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Temporary Leave of Absence / Study Abroad / Withdrawal

This page explains the procedure of Temporary Leave of Absence, Study Abroad, and Withdrawal from the university. Please read the notes carefully, and submit the required documents to the SFC Office of Student Services (Academic Affairs).
Students need to submit the original documents. Please also be careful, as applications or notifications will not be accepted if the signatures or seals of the student and guarantor are the same.


Temporary Leave of Absence

Students who anticipate a long absence due to illness or other unavoidable reasons can take a Temporary Leave of Absence.


Application for Temporary Leave of Absence

If you wish to take a temporary leave of absence, submit the required documents below to the SFC Office of Student Services (Academic Affairs) by the deadline.

[ Submission Deadline ]
　Spring semester : May 31 (requisite arrival)
　Fall semester : November 30 (requisite arrival)

* Students who take a temporary leave without course registration must submit the application by the end of Course Registration Period.


[ Required documents ]


  1. Application for Temporary Leave of Absence
    * Please be sure to write the period of Temporary Leave April 1 - September 21 (Spring), September 22 - March 31 (Fall).
  2. Other necessary documents
    • [Language training or Study abroad programs without credit transfer] : Acceptance Letter (copy)
    • [Illness or injury] : Medical Certificate (original)
      The medical certificate must clearly state that the student will require medical treatment during the semester.
      When returning to studies, an original medical certificate from a doctor certifying that the student is able to attend school is also required.
    • [Compulsory military duty in your home country] : Certificate of Mandatory Military Service (original, at the beginning of Temporary Leave of Absence)
      Provide a Japanese translation if the certificate is in a language other than English. Only in this case, you are permitted to submit applications and certificates for multiple consecutive semesters at once (copies will be permitted in this case).
    • [Personal Reasons] : Statement of Reason for Temporary Leave of Absence
      Make the necessary documents in advance and take an interview with your Main Research Advisor or the Academic Advisor of your program and receive their seal or signature of approval on the document. (Make an appointment with them directly for an interview as early as possible.) If you take an interview online, please write "I have already interviewed with [Faculty's Name] online." in the margin of the Statement of Reason.After the interview, the advisor needs to inform the Office of Student Services (Academic Affairs) about approval of student's leave of absence. Students must ask him/her to contact the Office of Student Services (Academic Affairs).
      *If you travel abroad for internship etc., please submit the "Application form for travel to study abroad"
  3. Application Checklist for Temporary Leave of Absence

Notes about Temporary Leave of Absence

  • Application for temporary leave of absence is on a semester basis
  • You can not take or register for courses during temporary leave of absence. In the case that you take a temporary leave of absence in the middle of the semester, all of the courses you have registered for will be canceled and any earned credits will be invalidated.
  • The semester that students take a temporary leave of absence is not counted towards the duration of enrollment required for graduation.
    Regardless of how long students in the Graduate of Media and Governance have actually been enrolled, they will advance to the next year during temporary leave of absence.
  • Students who are extending their enrollment in the doctoral program can not apply for temporary leave of absence.
  • Students who have difficulties to continue research activities due to childcare should think about using KIDS for Students program offered by the university.

The Flow of Events after Submitting the Application

The application must be discussed at the faculty meeting after the announcement of grade reports in the semester prior to that in which the student wishes to take temporary leave of absence (tentatively September 5, Spring Semester, and March 10, Fall Semester). If approved, an approval letter will be sent to the student's guarantor. The Notification of Returning to Study, which is required, will be sent along with the approval letter, as well as related information and information on the process for the reduction of fees for those who are eligible.


After Temporary Leave of Absence

It is not necessary to submit the Notification of Returning to Study, except for the reason of the absence due to illness or injury. Students who take a leave of absence due to illness or injury must submit it and an original medical certificate from a doctor certifying that the student is able to attend school.

If returning to study after temporary leave of absence, submit the required documents below to the SFC Office of Student Services (Academic Affairs).

[ Required documents ]

  1. "Notification of Returning to Study"
  2. (in case you took a Temporary Leave of Absence due to illness or injury) an original medical certificate from a doctor certifying that the student is able to attend school

Reduction of Academic Fees during Temporary Leave of Absence

Academic Fees for each semester may be reduced based on your application. Those who will receive a reduction will be sent the necessary information along with the approval letter. Those who pay for their academic fees in full will receive the amount of reduction after completing the necessary process. It is also possible to pay for the remaining fees after the reduction.


