Leave of Absence (LOA) Policy

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Institutional Attendance Policy
Documentation of Academic Activity Policy

DigiPen undergraduate programs are designed as 4-year programs, the MFADAA program is designed as a 2-year program, and the MSCS program is designed as a 1-year program. However, there are situations which may make it necessary for a student to seek a voluntary Leave of Absence (LOA). In such cases, students are allowed a one semester leave of absence.

Two Types of LOA

  1. Standard LOA
  2. Hardship LOA (HLOA)

Details 

Standard Leave of Absence (LOA)

  • Students may not take LOA during their first two semesters.
  • Limited to one semester (Fall or Spring) and will automatically terminate at the end of the semester in which it is taken.
  • Must be requested no later than two weeks before the current semester's end, for LOA to begin in the following semester.
  • International students must seek approval from the ISA Department if the next available semester is more than 5 months out.

Hardship Leave of Absence (HLOA)

  • Limited to one semester (Fall or Spring) and will automatically terminate at the end of the semester in which it is taken.
  • May be requested and approved during the semester of the HLOA.
  • Has the same requirements and conditions as a Hardship Withdrawal (HW), except that students don’t have to reapply as they would if they fully withdrew from the school.
  • If student still has the same hardship situation at the end of the HLOA semester, they will be required to take a full Hardship Withdrawal and then apply for readmission once the situation is corrected.

Details

  • Once a LOA/HLOA is approved and the semester classes begin, the LOA/HLOA must be completed (may not come back mid-semester).
  • As LOA and HLOA are limited to 1 semester, they will automatically terminate at the end of the semester.
  • Federal regulations limit LOA/HLOA to 180 days (including all holidays) within a 12-month period. Students who exceed 180 days of cumulative leave will be administratively withdrawn.
  • The Institute’s refund policy will be applied in accordance with applicable and published requirements.
  • Students are not required to take or maintain a LOA/HLOA for Summer. As DigiPen does not require Summer semester for our programs, we will not require them to take LOA during that semester. However, we will require students who are on LOA to register for classes in the required semester that follows the LOA, and will have them sign a letter of intent to return in that next required semester.
  • Financial Aid and Scholarships may be affected by taking a LOA/HLOA. No LOA/HLOA will be approved without the student first meeting with a Financial Aid representative.
  • Students on an approved LOA/HLOA will have their institutional financial aid held for them if they return within the approved timeframe.
  • Students taking a HLOA will be considered a withdrawal for Title IV Financial Aid purposes and will be subject to a Return of Title IV calculation for the semester from which they are taking the HLOA.
  • Immigration status may be affected for international students taking a LOA/HLOA. No LOA/HLOA will be approved without the student first meeting with the International Student Affairs representatives.
  • Student Accounts may be affected by taking a LOA/HLOA. Students must meet with an Accounting Department representative to review their accounts and obtain approval. No LOA will be approved with a past-due balance.
  • If students don’t return within the LOA timeline, they are administratively withdrawn and must reapply.
  • Students must move out of Housing if they are granted an LOA/HLOA.
  • Students undergoing Conduct Investigations may not take an LOA/HLOA.
  • Students must register for classes in the semester following the LOA/HLOA semester. Students must complete this registration no later than 2 weeks prior to the end of the LOA/HLOA semester. If they do not register for classes in the semester following the LOA/HLOA, they will be administratively withdrawn from the institution.
  • Students may not participate in any club activities or be on campus while on LOA/HLOA.
  • Students may not graduate while on LOA/HLOA, as they must be active in our system and complete their course in the graduating semester.
  • Students may not start a Change of Major (COM) in the same semester as an LOA or HLOA.
    • If a student receives an approval for a COM request, the student must attend classes in the semester immediately following the COM approval or that approval will be cancelled, and student must reapply for the COM.
    • If student has received a COM but intends to take an LOA in the first semester of the COM, the COM will be cancelled, and they must reapply for a COM to begin the semester immediately following the LOA.
    • If a student is currently on an LOA, they may apply for a COM, to be effective in the semester they return from the LOA. If the COM is approved while they are on LOA, they must register for and attend the classes for the new major in the semester immediately following the LOA (the start of the COM).

Process

  • Student meets with their SSA to request the LOA form and obtain their signature (required).
    • HLOAs require a personal statement and supporting documentation for the request
  • Form must be processed and approved by all of the following departments:
    • Financial Aid Department
    • Accounting Department
    • International Student Affairs Department (for International Students)
    • Housing Department (if student is living in DigiPen Housing)
    • Human Resources (if student is employed at DigiPen)
    • Office of the Registrar
  • Student is informed of approval or denial, and of any specific deadlines or future requirements.
  • Student must register for classes for upcoming semester (Fall or Spring), no later than 2 weeks prior to the end of the LOA semester.