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Student Leave of Absence, Leave Extension and Withdraw from the College

Students considering a Leave of Absence, or to Withdraw from the College, or who are already on an approved Leave of Absence and needing to request a Leave of Absence Extension MUST complete a mandatory meeting with the Dean of Students office or the Academic Programs and Advising office.

Once a student has met with the appropriate professional staff in either of the Dean of Students office or the Academic Programs and Advising office the applicable eform request to initiate one of the processes will be shared with the student after that meeting. When initiating one of the eforms below, students should use their Mac email address and their first and last name. All students must use their legal name for these documents in order to process accurately. Please note that once you initiate the eform it does begin processing immediately, so please consider when you are initiating your request. Students requesting a Leave of Absence or to Withdraw from the College for a future semester should initiate the process about thirty (30) days prior to the end of a semester; students requesting a Leave of Absence or to Withdraw from the College for a semester already in progress should initiate the process right away. Students participating in a Macalester College Internship for credits, students must indicate that information when completing a request, along with the date that the Internship will be completed. We encourage you to complete a request after the completion of your Internship.

Once all required fields are completed in the eform and it has been signed and dated, you must click the yellow Finish button in the upper right corner of the eform to begin the automated processing. If you are an international student, you must first connect with International Student Programs to ensure processes, forms and any other items that may be needed are taken care of accurately and timely.

Please complete the Leave of Absence OR Withdraw from the College Interest-Request Meeting Form to schedule a meeting to discuss a Leave of Absence, Leave Extension or Withdrawing from the College. Once your request is received, you will be connected with the appropriate staff to get a meeting scheduled.

Mandatory Meeting

Any student interested in taking a Leave of Absence, extending a Leave of Absence already in progress or wanting to Withdraw from the College must meet with professional staff in the Dean of Students office or the Academic Programs & Advising office. To schedule a leave of absence or withdraw from the college meeting, students must submit the Leave of Absence OR Withdraw from the College Interest-Request Meeting Form. Once a request is received, students will be connected with the appropriate staff to further discuss options for one of the processes.

FAQs – Frequently Asked Questions Regarding a Leave of Absence (LOA) 

Do you have questions about how a Leave of Absence may affect you? There are a few things to consider when requesting a Leave of Absence:

*Academics – We encourage students to connect with the Academic Programs & Advising office with questions about how a Leave of Absence will impact their transcript, credits for graduation and other academic areas.
*Financial Aid – We encourage students to connect with the Financial Aid office with questions about how a Leave of Absence will impact their aid package, scholarships and other financial areas.
*Student Accounts – We encourage students to connect with the Student Accounts office with questions about how a Leave of Absence will impact tuition payments, loans, and other student account areas.
*Residential Life – Students who live on campus at the time they are approved for a leave of absence will not automatically receive a prorated refund of the remaining semester’s room and board costs. As outlined in the Housing Contract, students who take a Leave of Absence will only receive a refund if they have supporting documentation and prove they have an inability to pay the difference due to financial reasons. Students can submit documentation to a committee of staff members and request a release of contract. If that request is approved, the student will be eligible to be refunded some/or all of the prorated amount. We encourage students to connect with the Residential Life office with questions about how a Leave of Absence will impact campus housing.

The needs of each student are nuanced and thus are considered on an individual basis. The LOA website goes into greater detail regarding the overall process for taking a Leave at Macalester. Here you will find answers to common questions when considering a Leave Of Absence (LOA). 

If you have a question that is not listed below, please contact the Dean of Students Office for further assistance at: [email protected].

  • What is the difference between a LOA and a Withdrawal? 

A Leave of Absence is a pause in your enrollment at Mac, whereas a Withdrawal is a departure without the intention to return to the College. 

  • Who do I contact to discuss LOA?

Students can fill out this form and a member of the Dean of Students Office or Academic Programs and Advising will contact you to set up a meeting.

  • I’m an international student on a visa, e.g., F, J. Do I need to speak to the International Student Programs (ISP) before requesting a LOA or Withdrawal?

Yes, international students on visas must meet with ISP before a LOA or a Withdrawal Request is approved to understand how either action affects their immigration status.  Generally, international students cannot remain in the U.S. if they are not attending classes full-time, meaning 12 credits or more. 

  • What happens to my scholarship/financial aid if I take a LOA? If I take a LOA this semester, will I owe money back to Macalester?

If a student was awarded financial aid and/or scholarships, we strongly recommend the student consult with the Financial Aid Office to discuss any potential implications of taking a LOA. Financial aid counselors are available to help with questions about how the LOA/Withdrawal may affect your financial aid. Please note that taking a LOA requires residential students to move out of the residence halls, which may also have a financial implication.  For more information, please refer to the following website: https://www.macalester.edu/financial-aid/policies/refunds/ 

  • What housing costs will I need to pay when I take a LOA?