Those who enrolled in or after Academic Year 2013 Tuition, facility fees, and experiment and practical training fees will be reduced (refer to the conditions in Article 3 of "The Handling of Academic Fees During Temporary Leave of Absence").
Those who enrolled prior to Academic Year 2012 You are required to pay all academic fees for the period of temporary leave of absence, but those listed below may have their tuition reduced. Inquire at the Office of Student Services (Academic Affairs) for details.

A.Reductions may only be received if the student has been hospitalized, treated at a hospital, or treated at home for at least one year, and will only apply to the second year of temporary leave of absence and beyond.

B. The student took a temporary leave of absence due to military duty in their home country, or large-scale natural disasters (disaster of extreme severity) such as earthquakes, typhoons. Only in this case will the academic fees for the first year be reduced. See Regulation on Reduction and Exemption of Tuition Fees: Article 2.

Refer to the Keio University Website - Graduate School Academic Fees

Study Abroad

If the Academic Advisory Committee deems it beneficial to the student, the student may be permitted to study abroad at a graduate school overseas without taking a temporary leave of absence. (Graduate School Regulations: Article 124)
* Language training courses will be treated as ordinary temporary leaves of absence.



Application for Study Abroad

You are required to submit the required documents below to the SFC Office of Student Services (Academic Affairs), at least two months prior to traveling abroad in principle.
Your application for Study Abroad will be approved at the faculty meeting, after the Academic Advisor reviews it.
*If you are planning to travel abroad due to the privately financed studying abroad program, please check the Danger Level and Infectious Disease Risk Level at the travel destination set by MOFA on the "Ministry of Foreign Affairs -Overseas Travel Safety Information" (Japanese Only) and "MOFA's "Overseas Travel Safety Information". If either the Danger Level and Infectious Disease Risk Level at the travel destination is at level 1 or higher, please contact the SFC Office of Student Services (Academic Affairs) in advance.


[ Required documents ]


  1. Application for Study Abroad
  2. Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period
  3. Course Syllabi
  4. Other necessary documents
    • [Exchange Programs] : Acceptance Letter (copy)
    • [Privately Financed Study Abroad Programs] : Application Form to the university abroad (copy), Acceptance Letter (copy)
    • [Extension of Study Abroad Period] : Certificate of Enrollment at the university abroad
  5. Application Form for Master's Interim Presentation and "MASTER THESIS 1" during Study Abroad *only for those who will make an interim presentation during their study abroad

During Study Abroad

If there are additions or alterations to the information you provided in your application, submit the application and course syllabi to the Office of Student Services (Academic Affairs) as soon as the course(s) are finalized. The Office of Student Services (Academic Affairs) will confirm the changes. (You can only add, remove, or alter your course(s) during the study abroad period.) Submit the syllabi of any courses that you have not yet submitted to the Office of Student Services (Academic Affairs) as soon as you obtain them.


After Returning from Study Abroad

You are required to submit the required documents below to the SFC Office of Student Services (Academic Affairs), when the study abroad period has ended.


[ Required documents ]


  1. Notice of Returning to Study
  2. Application form for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period
  3. Original Grade Report
  4. Course Syllabi
  5. Bank Transfer Requests such as for the Exemption/Reduction of Academic Fees (only for privately financed study abroad)

Notes about Study Abroad

  • The period of Study Abroad must be up to 1 year from the starting date, based on the duration permitted by the host university. (Approximately 1 week before and after the study abroad period can be included as preparation, but using this time for internships etc. will not be permitted.)
    Extensions may be made up to 2 times (up to 3 years from the start date of the study abroad). After 3 years, it will be Temporary Leave of Absence.
  • You may include up to 1 year of the enrollment period into your enrollment period at Keio University Graduate School. However, retroactive completion will not be approved.
  • You will not be able to register for courses at Keio University during the semester in which you are studying abroad. If you start studying abroad in the middle of a semester, all courses you have registered for that semester will be considered invalid. However, if the semester in which you are studying abroad overlaps with the semester in which you are registered for "MASTER THESIS 1," be sure to check the following precautions.

  1. If your study abroad period overlaps with the semester in which you are registered for "MASTER THESIS 1," and have submitted the "Application Form for Master's Interim Presentation and "MASTER THESIS 1" during Study Abroad" prior to your study abroad, and have made and passed the interim presentation during your study abroad, you may register for "MASTER THESIS 1" and "MASTER THESIS 2" in the semester immediately following your return from your study abroad.
  2. If you submit the "Application Form for Master's Interim Presentation and 'MASTER THESIS 1' during Study Abroad," please be sure to check the academic calendar as the interim presentation will be conducted online during your study abroad.

