A Student's Guide to Taking A Leave

Your Class Dean, your academic advisor, a professor, a staff member or special program advisor, coaching staff.

All voluntary leaves and withdrawals are processed through the Class Deans office. Dismissals, suspensions, and other separations (also known as involuntary leaves) will be processed through other departments on campus depending upon the reason for separation. You may still get communication from your Class Dean but make sure you are also checking in with the necessary offices.

Here are some common reasons why students take a leave and the corresponding leave type available to you as a choice on the form:

Personal - any personal, family, or financial issues that you are seeking to focus on while away. You can also select this for any leaves that you are taking due to pursuing an internship, research opportunity, academic study (including non-Union study abroad programs and studying for graduate/professional school exams such as the LSAT or MCATs).

Health/Mental Health - when you are taking a leave to focus on any physical health or mental health challenges that you are working through.

Military - some students, particularly from other countries, are required to complete military service and this category is for that specific reason.

Transfer - when you have decided that you no longer want to complete your degree at Union, for various reasons, and have decided to complete your undergraduate degree elsewhere. You don’t have to know where you are transferring to in order to select this option.

Permanent withdrawal - when you have decided that Union is not for you but you are not planning to continue your education until you have figured some things out. This would mean that returning to Union is not an option you will be considering as you figure things out.

It depends upon the reasons you are thinking of taking some time away. If you are deciding to transfer to another institution, leaves are typically taken at the end of the term. If you want to finish out your current term but are deciding to not return for a term, you would also request a leave at the end of the current term. But you can also request a leave during the term. If you are uncertain about your options, please talk to your Class Dean for assistance.

If you are deciding to take time away from the College for personal, academic, financial, or health reasons, they will all be processed as voluntary leaves; however, depending upon your reasons for taking a leave, you will be asked to check in with the relevant offices to ensure that you get information to help you be most productive during your time away.

Some offices that we encourage you to check in with as you decide to take time away:

• Bursar. If you have any outstanding balances, you will not be able to return so it would be good to know ahead of time. If you take a leave during the term, depending upon when you take a leave, you can get a tuition refund and will need to work with the Bursar for that.
• Financial Aid. If you are receiving financial aid it is recommended that you check in with financial aid so you know exactly how your aid might be impacted by taking a leave
• International Advising. As an international student, it is important that you keep the international advising office updated regarding any status changes, including leaves, that might impact your visa.
• Wicker Wellness (Health services for any physical health challenges, Counseling Center for any mental health challenges). It is important that you check in with Wicker Wellness for any health or mental health related leaves so that everyone is on the same page about your care and we can appropriately support your return.

Go to the Leave & Return Portal that can be found on the Leave Policy page and fill out the form. This form can also be accessed through your MyApps page by clicking on the Leave/Return Portal tile. Set up a meeting with your Class Dean and discuss what your options are. This step is required. Your Class Dean will tell you the next steps, which will include checking in with a few campus partners to make sure you have all the information you need to take a leave and how it will impact you. If you have decided to take a leave prior to Week 6, you will be getting some tuition refund based on the refund schedule that can be found here. It might be helpful for you and your family to discuss getting tuition insurance at the start of every academic year/term if you think that might be helpful. The Bursar’s office can give you more information on tuition insurance.

Once you receive confirmation from your Class Dean that your leave request has been approved, you will receive an official confirmation of your move-out timeline from the Office of Residential Education; this will typically be within 48 hours of your withdrawal date. If you are having some difficulty with the timeline, please let your Class Dean know and they will help you navigate your options.

You will be dropped from all your classes and your transcript will indicate that you have earned no credits and a W for each class you were registered in.

Go to the Leave & Return Portal that can be found on the Leave Policy page and fill out the form. This form can also be accessed through your MyApps page by clicking on the Leave/Return Portal tile. Set up a meeting with your Class Dean and discuss what your options are. Your Class Dean will tell you the next steps, which will include checking in with a few campus partners to make sure you have all the information you need to take a leave and how it will impact you. Leaves for future terms must be requested prior to the start of classes. Once classes begin, students will be responsible for the comprehensive fee for the term and are only eligible for refunds according to this schedule.

Go to the Leave & Return Portal that can be found on the Leave Policy page and fill out the form, choosing “Transfer” as the type of leave. This form can also be accessed through your MyApps page by clicking on the Leave/Return Portal tile. Set up a meeting with your Class Dean and discuss what your options are. Your Class Dean will tell you the next steps, which will include checking in with a few campus partners to make sure you have all the information you need as you prepare to transfer. Your Class Dean will also request that you complete an anonymous exit survey.

For students who are transferring to other institutions, your access to Google Drive, Nexus, and your Union email account will be terminated shortly after your transfer is approved. You will be required to return all library materials and any equipment that might be checked out or there will be charges on your final balance. We also recommend that you download all your course materials and course syllabi to support your transfer credit evaluation at the new institution.

