Leave of Absence
Leave of Absence
Definition
In the case of an illness, accident, military duty, or other unavoidable circumstances, a leave of absence may be taken by the student. If the student is acquiring credit or conducting research at a domestic/foreign university under KAIST regulations, a leave of absence isn't necessary.
Duration of Leave of Absence
The maximum leave of absence period shall not exceed two semesters for Master's program, and four semesters for undergraduate and doctoral programs. (However, the leave of absence for military service, childbirth or childbearing [less than two years for female students and less than one year for male students], business start-up (less than four semesters) is exempt.). Leave of Absence due to Illness can be extended up to 2 semesters
General Leave of Absence
Can apply for leave of absence after the end of Spring/Fall semester (end of June/December) until mid-term exam period.
Can't apply after mid-term exam period until the end of final exam period.
Leave of Absence due to Illness
Can apply until before final exam period (Must be accompanied by a medical certificate of general hospital (including KAIST Clinic) for more than one month of hospitalization or outpatient treatment.).
Leave of Absence due to Business Start-up
Can apply for leave of absence due to Business Start-up after the end of Spring/Fall semester (end of June/December) until mid-term exam period.
Can’t apply after mid-term exam period until the end of final exam period.
Leave of Absence due to Childbirth or Childbearing
Can apply until before final exam period (Must be accompanied by a Birth certificate or certificate of family relationship (Children under 8 years old)).
Leave of Absence due to Military Service
Can apply during the academic semester (Except final exam period)(Required to submit the notice of enlistment).
Procedure
Students must apply for a leave of absence online at the Academic System → receive approval from advising professor(after interview) and department head → checked by administrative department and department/major office → Students must submit it online(manual) before the deadline at the Academic System to KCB Academic and Student Affairs Team. (from D-2 of deadline, students cannot apply it online. Students must complete the leave of absence request form themselves and obtain the signature and seal of both oneself and their guarantor (scholarship recipients must receive authorization from relevant organization) → receive approval from advising instructor or faculty master/head professor before submitting form to relevant faculty/major office → checked by administrative department of relevant faculty/major → submit to KCB Academic and Student Affairs Team)
Document Submission (attach)
- 1 copy of the Leave of Absence
- Illness: 1 copy of the doctor’s note (minimum 1 month) of general hospital(including KAIST Clinic)
- Military Service: 1 copy of Enlistment Notice
- Business Start-up : 1 copy of Corporate register or business registration certificate
- Childbirth and childcare: 1 copy of the Birth Certificate or Family Relation Certificate (Children under 8 years old)
Refund due to leave of absence (date of occurrence is the start date of leave of absence, (from D-2 of deadline)the same as the date the request form for leave of absence is submitted to KCB Academic and Student Affairs Team).
| Date of Occurrence | Refund Amount |
|---|---|
| After deadline of course add/drop period but before 30 days from the beginning of the semester | 5/6 of the payment (exclude admission fees, mutual aid fee, student fees) |
| After 30 days but before 60 days from the beginning of the semester | 2/3 of the payment (exclude admission fees, mutual aid fee, student fees) |
| After 60 days but before 90 days from the beginning of the semester | 1/2 of the payment (exclude admission fees, mutual aid fee, student fees) |
| After 90 days from the beginning of the semester | No refund |
Cautionary Measures
- New incoming students may not take a leave of absence for their 1st semester.
- The student must re-apply the leave of absence if wishing to extend the previous leave of absence.
- The student must re-apply the leave of absence if they wish to change or extend the previous general leave of absence to a military duty leave of absence.
- The student will be expelled if the leave of absence is not extended or the student doesn’t return to school, after the term for the leave of absence has ended.
