The University of British Columbia

On-Leave Status

Students who find it necessary to interrupt their graduate studies may apply for on-leave status.  Leave is granted when a student is best advised for personal, health or other reasons to have time completely away from their academic responsibilities.  Leave, not including parental leave or leave to pursue concurrent programs, is limited to one year for Master’s students and 2 years for Ph.D. students. A leave will normally begin on the first day of a term, for a period of four, eight, or twelve months.

Students granted leave-of-absence or parental leave retain the full value of any University graduate fellowship or other award whose terms and conditions are established by Graduate and Postdoctoral Studies.  Awards will be suspended at the onset of the leave and reinstated at the termination of the leave period, provided the student returns to full-time study at that time. Other awards will be paid according to the conditions established by the donor or granting agency. 

Leaves of absence must be approved by the Department of Electrical and Computer Engineering and Graduate and Postdoctoral Studies.  Your first point of contact when applying for leave will be to email help [at] ece [dot] ubc [dot] ca with the dates of your request and the type of leave requested.

Requests for leaves for medical reasons must be accompanied by a doctor’s note recommending the leave.

It is understood that students with on-leave status will not undertake any academic or research work, or use any of the University’s facilities during the period of leave.  Students must inform the University immediately upon return. Building access requests during leaves will be denied.

The time spent on-leave is not counted as part of the allowed time for completion of the degree. On-leave students continue to be registered and must pay a reduced fee for the leave period.

Parental Leave

A graduate student who is bearing a child or who has primary responsibility for the care of an infant or young child is eligible for parental leave. A request for parental leave should be made to the department by emailing help [at] ece [dot] ubc [dot] ca. Students are permitted to leave for a minimum of 4 months to a maximum of 12 months.  Where possible, students enrolled in course world should coordinate their leave to coincide with the beginning of an academic term.

Leave to Pursue a Second Program of Study

Following academic consultation, graduate students may apply for leave of absence from one program to pursue a second program of study. In this case, the student is responsible for both on-leave tuition fees as well as the tuition fees associated with the second program. A leave of absence for these reasons may exceed one year. Time to completion of the first degree program would be extended by the span of time on the leave of absence.

Extension

Extenuating circumstances not of the student’s making may justify allowing the student additional time to complete their degree program.  A request for a one year’s extension will be received favourably by Graduate and Postdoctoral Studies if it is fully justified and supported by the student’s Supervisor.

A second year’s extension requires a compelling rationale from the Department of Electrical and Computer Engineering and an explanation of the special circumstances that would justify an exception.

All extension requests must be made first to the department by emailing help [at] ece [dot] ubc [dot] ca and must include a schedule showing how the thesis will be completed in the period requested.

Extensions will not be granted beyond two years.

Further information on leaves and extensions can be found on the Graduate and Postdoctoral Studies website.