  • Please read the notes below carefully about the credit transfer.

  1. You are required to submit "Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period" whether you wish to transfer credits or not.
  2. You need to take an interview with the Academic Advisor of your program and receive approval of your credit transfer. Credit Transfer will be approved at the faculty meeting, after the Chief Academic Advisor reviews the application.
  3. Transferred credits will be treated as follows.
    [Master's Program]
    Up to 10 credits in total may be transferred from those earned before entering the master's program, other graduate programs at Keio University, and other universities after enrolling in the Graduate School of Media and Governance (including from universities overseas). Courses that exceed the limit of 10 credits will be recognized as Optional Subjects.
    [Doctoral Program]
    Approved courses will be recognized as Optional Subjects.
  4. Regardless of the grading system used where you study abroad, recognized courses will be recorded as "G" on your grade report and transcript of academic record for "recognized." Students enrolling in or after Academic Year 2017 will not have their grades calculated for trasferred courses.

Reduction of Academic Fees for Privately Financed Study Abroad

Academic Fees may be reduced based on your application for study abroad.
The necessary steps and documents for reduction differ between each system. For the latest information, inquire at the SFC Office of Student Services (Academic Affairs).


Those who enrolled in or after Academic Year 2013 In the case of privately funded study abroad, tuition, facility fees, and experiment and practical training fees will be reduced for each semester in which the student is permitted to study abroad. Reductions will not be provided for student exchange programs that already include a fee reduction. Academic fees will be reduced for student exchange programs that do not include reductions of academic fees during the semester of the exchange program that the graduate faculty approved. However, fees collected by the university on behalf of other organizations do not apply. The process for reductions is undertaken after returning from study abroad.
Those who enrolled prior to Academic Year 2012 In the case of privately funded study abroad, tuition, facility fees, and experiment and practical training fees will be halved for each semester in which the student is permitted to study abroad. Reductions will not be provided for student exchange programs that already include fee reductions. Academic fees will be reduced for student exchange programs that do not include reductions of academic fees during the semester of the exchange program that the graduate faculty approved. However, fees collected by the university on behalf of other organizations do not apply. The process for reductions is undertaken after returning from study abroad.

Refer to the Keio University Website - Graduate School Academic Fees


Withdrawal

If you decide to withdraw from the university for personal reasons, submit the required documents below to the SFC Office of Student Services (Academic Affairs).


Procedure of Withdrawal

[ Required documents ]

  1. Notification of Withdrawal

[ Required procedure ]

  1. Returning your student ID card
    * If you do not have a student ID card, a reissue fee of 2,000 yen will be required. In this case, you need to send 2,000 yen by money order (Yubin teigaku kogawase) or registered mail for cash (Genkin-Kakitome) or purchase 2,000 yen worth of stamps at the SFC Office of Student Services (Academic Affairs).

Notes about Withdrawal

  • Date of Withdrawal
    In principle, the date of withdrawal will be the last day of the semester for which all academic fees have been paid. (Spring Semester: September 21, Fall Semester: March 31).
    The date of withdrawal will always be the end of the last semester for which you paid academic fees, and time of enrollment and any credits earned thereafter will be invalidated. If you only paid academic fees up through the last semester, your date of withdrawal will be the end of the previous semester, and any courses registered for in the current semester will be canceled.
  • Earned Credits
    Credits earned prior to withdrawal will remain and will not be removed. However, if the student withdraws without paying their academic fees, any credits earned after the date of withdrawal will be removed.
  • Academic Fees
    If you pay your entire academic fees in the beginning of the academic year (both Spring and Fall lump payments), but wishes to withdraw at the end of Spring Semester, you will only be able to receive a refund for Fall Semester if the Notification of Withdrawal is submitted and accepted by the end of the Spring Semester (September 21). No refund will be provided if the Notification of Withdrawal is submitted on or after September 22 (the beginning of Fall Semester).

Comparison: Studying Abroad and Temporary Leave of Absence

Temporary Leave of Absence and Studying Abroad differ as shown in the table below.

Studying AbroadTemporary Leave of Absence

Description

Studying abroad is when a student undertakes the same courses as regular students at a graduate school abroad that has been approved as appropriate by the Graduate School Committee through official procedures. Studying abroad is distinguished into two categories: "exchange programs" (including double degree programs) and "privately financed study abroad programs".