As outlined in the Housing Contract, students will need to pay the remainder of their housing costs for the semester, though they cannot continue to live in the residence halls if they are not enrolled in classes while on a LOA. Students who can provide documentation for an inability to pay can complete a google form and request an exemption of the Housing Contract for a possible prorated refund.

  • What steps are followed/needed for a LOA request to be considered and who makes the decision?

Students are required to meet with a member of the Dean of Students Office or Academic Programs and Advising. If a LOA is the correct avenue for the student’s need, they will be emailed a link to the LOA application. It can take up to a week for the application to be reviewed and receive final approval from the Dean of Students. 

  • Does Macalester require me to provide supporting documentation for taking a LOA?

Though Macalester does not require documentation for a LOA request, we strongly recommend students include documentation detailing the reason(s) for your request to take a Leave of Absence. This information will be helpful when considering approval for your request. Examples of documentation could be a letter from a licensed professional, a letter from the student explaining the reason for the request, etc. 

  • How many Leave of Absences are students allowed to take? 

A student is allowed a maximum of 4 total semesters for a LOA (again with the exception of mandatory military service).  If a student requests a LOA for the current semester they are in and it’s approved, that semester will count towards the overall allowed number of leaves. Additionally, the student would be required to take leave for the subsequent semester to ensure that the minimum of 1 full semester LOA is met (this would then count as 2 semesters of leave). Requests for the current semester received before Validation Day (last day of Add/Drop Period) would be considered as a full semester of leave. 

  • How long can I be on a Leave of Absence? 

Once a request for a LOA is approved, a LOA is a minimum of one full semester and granted for up to two full semesters, with an option to extend the leave totalling no more than 4 semesters (with the exception of mandatory military service). Students who do not return at the end of their approved Leave of Absence must reapply for admission by published application deadlines and pay any relevant admission and evaluation fees demonstrating a readiness to return; they are not guaranteed readmission to the College. 

  • Am I allowed to extend my LOA? 

Students are able to fill out a LOA extension form online, which can grant them an additional semester of Leave. This will not be granted past 4 semesters total of LOA. 

  • If I take a LOA, what happens to my grades?

If you are in the middle of a semester, you will be withdrawn from your courses and will see a W on your transcript for each course.

  • Do I need to let my academic advisor know that I am requesting a LOA?

Yes, it is strongly recommended that you meet with your academic advisor prior to applying for a LOA, to ensure you have a clear understanding of where you are in your academic progress.  If your request is approved, your advisor will be notified about your LOA.  

  • How and when do I register for classes? 

You will be responsible for reaching out to your advisor to register for classes when you are ready to return. You will register at the same time as all on-campus students. If you miss the registration period, you will need to work directly with the Assistant Dean of Academic Programs and Advising to enroll in classes. 

  • Is there a deadline to submit a LOA?

Yes, there is a deadline to submit a Leave of Absence for the current semester. Please refer to the LOA website for the current deadline schedule for Fall and Spring semesters.

  • Will I still have access to my Macalester email while on my LOA? 

Yes, while your student status will show on LOA, your email will still be active. If your student email account is deactivated in error, please contact the Registrar Office. 

  • Can I take classes at another institution while on a LOA? 

If your request for a LOA is approved, you may not transfer credit from another institution for a course(s) taken during the first semester you are on a LOA with the expectation that your priority is to focus on whatever prompted the Leave (wellbeing, financial concern, supporting family, etc). If your leave is longer than one semester, one course at another institution could be considered on a case by case basis. 

  • Can I apply for Study Away while on leave?

Students cannot study away in the semester immediately following a LOA. Students who intend to study away after their LOA must apply for study away by the college deadline and they must be enrolled full-time at Macalester for at least one semester prior to their approved study away trip.Students should refer to the Study Away website for additional details at:https://www.macalester.edu/study-away/beforeyouapply/eligibilityforstudyaway/

  • Will I be required to live on campus when returning from my Leave of Absence?

Students are required to live on campus for two-years at Macalester – this means completing four academic semesters of college in on-campus housing. For example, if you take a Leave of Absence during the spring semester of your first-year and are returning the next fall semester you will be required to live on campus for 3 more semesters. If you take a leave of absence during your sophomore year, you will be required to live on campus when you return from your leave of absence. More information about the two-year live on requirement can be found on the Housing Contract. Students can contact Residential Life during their leave of absence to confirm the exact housing assignment. Residential Life will reach out before you return from your LOA to confirm your housing assignment.

