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Leaves of Absence (LOA) and withdrawals

Definitions

Official Withdrawal

In order to officially Withdraw from the University, a student must complete the Liverpool Hope University “Withdrawal from Studies Form” (undergraduate or postgraduate form as appropriate). The form should be submitted either to the Help Desk in the Gateway Building foyer or mailed to Student Administration, Liverpool Hope University, Liverpool L16 9JD. The student will be liable for all Liverpool Hope University fees up to the date on their completed Withdrawal form. When a student withdraws from the University they will receive a transcript of all attempted and completed credits, course credits and grades achieved for each course, if they request one. However, they are deemed to have left the University and must reapply as a new student if they wish to return. Any previous academic credits and grades will only be accepted if they are deemed applicable to the academic programme for which the student is applying.  Degree classifications do not apply to students who leave before becoming entitled to the full degree.  Therefore, no overall equivalent of the Grade Point Average is calculated for such students.  However, their transcripts will indicate the mark, grade and credit value for each completed course.

Unofficial Withdrawals

Any student who leaves their Liverpool Hope University course without completing the official Liverpool Hope University “Withdrawal from Studies Form,” will remain a registered Liverpool Hope University student and will be liable for all Liverpool Hope University fees for the academic year in question. It is the student’s responsibility to officially Withdraw, not the University’s to eventually discover the student is no longer attending their classes.

Approved Leaves of Absence (LOA)

An LOA is  a temporary interruption in a student’s programme of study. LOA refers to the specific time period during a programme when a student is not in attendance and will return to complete the programme. Students returning from a LOA are not required to re-apply for admission but must re-register for their courses. Any student wishing to interrupt their studies should make an appointment with a Senior Academic Advisor in their Faculty (Academic Division) and complete an “Interruption of Study Form”. The form must be signed by a Senior Academic Advisor.

Unapproved leaves of absence

 A school may grant a student an LOA that does not meet the conditions to be an approved LOA for Title IV purposes (for example for academic reasons). However any LOA that does not meet all of the conditions for an approved LOA is considered a withdrawal for Title IV purposes.

 

Approved LOAs

An LOA must meet certain conditions to be counted as a temporary interruption in a student’s education instead of being counted as a withdrawal requiring Liverpool Hope University to perform a return calculation. If an LOA does not meet the conditions the student is considered to have ceased attendance and to have withdrawn from Liverpool hope University and we are required to perform a return calculation.

In order for an LOA to qualify as an approved LOA:-

  1. All requests for LOA’s to be submitted in writing to the Programme Director by completing an interruption of study form and include the reason for the student’s request. The form must be signed and dated by the student and specify the date the student wants the LOA to begin and end.
  2. Student must apply in advance for an LOA unless unforeseen circumstances prevent the student from doing so
  3. The situation described for the reason for the LOA must be generally non-academic in nature and must be one that leads to a reasonable expectation that the student will return from the LOA within the allowed time frame.
  4. The LOA together with any additional leave of absence must not exceed a total of 180 days in any 12 month period including days in which Liverpool Hope University is not in session.

All requests for LOA’s will be reviewed by the Programme Director, the University registrar and the Director of financial aid. The student will be notified in writing by the Programme Director of the University’s decision.

During the LOA Liverpool Hope University will not assess the student for any additional charges, the student’s financial need will not increase and therefore the student will not be eligible for any additional disbursements of Federal Student Aid.

If the student is a Stafford Loan recipient Liverpool Hope University will explain to the student, prior to granting the LOA the effects that the student’s failure to return from an LOA may have on the student’s loan repayment terms including the expiration of the student’s grace period.

A student granted an LOA that meets the criteria stated above is not considered to have withdrawn and no return calculation is required. Upon the student’s return from the leave he or she continues to earn the Federal Student Aid previously awarded for the period.

 

Completion of coursework upon return

In as much as approved leaves of absence are viewed as temporary interruptions in a student’s attendance and since the academic programme at Liverpool Hope University are considered term based programmes where the repayment period is the term, a student returning from an LOA must do so at a time when he or she can complete the term in order to complete the payment period and be eligible to receive a second or subsequent disbursement. Therefore for students enrolled in credit hour term programmes in order for an LOA to be an LOA the school must allow a student returning from an LOA to complete the coursework that he or she began prior to the LOA

 

Students who return earlier than anticipated

The school may permit a student to return to class before the expiration of the student’s LOA in order to review materially previously covered. However until the student has resumed the academic programme at the point where he or she began the LOA, the student is considered to still be on the approved LOA. The days the student spends in class before the course reaches the point at which the student begins his or her LOA must be counted in the 180 days maximum for an approved leave of absence. A student repeating coursework while on LOA must reach the point at which he or she interrupted training within the 180 days of the start of the student’s LOA.

 

Student who fails to return from LOAs

If a student does not return to the school at the expiration of an approved LOA (or a student takes an unapproved LOA) the student’s withdrawal date is the date the student began the LOA.

 

Explanation of consequence of withdrawal to loan recipients

A student who is granted an approved LOA is considered to remain in an in-school status for Title IV loan repayment purposes. If a student on an approved LOA fails to return the school must report to the loan holder the student’s change in enrolment status as of the withdrawal date. One possible consequence of not returning from an LOA is that a student’s grace period for a Title IV programme loan might be exhausted. Therefore in order for a LOA to be an approved LOA, prior to granting a leave of absence a school must inform a student who is a Title IV loan recipient of the possible consequences a withdrawal may have on the student’s loan repayment terms including the exhaustion of the student’s grace period.

 

Unapproved LOAs

A school may grant a student an LOA that does not meet the conditions to be an approved LOA for Title IV purposes (for example for academic reasons). However any LOA that does not meet all of the conditions for an approved LOA is considered a withdrawal for Title IV purposes. The student’s withdrawal date is the date the student begins the LOA. An unapproved LOA may be treated as an official withdrawal since the school would have previously granted an LOA. Therefore the school would know immediately that the student had ceased attendance for Title IV purposes and must use the specified withdrawal date in the return calculation.