Students who need to take time out of their programme for any reason can apply for a leave of absence (LoA). A student on LoA is not fully registered to the university so cannot be active on the programme: that is, they cannot meet with supervisor(s), attend lectures, access the library or receive grants/scholarships. However, students will continue to have access to their UCD Connect account, including email, during this time. It is recommended that a LoA does not exceed a maximum of one-third of the length of the programme (6 trimesters for full-time students and 9 trimesters for part-time students) and must be for a minimum length of one trimester. A leave of absence can be applied for online. For more information and guidance, refer to the Taking a Leave of Absence webpage and the UCD Leave of Absence Policy.
Leave for Graduate Research Students
There may be occasions where a student needs to take a period of leave from their programme. This leave can range from short periods of time that can be agreed with your supervisor through to more substantial periods, normally at least one trimester, that are formalised on your record and that require the approval of governance board. In all such cases, you must first discuss your options with your supervisor and familarise yourself with the relevant policies. Information on the most comment types of leave are given below. If the examples below do not reflect your circumstances then please contact our graduate studies connector.
A period of leave is distinct from an extension to your registration as an extension is a block of time, typically a trimester, during which it is expected that you will able to work on your programme. There may be circumstances where an extension to your registration is the more appropriate step. Information on extensions can be found on a separate page on the Graduate Studies website.
Types of Leave
Holidays can be taken at any time in each year but must be agreed in advance with the supervisor(s), bearing in mind a student’s individual funding terms and any teaching or research commitments. The normal holiday entitlements should be no more than 4 weeks in one calendar year. In the case of part-time students in paid employment, supervisors should be informed of the student’s annual leave arrangements that impact on the research programme.
If a student feels unwell and needs to stay at home for a day or two, the supervisor(s) should be informed. If a student is unwell for a longer period of time, they should try to maintain regular email contact with their supervisor(s) to keep them informed of their health and they must provide a medical certificate for the period of illness. In cases where students may be requesting a ‘no-fees extension’ due to illness, relevant supporting documentation must be provided. In some serious cases, it may be advisable for the student to apply for a leave of absence.
Where possible, students should apply for a Leave of Absence (LoA) during their maternity leave (see above). A leave of absence can have implications for funding and this point should be clarified before leave is sought. If this circumstance arises then a student can apply for a 'no fee' extension, for a period equivalent to the duration of maternity leave, after they have reached the maximum period of registration for their programme and if needed. Students should be aware that there is no provision for payment of stipends during this additional time.
An overview on pregnancy related supports within the university can be found on the Student Advisers website.