  • What happens to my Macalester-offered United Healthcare Student Resources (UHCSR) insurance when I am on a LOA?

If a student is approved for LOA during the first 31 weekdays of the Fall semester, their UHCSR coverage will be voided. If a student is approved for LOA after the first 31 weekdays of the Fall semester, they will keep their UHCSR coverage until the end of the policy year. However, while they are on LOA, they cannot utilize the Hamre Center.

If a student is approved for LOA before the start of the Fall semester, they are not eligible for the UHCSR policy until they return to campus.

When a student returns from LOA for the spring semester, it is their responsibility to contact the Hamre Center insurance specialist to provide documentation of their insurance coverage for the Spring semester or enroll in the UHCSR insurance.

  • For additional information, please refer to the following website: https://www.macalester.edu/health-and-wellness/health-insurance-requirements/
  • When I’m ready to return, what do I need to do? 

If you are an international student on a visa, you also need to contact ISP before your return to the U.S. in order to work on any immigration paperwork and visa documentation.

After your approved return semester approaches, Macalester Registrar will email you with information regarding registering for classes and how to set up a meeting with someone in the Dean of Students Office to create a Student Success Transition Plan. 

You will also want to set up a meeting with your academic advisor to receive your PIN and plan out your semester. 

If you were on financial aid before your leave, you will need to contact the Financial Aid Office for an updated aid package

Leave of Absence Request

Students who need to be away from campus temporarily due to a variety of reasons (medical, mental health, financial, family, etc.), should submit the Leave of Absence OR Withdraw from the College Interest-Request Meeting Form. If you are an international student, you must first connect with International Student Programs to ensure processes, forms and any other items that may be needed are taken care of accurately and timely. Please complete the Leave of Absence OR Withdraw from the College Interest-Request Meeting Form to schedule a meeting to discuss a Leave of Absence. Once your request is received, you will be connected with the appropriate staff to get a meeting scheduled.

Leave of Absence Extension Request

Students who have already been approved for a Leave of Absence, whose plans have changed and will not return for the originally intended term, should submit the Return from Leave of Absence Form. If you are an international student, you must first connect with International Student Programs to ensure processes, forms and any other items that may be needed are taken care of accurately and timely. Please complete the Return from Leave of Absence Form to inform the Dean of Students office you are interested in extending your leave and to schedule a meeting to discuss a Leave of Absence Extension. Once your request is received, you will be connected with the appropriate staff to get a meeting scheduled.

Withdraw from the College

Students who do not plan to return to Macalester, whether it be after an approved Leave of Absence, or plans to transfer away from Macalester, should submit the Leave of Absence OR Withdraw from the College Interest-Request Meeting Form. If you are an international student, you must first connect with International Student Programs to ensure processes, forms and any other items that may be needed are taken care of accurately and timely. Please complete the Leave of Absence OR Withdraw from the College Interest-Request Meeting Form to schedule a meeting to discuss your desire to Withdraw from the College. Once your request is received, you will be connected with the appropriate staff to get a meeting scheduled.

Email Notifications for the Leave of Absence, Leave Extension and Withdraw from the College Processes

Macalester College has selected PandaDocs as our system for electronic forms and secure e-signatures.  When a Leave of Absence, Leave Extension or Withdraw from the College eform request has been initiated, students must use their legal first and last name and their Mac email; complete all the required fields in the eform; sign/date the request and click the yellow Finish button in the upper right corner of the eform to move the request forward for automated processing. If a request is received and has not been signed, dated, or the yellow finish button not clicked, the request does not move forward. To ensure a request is processed accurately, be sure to mark the correct semester/year in the eform. Once a request has been initiated, the initiator may receive several emails as the request moves through reviewers/signers and the automated process. These email notifications will come from [email protected]…don’t be alarmed, this is a legitimate email address for a Macalester process, it is not spam. The timeline for processing an eform request will depend on the time of year received, when the mandatory meeting has taken place, and how quickly campus partner offices are able to review and sign off on incoming requests. Please plan for at least 7-10 days for processing. If you are an international student, you must first connect with International Student Programs to ensure processes, forms and any other items that may be needed are taken care of accurately and timely.

Process for Leave of Absence, Leave Extension, Withdraw from the College

The Leave of Absence OR Withdraw from the College Interest-Request Meeting Form must be completed and a mandatory meeting with the Dean of Students office or the Academic Programs and Advising office must happen, for both the leave of absence and withdraw from the college processes. The Return from Leave of Absence Form must be completed and a mandatory meeting with the Dean of Students office or the Academic Programs and Advising office must happen for students already on a leave of absence and intending to return from leave or wanting to extend their leave.