Language training (including overseas training that is not recognized as Studying Abroad as described on the left) Other cases such as undergoing medical treatments, etc.

Period

Duration

The study abroad period will be up to one year from the start date of the study abroad program.
The period of studying abroad will be in line with the enrollment period approved by the host institution. (A week before or after the enrollment period may be included as a preparation period, but no internship or other related activities are permitted.)

Spring or Fall semester basis
(All students will be considered on "temporary leave of absence" for the entire semester, regardless of when the leave of absence is requested.)

Extension

The study abroad period may be extended twice (up to a maximum of three years from the start date of the study abroad program). Beyond that, the student will be considered on "temporary leave of absence."

Can be extended on a Spring or Fall semester basis
(Studying abroad is only allowed for a maximum of three years, so if you wish to continue studying at the host institution after that, you must take a temporary leave of absence).

Scholarships

Scholarships are available for exchange program students. For details on eligibility requirements, contact the International Exchange Services Group, Office of Student Services (Mita Campus).

None

Credit

Course Registration

Students may not take courses during the semester they are studying abroad.
Studying abroad from the beginning of the semester: No course registration is required. Submit the Application for Study Abroad at least two months prior to departure.
Studying abroad in the middle of the semester: In general, courses at Keio that were registered in April for students studying abroad in the Spring semester and in October for students studying abroad in the Fall semester will be invalidated, but be sure to register for courses accordingly. Please check with the SFC Office of Student Services (Academic Affairs) for details.

Students may not take courses during the semester in which they are on a temporary leave of absence.
Temporary leave of absence from the beginning of the semester: No course registration is required. Submit the Application for Temporary Leave of Absence by the course registration period.
Temporary leave of absence in the middle of the semester: All courses that were registered in April for students on temporary leave of absence in the Spring semester and in October for students on temporary leave of absence in the Fall semester will be invalidated.

Credit Transfer

A maximum of 10 credits may be applied toward completion at Keio University graduate schools. Handling of credits differs between master's and doctoral programs, so be sure to check the section on Studying Abroad. As a result of the review process, there may be cases in which the requested course(s) are not necessarily approved. If approved, the number of credits for the course(s) will be equivalent to the number of credits of the established course(s) at Keio, and will be graded as "G". Details of the procedure can be found on the Keio University Student Website. If you wish to apply to get your credits approved, be sure to check the procedure before your departure.

There is no system to automatically transfer credits.

Advancement and Program Completion

Counting Studying Abroad Toward Total Keio University Enrollment Period

(For Master Students) Upon application (up to one year), one's time spent studying abroad may be counted toward the number of years of study at Keio University graduate schools.
Example: Students who start studying abroad in the Fall semester of their first year and return to Japan after one year are allowed to count the period toward their total enrollment and complete their program at the end of the Fall semester of their second year if they meet all other requirements. However, retroactive completion is not allowed.
*Note that if you wish to complete your master's thesis in the next semester after returning to Japan by counting your studying abroad toward your total period of enrollment, you must complete the prescribed procedures regarding the handling of your master's thesis before and after your study abroad.

(For Doctoral Students) Upon application (up to one year), one's time spent studying abroad may be counted toward the number of years of study at Keio University graduate schools.
Students who are extending their enrollment in the doctoral program can not apply for study abroad.For information on extension of enrollment period, please refer to "Application for Extension of Enrollment Period / Withdrawal from the Doctoral Program with the Completion of Course Requirements".

(For Master Students) The period of "temporary leave of absence" will not be counted toward the number of years of enrollment. In principle, four semesters of enrollment are required to complete the program (*handled as early degree completion). In addition, students may not take a temporary leave of absence during the semester they intend to complete their program.
Example: Students taking a fall semester leave of absence may not complete the program at the end of that fall semester.

(For Doctoral Students)The period of "temporary leave of absence" will not be counted toward the number of years of enrollment. In principle, four semesters of enrollment are required to complete the program (*handled as early degree completion). In addition, students may not take a temporary leave of absence during the semester they intend to complete their program.
Students who are extending their enrollment in the doctoral program can not apply for temporary leave of absence.For information on extension of enrollment period, please refer to "Application for Extension of Enrollment Period / Withdrawal from the Doctoral Program with the Completion of Course Requirements".
Application Procedures

Refer to "Studying Abroad"

Refer to "Temporary Leave of Absence"