Leave of Absence/Withdrawal


Leave of Absence (LOA)

Leaves of Absence which must not exceed 180 days in any 12-month period must be approved by the Academic Dean to avoid withdrawal status.  Time taken during an approved leave of absence will not be included in the calculation of the maximum program length.  A student who wishes to take a leave of absence must make the request prior to or on the first day of instruction by completing the Leave of Absence form.
The leave of absence is effective only when the Academic Dean has granted permission for this leave. A student who has taken a leave of absence without the Academic Dean’s permission will not be considered as a continuing student and may be considered as withdrawn. Non-compliance with Federal regulations regarding leave of absence can jeopardize a student’s eligibility for future Financial Aid and loan payment deferment.
Leave of Absences (LOA) for international students shall not exceed 90 days.
In accordance with University Regulations and Federal Title IV Student Financial Aid requirements, a student may request a leave of absence and maintain enrollment status under the following conditions:

  1. Submit a Leave of Absence Form signed and dated by the student, unless unforeseen circumstances occur.
  2. Receive approval for the leave of absence request by the Academic Dean and Financial Aid Officer, if receiving Title IV Financial Aid, or by the International Student Advisor, if on an F-1Visa.
  3. Generally, one leave of absence may be granted in a 12-month period. However, more than one leave of absence may be granted for well-documented and unforeseen circumstances provided that the total number of days for all leaves of absence does not exceed 180 days in any given 12-month period. The 12-month period will begin on the first day of the quarter that the student requests the leave of absence.
  4. Students receiving Financial Aid Title IV loans who fail to return to the University after an approved leave of absence will be considered as withdrawn and will be reported to the lending institution by the University. Consequently, the loan deferment and repayment schedule may be affected.
  5. The student’s withdrawal date, and the beginning of the student’s grace period for loan repayment, is the last date of academic attendance as determined by the University from attendance records.
  6. The University may be required to refund unearned funds to the Title IV Programs when a student withdraws from the University.
  7. The approved leave of absence time will not be counted in the calculation of the maximum program length.

[ TOP]


Withdrawal from Classes

Students may withdraw from courses after the Add/Drop deadline during the first two weeks after classes begin without affecting their grade point average. Students are required to obtain an approval from the Academic Dean to withdraw. Withdrawal from enrolled classes after the first two weeks with the proper withdrawal procedure will result in a “W” grade recorded on the official transcript. A student can withdraw from a class by the following procedures below:

1. Make a request to withdraw by using an official Course Withdrawal Request Form.
2. Obtain the signature of instructors.
3. Submit the completed Withdrawal Request Form to the Registrar’s Office immediately.

No withdrawals are permitted during the final three weeks of instruction except in cases such as accident or serious illness. A grade of “F” will be automatically entered in the grade report if the student does not attend the final three weeks of class without being excused.
All withdrawals must be requested by completing the Course Withdrawal Form. Email, fax, or oral requests, whether by phone or in person, are not acceptable and will not be acted upon.
Students on Financial Aid programs who withdraw from classes can jeopardize their financial aid status and loan deferment with the lending institution. Refund of tuition, if any, will be made in accordance with the Refund of Tuition and Fees (Buyer’s Right to Cancel) regulation. For students receiving financial aid, any tuition refund will be made first to the Unsubsidized Direct Stafford Loan, then Subsidized Direct Stafford Loan, Federal Pell Grant, and FSEOG up to the net amount disbursed from each source.

[ TOP]


Withdrawal from the University

Students wishing to withdraw temporarily from the University, but with the intent to remain as continuing students, must obtain the approval of the Academic Dean. Students who fail to register for two (2) consecutive quarters without the Dean's approval will be considered as withdrawn from the University.
Such students must apply for re-admission if the student wishes to complete the program of study at South Baylo University. Non-attendance of classes or stopping a check for payment does not constitute withdrawal from the University. Notification must be in writing. The following must take place for any student to withdraw from the University:

  1. Notify the Academic Dean or Registrar of intent to withdraw by completing a Withdrawal Notice form.
  2. Clear all outstanding debt with the University.


[ TOP]


Impact of a Leave of Absence on Financial Aid

A Leave of Absence (LOA) is granted by the University in which the student is enrolled.  A LOA is a temporary interruption in a student’s program of study during which the student is considered to be enrolled.  An LOA cannot exceed 180 days in any 12 month period and may have a serious impact on a student’s financial aid. 

Any student considering requesting a leave of absence should consult with the Financial Aid Office to determine how their financial aid will be affected. Schools may neither credit a student’s account nor deliver loan proceeds to the student borrower while the student is on an approved leave of absence. A student who is approved for a leave of absence after receiving financial aid for the quarter may be required to return a portion of the aid previously received.

Federal educational loan regulations state that when a student borrower ceases to be enrolled at least half-time for 180 days (6 months) in any 12-month period, the borrower will be considered as withdrawn from school for loan repayment purposes. At that point, the school is required to calculate the amount of financial aid the student earned and the amount of financial aid that must be returned. These calculations are based on the time that the student was enrolled. The percentage of the quarter the student completed is the percentage of aid the student can keep. The percentage of the quarter the student did not complete is the percentage of aid that must be returned. Once a student completes 60% of the quarter, the student has earned 100% of the aid they received for that quarter.

Student borrowers are given a six month grace period on most types of federal loans starting from the date enrollment ceases. During this time, lenders will treat the borrower’s loans as if the borrower were still enrolled in school full-time. Once a grace period is used on a specific loan, it will not be given again. At the end of this six month grace period, the student will be required to enter repayment on their federal educational loans until they return to school; however, deferment or forbearance options are available if the student makes a request to their lender.

Federal Policy for Returning Federal Student Financial Aid
Students who are granted a leave of absence 180 days or more after paying for the quarter’s tuition will be treated as withdrawn.

The following federal policies will apply:
If a student received federal student aid before withdrawing, being dismissed, or being granted a leave of absence, any tuition refund calculated will be returned to the federal aid programs first. Federal regulations mandate that the percentage of the quarter the student did not complete will be the percentage of available federal aid the student did not earn. If the student received more federal student aid than they earned, the school must return the unearned funds to the student’s lender in a specified order. Once the student has completed 60% of the quarter, the student has earned 100% of their aid, and no federal refund is required. When a refund is required, the amount of the student’s aid that the school is required to return to the student’s lender is determined by multiplying the amount of the student’s tuition and fees by the percentage of the semester the student did not complete. Once institutional and federal refunds are complete, the student will be required to pay any remaining balance due the school within 30 days.

[ TOP]