Leave of Absence – A student must first meet with professional staff in the Dean of Students office or the Academic Programs and Advising office. A student may request a leave of absence for a future semester or for a semester in progress. It is important to know that students who request a leave of absence for a semester in progress may be required to remain on leave for the following semester.. The Dean of Students may grant a leave of absence for a duration of up to two consecutive semesters. A leave of absence may be extended beyond two consecutive semesters with the approval of the Dean of Students. If the student does not apply for an extension, by completing a mandatory meeting, and the Macalester Request to Extend a Leave of Absence eform, prior to the end of the add/drop period associated with the anticipated return semester, the student will be considered “not enrolled” and must apply for readmission to the College to return.

Although it is preferred that new students complete their first term and be in good academic standing when requesting a leave of absence, all requests received will be reviewed and considered, based on individual circumstances.  Questions about the leave of absence process should be addressed to the Dean of Students office at [email protected].

International students are generally not allowed to take a leave of absence and remain in the U.S. during the semesters of the academic year according to VISA regulations. If an international student is considering taking a leave of absence, we strongly encourage the student to contact the International Student Programs Office for further clarification of their status and process for re-entry to the U.S., as well as for regulations and special exceptions for the leave of absence.

Students who request a leave of absence for a semester in progress may be required to remain on leave for the following semester.

Students are typically not permitted to take a leave of absence for a semester in progress after the last day of class for the semester. Any student who wishes to leave Macalester for the purpose of entering military service or fulfilling mandatory religious obligations shall be granted a leave of absence by the Dean of Students.

Extending a leave of absence – A leave of absence may be extended beyond two consecutive semesters with the approval of the Dean of Students.  If the student does not apply for an extension by completing the Macalester Request to Extend a Leave of Absence eform, prior to the first day of classes associated with the initially anticipated return semester, the student will be withdrawn from the College. Once withdrawn from the College, a student must apply for readmission to the College to return. Students on a leave of absence wanting to extend their leave must complete the Return from and meet with the Dean of Students office or the Academic Programs and Advising office.

Students who have been away from Macalester for four (4) consecutive semesters will not be approved to extend their Leave of Absence, with the exception of military service. Instead, the student will be encouraged to follow the Withdraw from the College process and/or apply for readmission, through the Registrar’s office, when they are ready to return. Students who may need to extend their leave of absence should submit the Return from Leave of Absence Form and will be required to meet with either the Dean of Students office or Academic Programs and Advising office.

Returning from a Leave of Absence – Students must complete the Return from Leave of Absence Form and schedule a meeting with the Dean of Students office or the Academic Programs and Advising office prior to returning from leave of absence. Prior to returning from leave of absence, the student should receive communication from the Registrar’s office with information regarding registration for classes for the anticipated semester they plan to return from their leave of absence. The Dean of Students office encourages all students to connect with the Registrar’s office, Residential Life (if on-campus housing and a meal plan are desired) and Financial Aid (if applicable) regarding their return from leave of absence, as well as the Student Accounts office to make arrangements for tuition payment. Prior to returning from a Leave of Absence, students will connect with their academic advisor and do the mandatory meeting with the Dean of Students office or the Academic Programs and Advising office to ensure all resources are in place for a successful return.

Students who do not initiate the process for a mandatory meeting to return from a leave of absence by the anticipated return semester or approved extension will be considered inactive, and must apply for readmission to the College, through the Registrar’s office, to return.

Students who are on leave of absence may not:

  • -Participate in any student activity fee supported activity, intramurals, club or intercollegiate activities, forensics or performance activities, physical education activity courses, College sponsored volunteer activities or any activity in which they are representing the College.
  • -Use art, computing or science facilities.
  • -Use medical or counseling services at the Hamre Center.
  • -Live in College housing.
  • -Have a campus mailbox.
  • -Be employed in a student employment position. Questions regarding student employment should be directed to [email protected].

Students on a leave of absence may use the Library, MAX Center, Career Exploration and academic advising. Email accounts for students on leave of absence will remain active.

Withdraw from the College – A student who decides not to return to the College (i.e. transfer to another institution, not return after an approved leave of absence, etc.) must first meet with professional staff in the Dean of Students office or the Academic Programs and Advising office. A student may request to withdraw from the college for a future semester or for a semester in progress. Once withdrawn from the college, a student must apply for readmission to the College, through the Registrar’s office, to return.

Students who do not return from a leave of absence by the anticipated return semester or approved extension will be withdrawn from the College. Once withdrawn from the College, a student must apply for readmission to the College to return. Readmission forms are available from the Registrar’s Office. The college is not obliged to approve student readmissions.