DigiPen undergraduate and graduate programs are designed as 4-year and 2-year programs, respectively. 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
- Standard LOA
- Hardship LOA (HLOA)
Details
- Standard LOAs must be requested and approved no later than two weeks before the current semester’s end, for LOA to start in the next semester.
- International students must seek approval from the ISA Department if the next available semester is more than five months out.
- HLOAs may be requested and approved during the semester.
- 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 Students who exceed 180 days of cumulative leave will be administratively withdrawn.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 a LOA/HLOA.
- Students undergoing Conduct investigations may not take an LOA/HLOA.
- Students must register for classes while on LOA/HLOA, for the semester in which they will return.
- 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 will be notified by DigiPen email if their graduation date changes.
- Students may not start a Change of Major (COM) in the same semester as an LOA or HLOA. If approved for a COM, the student must complete at least one semester of the COM before applying for and being approved for an LOA or HLOA.
Process
- Student meets with their SSA to request the LOA form and obtain their signature (required).
- Form must be processed and approved by all these departments.
- Financial Aid Department
- Accounting Department
- International Student Affairs Department (For International Students)
- Housing Department
- 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.