Nutritional Sciences On Leave Policy

A full-time graduate student must register for a full course load each quarter during the academic year (autumn, winter, spring). A full-time load during the academic year is defined as at least 10 credits. A full load in the summer is 5 credits. RAs, TAs, and trainees are required to take at least 2 credits in summer quarter. You must enroll in a minimum of 2 credits in the quarter in which you graduate (present your defense and submit your thesis or dissertation). If you fail to maintain graduate status in any give quarter, the Graduate School will assume that you have resigned from the Graduate School and they will drop you.

Students previously registered in the Graduate School who have failed to maintain graduate student status (on-leave status was not secured and registration was not maintained) but wish to resume studies within the same degree program must file a request for reinstatement to the Graduate School. Requests will first be reviewed and approved by the Nutritional Sciences program. Once Nutritional Sciences has approved the request and the Graduate School has confirmed students’ eligibility for reinstatement, students will be notified to pay a non—refundable reinstatement fee before registering for the requested quarter of reinstatement.

If you are in good standing and have registered for at least one quarter as a graduate student at the UW but have plans to be away from the University of Washington, you must apply for on-leave student status. Beginning September 28, 2011, students requesting on-leave status must submit an online Request for On-Leave Status via MyGrad Program. For a given quarter (except this fall quarter), students can submit the request as early as two weeks prior to the first day of instruction and must submit payment of the non-refundable fee no later than 5:00pm on the last day of instruction. Leave is granted on a quarterly basis.

Applying for On Leave Status

You must consult with your academic advisor/supervisory committee chairperson before going on-leave. Together, you will form a written plan for making progress toward the degree (a timeline for writing or completing a set of readings while on-leave, a plan for attending colloquia, etc.), including an agreement to meet with the advisor/supervisor while on-leave (by e-mail if they are not in the area), establishing when you will return, and the coursework and/or written work you will be prepared to complete when you return. The plan should contain an overall goal for completing all degree requirements. At the time, you will sign a contract stating that you understand that leave is generally not granted beyond the number of quarters specified above.

The Graduate Program Coordinator (GPC) cannot approve on-leave petitions until the above requirements have been met and the plan and contract presented in writing. Last minute petitions cannot be granted except in case of unforeseeable emergency.

NOTE: Per the Graduate School, periods spent on-leave are included as part of the maximum time periods for completion of a graduate degree (6 years for master’s, 10 years for doctoral).

For further information regarding on-leave status, please refer to the UW General Catalog and the Graduate School Memorandum No. 9, On-Leave Status: Maintaining Graduate Standing.

In order to apply for on-leave status, domestic students must follow the following procedure:

• Complete and submit the online Request for On-Leave Status via MyGrad Program. Student will receive a confirmation email that the request has been submitted.
  
  
• Request will be reviewed and approved by the departmental Graduate Program Coordinator and faculty advisor. Upon approval, students will receive a confirmation email that the department has approved the request.
  
  
• Return to MyGrad Program to pay the non-refundable On-Leave fee via MasterCard or Visa credit card. Students will receive a confirmation email that their quarterly leave has been processed and their registration status for that quarter is “On-Leave.”
  
  
• Print confirmation of on-leave verification to be presented for access to the UW libraries and IMA.

  For International Students, the following procedure applies:

• Contact the International Student Services (ISS) office to obtain pre-approval to request on-leave status.
  
  
• Complete and submit the online Request for On-Leave Status via MyGrad Program.
  
  
• Request will be reviewed and approved by the departmental Graduate Program Coordinator faculty advisor. Upon approval, students will receive a confirmation email that the department has approved the request.
  
  
• Request will then be reviewed and approved by the ISS office. Upon approval, students will receive a confirmation email that the ISS office has approved the request.
  
  
• Return to MyGrad Program to pay the non-refundable On-Leave fee via MasterCard or Visa credit card. Students will receive a confirmation email that their quarterly leave has been processed and their registration status for that quarter is “On-Leave.”
  
  
• Print confirmation of on-leave verification to be presented for access to the UW libraries and IMA.