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process leave requests
To maintain continuity of enrollment, if a student is not enrolled in classes, they must be on an approved Leave of Absence (LOA).
- Leaves are outlined in the Graduate General Regulations.
- A leave status can only apply to a full term (students cannot enroll for a partial term).
- Students who are not enrolled or on an approved leave by the end of the 6th week will be discontinued.
This page outlines the process for leaves and how students apply for parental leave funding. Note: retroactive leaves are typically not approved; please consult with Graduate Studies.
Leave of Absence Process
Graduate students must formally apply for a leave of absence if they need to interrupt their studies. Ideally this process begins before the start of the term for the leave is being requested. The process involves the following steps:
- Consultation: students should discuss their intention to take a leave with their supervisor and graduate program to understand the implications and receive guidance.
- Application: students complete the Leave of Absence Request Form. Some leaves may require additional documentation, such as a Health Care Provider Form for medical leaves.
- Submission: the completed form is submitted to Graduate Program Chair for acknowledgment.
- Approval: The request will be submitted to the Faculty of Graduate Studies for final consideration and approval.
How students apply for Parental Leave payments
Depending on the timing of the student's parental leave, they may be eligible for one of the following:
Tri-agency Parental Leave Payments
If the student has started a Tri-agency Scholarship they may be eligible for a paid parental leave. Tri-agency scholarship holders are eligible for up to 12 months of paid parental leave. This applies to graduate students who are the primary caregivers following the birth or adoption of a child.
The student should:
- consult the award holder's guide for full eligibility
- complete the Tri-agency request form well in advance of the expected leave
- contact Graduate Studies Award team if clarification is required
Graduate Studies Parental Leave Funding
Graduate Studies will provide funding of $6,000 for the first term of parental leave for graduate students who do not have any other source of funds to cover the leave (i.e., no tri-agency parental leave). This applies to graduate students who are the primary caregivers following the birth or adoption of a child.
The following rules apply:
- In the case where both parents are graduate students, only one parent is eligible to receive payment
- No retroactive payments can occur (e.g., backdating 2024)
- Students are considered automatically when they submit a parental leave request
Notes:
- When it comes to processing leave requests, Graduate Studies staff ensures records changes meet university regulations, and that Graduate General Regulations are complied with.