Go to the Leave & Return Portal that can be found on the Leave Policy page and fill out the form, choosing “Permanent withdrawal” as the type of leave. This form can also be accessed through your MyApps page by clicking on the Leave/Return Portal tile. Set up a meeting with your Class Dean and discuss what your options are. Your Class Dean will tell you the next steps, which will include checking in with a few campus partners to make sure you have all the information you need as you prepare to transfer. Your Class Dean will also request that you complete an anonymous exit survey. Your access to Google Drive, Nexus, and your Union email account will be terminated shortly after your leave is approved. You will be required to return all library materials and any equipment that might be checked out or there will be charges on your final balance. We also recommend that you download all your course materials and course syllabi just in case you need that for future reference.

If you are a student who leaves in good standing, and selected a permanent withdrawal, you can speak to admissions to see if there is a path to return should you decide to do so in the future.

Dining (meal plans) are subject to the refund schedule established by the Bursar’s office. Declining funds are not typically refunded when a student takes a leave. Declining funds roll to the next term and expire at the end of the academic year. If you are taking a leave during the spring term and would like a refund for your declining balance, you will only be refunded the amount that you deposited beyond the minimum requirement. Please talk to your Class Dean if you need a refund.

Given that you are taking a leave from the college (and not just withdrawing from your courses), the grades will be listed as W's. If you take a leave from the college or withdraw from the college altogether by the last day of classes, your assigned grades will all be Ws.

If you are transferring to another institution and need an official transcript, you will need to contact the Registrar or request it online here.

Everyone’s situation is different so it is important that you talk to your financial aid advisor when you are needing to take a leave, particularly if you have any loans as part of your aid package.

If you are on campus and you are taking a leave during the term, you will have 48 hours to move out of your residence hall once your leave request is approved. You will need to pack up all of your stuff and take it with you or arrange for storage on your own. Talk to your Class Dean if you have any questions.

If you are finishing the current term and taking a leave effective the following term, you can move out as planned after your last final but make sure that you take everything with you.

Your card access will be removed shortly after your leave is approved (specific details will be in an email from the Office of Residential Education). You will be expected to move out by the timeline indicated and will not have access to any campus buildings.

Typically, you are allowed to be on campus while on leave, unless you have specific sanctions/conditions that prevent you from being on campus. However, should you want to return to campus for an event, meeting, etc., you will be held to the visitor/guest policy. This means that you are not able to remain on campus longer than the visitor/guest policy determines. For more information, refer to the “Guest and Non-Resident” portion on this page.

You will have access to your email and your Google Drive as well as Self-Service for viewing purposes only. You will not be able to register for classes or interact with any specific Nexus course sites as you will be considered an inactive student.

Yes. However, if you want to transfer in any of the credits for the classes you take while you are on leave, you will need to obtain permission from the respective department prior to taking it in order to verify the credit will indeed transfer.

If you are on academic dismissal, you will not be able to transfer in any of the credits that you take elsewhere during the term of dismissal.

Yes, you can extend your leave beyond your initial anticipated/planned return date. Just make sure you let your class dean know or respond to the email you will receive from your class dean each term. If you do not return for two consecutive years from the time of your leave, we will permanently withdraw you and there may be extra steps to take should you wish to return to Union, including applying for readmission through the Admissions Office.

If you were enrolled in the fall of a given academic year and paid for health insurance through the College, your health insurance coverage remains active. Any health care needs through the insurance will be subject to the insurance company’s network guidelines so please check with your insurance company for any health care needs.

Your graduation timeline changes depending upon your time away, so make sure you discuss this with your class dean and your academic advisor. And remember that there is a residency requirement of 11 terms in order to graduate.

Yes, two years. If you do not return from your leave for two consecutive years, you will be permanently withdrawn from the College. This will mean that you may have to reapply to the College through admissions in order to return. Also keep in mind that the longer you wait to return, the more likely you are to encounter changes with policies, class availability, and academic requirements. It is also best to respond to the leave outreach communication that comes from your Class Dean every term.

We advise that you have a conversation with financial aid in order to determine how your aid will be impacted by taking a leave. Everyone’s case is different so the more information you have ahead of time, the better prepared you will be to take a leave, extend a leave, or request a return. This is especially important if you receive federal aid, loans, and grants.

There are some guidelines on returning to Union once you have taken a leave. There are some things you can do to prepare to return to Union; refer to the “Preparing for and Requesting a Return” section. The deadline for requesting to return to Union is to apply by Week 6 of the term prior to the term you wish to enroll. For example, if you want to return for Fall 2026 term, you would need to request to return by Week 6 of Spring 2026. You will receive an email reminder about this deadline and process each term you are on leave, so make sure you check your email regularly.