance with the following regulations and provide supporting documents:
- Personal leave: Must be arranged in advance and reported to the instructor and department (or institute, or degree program). For leaves longer than two days, other valid documents are required; otherwise, the leave will not be accepted.
- Sick leave: Should be reported on the same day to the instructor and department (or institute, or degree program), either personally or through a representative. For leaves longer than two days, medical certification is required.
- Maternity leave:
(1) Maternity leave is not recorded as absence. Medical certification or birth certificate is required, granting eight weeks of leave before and after childbirth.
(2) For miscarriages after three months of pregnancy, four weeks of leave is granted; for miscarriages between two to three months, seven days; and for miscarriages under two months, five days.
(3) For leave during the examination period, students should follow the “Regulations for Student Leave during Examination Periods” of the University.
(4) Leave for prenatal checkups should be accompanied by the Maternal Health Education Handbook or other relevant documents and is not counted as absence.
(5) Leave for accompanying spouse or partner for childbirth, prenatal checkups, breastfeeding or caring for children under three years old (including breastfeeding, medical care, vaccination, or lack of family care), should be supported by the Maternal Health Education Handbook, birth certificate, or medical certification and is not counted as absence.
4. Official leave: Must be applied for in advance. The scope of official leave includes:
(1) Participation in exams, meetings, activities, or competitions organized by the University, with proof from organizing units. If more than half of the class requests official leave, the department (or institute, or degree program) and instructor will decide whether to cancel the class.
(2) Participate in national or international events as a representative and obtain certification from government or related organizations.
(3) Participation in off-campus activities as a university representative, with proof from relevant units.
(4) Matters related to military service, with certification from military units.
(5) Participation in national exams like civil service exams, requiring relevant admission proof.
(6) Leave categories under special epidemic prevention measures, with quarantine certification. This measure is not limited to prior application.
5. Bereavement leave: Death notice or other relevant documents are required. Seven days for immediate family members and spouses; three days for siblings. Additional days are considered personal leave.
6. Indigenous ritual leave: Indigenous students must provide a household registration certificate or other proof of their ethnic identity. Leave is granted based on the announced holiday dates for their respective tribes.
7. Family care leave: Up to seven days per year for serious illness or significant incidents requiring personal care of family members (up to second-degree blood relatives or spouse). Additional days are considered personal leave.
8. Menstrual leave: One day per month, additional days are considered sick leave, no proof is required.
9. Mental health leave:To promote mental health, students needing psychological adjustment and unable to attend classes can apply for mental health leave, limited to five days per semester. Additional days are considered sick leave.
Regulations for Student Leave:
- If a student does not attend classes or meetings before the leave is approved, it will be considered as unexcused absence.
- Students must personally apply in advance for personal leave, indigenous ritual leave, family care leave, and official leave, except for major emergencies or temporary and unforeseen circumstances.
- In case of sick leave, maternity leave, bereavement leave, menstrual leave, or mental health leave, if it is not possible to apply in advance, the procedure must be completed within one week from the first day of absence.
- Should an extension of leave be necessary, it must be applied for according to the proper procedures. If the extension is not granted, students are required to return and report back to the University, otherwise, the absence will be counted as truancy.
- Absences without an approved leave or without applying for leave will be treated as truancy.
During leave, students must not engage in inappropriate activities. Violations will be dealt with according to the University's Regulations for Student Reward and Punishment.
If reasons for leave or supporting documents are found to be false or fabricated, upon discovery, in addition to the absence being counted as truancy, the matter will be handled according to the University's Regulations for Student Reward and Punishment.
Regulations for handling student absences and truancy are implemented according to the University's Academic Regulations.