UCC Policy on Leave of Absence for Postgraduate Research Students

Version number: 2.0

Review Date: 14 June 2024

Policy Owner: Academic Council Graduate Studies Committee

Approval Body: Academic Council

Next Review: 2027

Scope and Description
Introduction
Eligibility criteria for request of a leave of absence
Rules
International Students
Fee/Financial Implications
Process for applying for a leave of absence
Process for returning from a leave of absence
Roles and responsiblities

1. Scope and Description

The following policy applies to all full-time and part-time students registered on a Postgraduate Research Programme (Research Master, Doctorate[1]) (“student(s)”). Prior to applying for a leave of absence, the student should consult, with the supervisory team, the UCC Academic Programme Catalogue for the details of their programme and discuss any potential obstacles/difficulties. The student should also consult their original offer letter for the details of their personal registration in particular their approved start-date and approved duration of study. A student may be also required to take a leave of absence following a disciplinary process under the Student Rules.

If a student’s research registration has elapsed for a period longer than 12 months or they have failed to register after a leave of absence for a period longer than 12 months they should consult the Policy on Re-Commencement of Programme for Postgraduate Research Students.

2. Introduction

The term leave of absence is used to denote a period of time where the University may permit a student to temporarily disengage from their studies/research and return at a later date (within the permitted time limits). A leave of absence is a support mechanism the University may offer to allow the student a break/intermission in their studies/research, to address a variety of circumstances. A leave of absence can be requested by a student, but it is not a guaranteed right as each request will be considered on an individual basis applying the criteria and this policy.

It is preferable for students to progress their research without interruption. However, in some circumstances, students may need to take a leave of absence, and this policy details the criteria and how to apply. It is important to remember that, if a student can no longer commit to full-time study but does not wish to apply for a leave of absence, consideration should be given to changing registration from full-time to part-time. International students who require a resident's permit to pursue their studies in Ireland and at UCC should consult with the International Office and relevant authorities (i.e. the Irish Naturalisation and Immigration Service (INIS)) before consideration is given to changing registration status from full-time to part-time.

3. Eligibility criteria for request of a leave of absence

The following are some of the circumstances under which research students can apply for a leave of absence:

A. Medical

This includes any medical condition for which a medical certificate has been supplied certifying that the student has been unable to attend the University or otherwise fulfil the requirements of their research programme for a specified period of time.

B. Personal

Circumstances include, but are not limited to, family illness or bereavement, maternity, paternity or adoptive leave, carer duties, disability, child-care issues, financial difficulties.

C. Academic

These include, but are not limited to, problems with essential materials or equipment, unforeseen difficulties which are outside the control of the student and mean that the student is unable to fulfil the requirements of their research for a period of time. Students applying for a leave of absence for academic reasons must have a reasonable expectation that these circumstances are of a temporary nature.

4. Rules:

Students may apply for a leave of absence for a minimum of 3 months and a maximum of 12 months at any given time, subject to the maximum cumulative time that may be taken, as set out at point 5 below.
Leave of absence applications must correspond with the research start dates of September/October, January, April and July. This means that a student cannot apply for a leave of absence from February, March, May, June, August, November, December.
A student’s leave of absence request requires agreement with the full supervisory team in the first instance, in consultation with the Head of Unit or nominee. This agreement is entered into UCC’s research student administration system by the Lead Supervisor. The Head of Unit or nominee in which the student is registered then considers the student’s request for leave, together with supporting documentation requested.
If a student requires a leave of absence for a period longer than 12 months or wishes to extend their leave of absence, a new application must be submitted at least 6 weeks in advance of the existing leave of absence expiring. It is at the discretion of the Head of Unit or nominee to approve any leave of absence that has not been submitted at least six weeks in advance of the existing leave of absence expiring.
Regardless of whether full time or part time registration, the maximum amount of cumulative time a student can be on a leave of absence during the course of their programme is 60 months (Doctoral) and 36 months (Research Master).
Where a student is currently registered,
- Leave of absence applications should be applied for before the period of leave commences.
- Retrospective applications for a leave of absence are not normally permitted, and will only be considered if the student had extenuating circumstances which precluded them from applying for the leave in advance, and if their application is accompanied by supporting documentation, e.g. medical certificate.
Where a student is not currently registered,
- Retrospective leave of absences are not normally permitted, and will only be considered if the student had extenuating circumstances which precluded them from applying for the leave in advance, and if the application pertains to the 12 months since the student’s registration expired.
- Beyond 12 months, a student will need to be approved to re-commence their programme (Please see the Policy on Re-commencement of Programme for Postgraduate Research Students).
A student who fails to register or apply for a leave of absence will be deemed to have discontinued their programme of study after a period of 12 months from the end of their last registration or approved leave of absence. In this case, and if the student wishes to continue their programme of study and research, the student will need to apply to re- commence their programme (please see Policy on Re-commencement of Programme for Postgraduate Research Students).
No tuition fees are payable during an approved leave of absence – see financial implications section below.
The student will not be supervised or have access to the university’s facilities (including the library or online resources) for the duration of any leave of absence granted under this policy.
During any leave of absence, the student’s participation on the research programme is suspended and the approved period of registration is extended by the duration of the leave of absence.
If the student is a recipient of a scholarship or stipend, depending on the circumstances for the leave of absence and the funding source, this scholarship or stipend may cease during the leave of absence. In the event that payment continues when it should have been ceased during the period of absence or it continues for any period of the leave of absence, for whatever reason, the University will issue an invoice to the student for the scholarship or stipend monies to be repaid by the student. The student is liable for the re-payment of any such monies incorrectly paid to the student during a leave of absence.

