If a student enrolled in a regular undergraduate or graduate course is unable to attend classes (including exam periods) for more than two months due to illness or other appropriate reasons, the student may take a leave of absence with permission after submitting a request to the dean of the school/graduate school to which the student belongs, attaching the reason for the leave of absence and documentation to prove it, and with the joint signature of the student’s guardian.
The details of the procedure differ depending on the School/Graduate School. Please make sure to check the information of your School/Graduate School.
●Procedures for Leave of Absence [1]
●Deadline for submitting application for leave of absence and tuition fees during leave of absence [2]
●Possible years of leave of absence [3]
●Notes on Leave of Absence [4]
Procedures for Leave of Absence
In order to apply for a leave of absence, you need to submit the designated “Application for Leave of Absence” along with the required documents to the office of your School/Graduate School, jointly signed by your guardian. After the application is received and your leave of absence is officially approved by the Faculty Committee, your School/Graduate School will send a Notification of Approval for Leave of Absence to your guardian.
- A guardian is a person who is in a position to provide guidance and support to the student in cooperation with the university, in order for the student to carry out his/her academic and research activities smoothly. Guardian refers to the person who is registered as a “guardian” in MyWaseda.
Deadline for submitting application for leave of absence and tuition fees during leave of absence
If you wish to take a leave of absence from the spring semester, you must submit your application by May 31, and if you wish to take a leave of absence from the fall semester, you must submit your application by November 30. Tuition and fees during the leave of absence will be as shown in the table below. The amount of tuition for the semester will vary depending on the date of application, so please make sure to submit your application well in advance of the deadline. In case of a leave of absence due to military service, no tuition will be charged during the leave of absence.
Spring Semester
| Application Day | -4/30 | 5/1-5/31 | 6/1-9/20 |
|---|---|---|---|
| Tuition fees | 50,000yen (as registration fee) | Prescribed amount (same amount as when enrolled in school) | Leave of absence in the Spring Semester will not be approved. |
| Audit/course enrollment fees, educational environment improvement fees, etc. | Exempt | ||
| Student Health Promotion Mutual Aid Association Membership Fee |
1,500 yen | ||
| Alumni association fee *1 | 40,000 yen |
Fall Semester
| Application Day | -10/31 | 11/1-11/30 | 12/1-3/31(following year) |
|---|---|---|---|
| tuition fees | 50,000yen (as registration fee) | Prescribed amount (same amount as when enrolled in school) | Leave of absence in the Fall Semester will not be approved. |
| Audit/course enrollment fees, educational environment improvement fees, etc. | Exempt | ||
| Student Health Promotion Mutual Aid Association Membership Fee |
1,500 yen | ||
| Alumni association fee *1 | 40,000 yen |
*1 The Alumni Association fee of 40,000 yen is required only when the student takes a leave of absence in the last semester of the prescribed undergraduate or master’s year.
However, this does not apply to master’s students who have already paid the fee during their undergraduate years.
- The application day is the date when the office of your School/Graduate School accepts your application for leave of absence and other necessary documents.
- If the deadline falls on a day when the office is closed, please submit the application by the immediately preceding office opening day.
- Please check here [6] for the date of tuition withdrawal.
- Depending on the timing of the approval of the leave of absence, the prescribed amount may be debited once even if the tuition is reduced or exempted. If your leave of absence is approved and there is a difference between the amount to be collected and the actual amount to be debited, the difference will be refunded to your tuition debit account at a later date. Please note that it may take several months for the refund.
- Please note that tuition fees cannot be reduced or exempted if you take a leave of absence during your first semester of enrollment.
Possible years of leave of absence
In principle, a leave of absence is granted for the semester for which the request is made. However, if there are special circumstances, the leave of absence may be continued.
The total number of years a student can take a leave of absence is four years for undergraduate courses, two years for master’s and professional degree programs, and three years for doctoral and integrated doctoral programs.
- The total number of years in a master’s or professional degree program in a graduate school, major, or student course classification that specifies a standard term of study other than two years may not exceed the said standard term of study (e.g., a one-year course may not exceed a total of one year, and a three-year course may not exceed a total of three years).
- The period of leave of absence due to military service is not included in these periods. The period of leave of absence for those on military service leave is the period of the relevant military service obligation.
Notes on Leave of Absence
- Course Registration
If your leave of absence is approved after you have registered for courses, all courses for that semester will be cancelled. For details on the handling of full-year courses, please contact the office of your School/Graduate School. - Status or Residence
If an international student enrolled with the status of residence “College Student” takes a leave of absence, the current status of residence “College Student” will expire. Please note that you will need to return to your home country or obtain another status of residence during your leave of absence. If you have any questions about your status of residence, please contact the Center for International Education. - Procedures for Return from Leave and Continuing Leave of Absence
When your leave of absence is over, you will need to complete the procedures for Return from Leave. Normally, about one month prior to your return, we will send documents (such as “Application for Returning Students” or “Application for (Continue) Leave of Absence”) to your guardian, so please follow the procedures.
*Please note that the notification method and timing may differ depending on the School/Graduate School. - For Students Receiving Scholarships
If you are receiving a scholarship and wish to take a leave of absence, you may need to follow some procedures. Please make sure to check with the office of your School/Graduate School in advance.