General Guidelines
A Leave of Absence (LOA) is only available in limited circumstances when a student can return to the beginning of the same course and has an acceptable LOA reason request. A student must have begun attendance in the quarter/term from which they are requesting to take an LOA.
Students requesting to take an LOA must communicate with the Student Services Department who will process the LOA request as long as it is consistent with the institute’s policy and standards.
Typically, students are allowed to take one LOA within a 12-month period . The institute may grant additional LOAs within the same period as long as the reason is deemed acceptable under the institute’s policy. Under no circumstances may the total number of calendar days in all LOA’s exceed 180 days in any 12-month period. When requesting an LOA, a student will need to complete, sign, and submit a Break in Attendance request form along with any required documentation, if applicable. In cases where a Break in Attendance request form is not submitted, the LOA request must be in writing via email or text and contain the required information. An LOA must be requested prior to the period needed unless extenuating circumstances exist that prevent the student from doing so. These requirements apply to all LOA requests.
Student Services personnel will determine LOA eligibility and approval or denial. When granting an LOA, the school must have a reasonable expectation that a student will return. Acceptable LOA reasons include:
- Student/family medical issue
- Temporary personal family matter
- Housing issue
- Time needed to resolve a financial matter
- Student employment issue
- Bereavement
- Military service requirements
- Jury duty
- Transportation concerns
- Personal travel needs
- Unanticipated travel difficulties
- National Emergency
If a student does not return from an approved LOA, the student will be withdrawn as of the last date of attendance. The date of determination is the date the student was expected to return from the LOA .
Note: A new student may not take an LOA until day 6 of the course because students are not considered an official start until after the fifth day of class. Students with an unforeseen need for a break during their first five class days should instead be carefully evaluated for a “Cancel with Attendance” status and advised accordingly.
Note: Students who re-enroll are subject to the same approvals/ requirements, and the 180-day timeframe does not “reset” with a new enrollment sequence in the same department group.
Additional LOA’s
Students may require additional days in an LOA, either as an extension to an existing LOA, or for a different period of time in the future. All calendar days approved in an LOA must meet the requirements of our LOA policy and be supported by appropriate documentation. A personal written statement may be accepted if other supporting documentation is not available. Written statements will be accepted at the discretion of the institution and must include the reason for the LOA request, the student signature (and date), as well as the reason the student cannot obtain supporting documentation.
To request an LOA, students must complete, sign, and submit a written request (either on a formal Break in Attendance request form, or other document as long as all required elements of the LOA form are included). Signed LOA requests and supporting documentation (if applicable) should be submitted on or before the LOA start date .
Note: Students are limited to no more than 180 days of LOA time in a 12-month period. Students who have reached the 180-day limit and need additional time away from their program must be formally withdrawn from the institution .
Permissible Late Returns From A Break In Attendance
At times, students know in advance they cannot return from a break in attendance on day 1 of the course due to extenuating circumstances. In these instances, the institution may allow a later return date provided documentation is submitted during the request process validating the need for a return on day 2 or day 3. In no instance may a student return later than day 3.
Upon approval, the student will be advised by Student Services regarding the effect of missed lab time, as their official break in attendance status will have expired.
Note: In certain circumstances dependent on the required course, the length of the course, or point in the program the student begins their break in attendance, a late return may not be possible. Students should contact Student Services as soon as possible to determine if a late return is possible in their circumstance.
Due to unforeseen circumstances, a student may determine they are unable to return from a break in attendance on the agreed-upon return date but wants to return to their scheduled course late, rather than take an additional break in attendance. In particular, this can happen when the student encounters travel issues or other unforeseen circumstances. If the student notifies the Student Services office on or before their scheduled return date to request a late return from a break in attendance, the institution may approve the request and avert withdrawal, provided that the student is able to return no later than the 3rd day of the class. The student should also provide a written statement regarding the late return request and any supporting documentation, if applicable. If a longer period is needed, an additional break in attendance for the duration of a full course can be considered instead. Upon approval, the student will be advised regarding the effect of missed lab time, as their official Break in Attendance status will have expired. Any student approved for a late return from a break in attendance will be offered the option to make up assignments due to the unforeseen circumstances.
In rare circumstances, students may experience a situation that prevents them from notifying the institution of an inability to return on or before the expiration of the break in attendance . In these instances, the institution may approve a later return as long as supporting documentation is provided, the student can return by day 3, and the student submits the request in writing. Upon approval, the student will be advised regarding the effect of missed lab time, as their official break in attendance status will have expired. Any student approved in this circumstance will be offered the option to make up lab assignments due to the unforeseen circumstances.
Enrollment Status
Students who are granted a break in attendance are not considered to have withdrawn. Calendar days during which students are on an approved break in attendance will not be included in the maximum time frame calculation, nor included as calendar days attended in any withdrawal-related calculation. Students who do not engage in academic activity by day 1 of their scheduled return course will be withdrawn from MIAT, unless an additional leave has been requested and approved or a late return was approved. Students who are not able to return on day 1 but wish to remain enrolled must request and receive approval for an additional break in attendance within the parameters as noted in the guidelines .
Financial Ramifications
Taking a break in attendance will extend original anticipated aid disbursement dates and can interrupt veteran benefits, including Monthly Housing Allowance (MHA) payments for students using Veteran Education benefits. In some cases, a loss of federal aid can occur based on timing of the LOA in relation to the federal award year.
Further, students who have borrowed federal student loans will be informed that if they fail to return from a break in attendance, their last date of attendance will be reported to the Department of Education as the date of withdrawal, and they will lose the days spent in their break in attendance status from the 6-month grace period associated with the first day of repayment. If the student’s LOA is 180 days and does not return from the LOA will lose the 6-month grace period and enter repayment immediately.
For these reasons, students considering a break in attendance are encouraged to meet with the Financial Aid Department prior to taking the leave. The leave will not involve additional charges to students. MIAT cannot grant a student a break in attendance to delay the return of unearned Title IV funds .
Breaks In Attendance and International Students The DSO may authorize a reduced course load (or, if necessary, no course load) due to a student’s temporary illness or medical condition for a period of time not to exceed an aggregate of 12 months while the student is pursuing a course of study at a particular program level. If a student has a medical condition that is documented by a licensed medical doctor, doctor of osteopathy, or licensed clinical psychologist, a reduced course load (RCL) option can be reviewed as long as the student plans to remain in the United States .