5. International Students

International students who require a resident's permit to pursue their studies in Ireland must consult with the International Office and relevant authorities (i.e. the Irish Naturalisation and Immigration Service (INIS)) to ascertain how a leave of absence may impact their permission to reside in Ireland.

6. Fee/Financial Implications

Students are liable for all elements of the fee at the time of registration. The fee liability for a student granted a leave of absence is determined by the leave of absence start date (by Head of Unit or nominee) and the duration of the approved leave. The student must consult with the Fees Office at the earliest possible opportunity regarding the fee implications of their proposed leave of absence. Following a period of approved leave, and where a student owes a debt to the University, that student may not re-register, until they have resolved any outstanding fee issues.

An approved leave of absence may have financial implications for students in receipt of external financial supports related to their study/research at the University. It is the responsibility of the student to make themselves aware of any funding implications a leave of absence will have on their programme of study/research. Examples include but are not limited to, where a student takes a leave of absence, there may be a requirement to return some/all of the monies received under their funding scheme. There may also be implications for any external study related payments received for the period of their approved leave of absence. If the student is a recipient of a scholarship or stipend, depending on the circumstances for the leave of absence, this scholarship or stipend may cease during the leave of absence.

7. Process for applying for a leave of absence

If a student wishes to apply for a leave of absence, they should first discuss the matter with their supervisory team, as per section 4 point 3 above.
The student must complete the online registration change request form in UCC’s research student administration system. It is the responsibility of the student to comply with this step in a timely fashion in order to initiate the approval process. Failure to do so will result in a delay in the student request.
The Lead Supervisor, in consultation with the full supervisory team, must enter the leave of absence recommendation on UCC’s research student administration system. It is the responsibility of the Lead Supervisor to comply with this step in a timely manner to ensure that the leave of absence request is not delayed.
The Head of Unit or nominee, in which the student is registered, will review the recommendation and will enter the decision on UCC’s research student administration system. The Head of Unit or nominee may consult with the Unit’s Graduate Studies Committee on this matter.
In the event that the application for leave of absence is not agreed to by the supervisory team, the student may proceed to request a review of their application directly to the Head of Unit or nominee.
In the unlikely event that the application for leave of absence is agreed by the supervisory team, but not granted by the Head of Unit or nominee, the student and the lead supervisor may request a review, together with supporting documentation, to the relevant College Vice Dean of Graduate Studies by email. The College Vice Dean of Graduate Studies decision is final.

8. Process for returning from a leave of absence

Before returning, the student must communicate with the Lead Supervisor on the plans for returning and agree on a date for reactivation of their registration.
The student must email the Graduate Studies Office (thesissubmission@ucc.ie) in order to confirm their return which will then trigger the reactivation of their registration. It is the responsibility of the student to comply with this step to ensure that the reactivation process starts. It is recommended that the student contacts the Graduate Studies Office at least one month in advance of the agreed return date.
The Graduate Studies Office will issue an email with registration instructions to the student and will copy the supervisory team.
In the event that a student fails to reactivate their registration after an approved leave of absence, the student will have up to 12 months from the end of their approved leave of absence to retrospectively register or to apply for a new leave of absence.

9. Roles and responsibilities

Points to be considered relating to leave of absence applications:

In order that the University may best support students making an application for a leave of absence from their programme, the student, the supervisory team and the Unit should:
Discuss the full implications of the leave of absence on such matters as research progress, visa, funding, financial etc.
Familiarise themselves with the processes associated with this policy and related policies.
Inform the relevant grant authority (and/or any funding bodies) of their intention and approved leave of absence, where applicable.
It is recommended that all parties should maintain contact before, during and at the end of leave of absence, to provide support and guidance to the student.

[1] PhD, Thematic PhD, Practitioner Doctorate, MD

Contact details

The Graduate Studies Office email: thesissubmission@ucc.ie

Version history

This policy replaces the Leave of Absence Policy for Research Students 2009

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Academic Affairs and Governance Gnothaí Acadúla agus Rialú

UCC Policy on Leave of Absence for Postgraduate Research Students