Temporary Leave of Absence, Study Abroad, Withdrawal, and Returning to Study：Keio University Student Website

Temporary Leave of Absence, Study Abroad, Withdrawal, and Returning to Study

Required Forms

If you wish to take a temporary leave of absence, study abroad, or withdraw from the university, enter the necessary information on the corresponding forms, and submit them along with the other required documents to the Academic Affairs Office on the first floor of the Alpha Building.

For detailed information, refer to the Graduate Guide, Chapter 2: Temporary Leave of Absence, Withdrawal from the University, and Study Abroad.
Be very careful, as applications or notifications will not be accepted if the signatures or seals of the student and guarantor are the same.

	Application Form	Required Documents	Submission Deadline
Temporary Leave of Absence	Application for Temporary Leave of Absence (see example) Statement of reason for Temporary Leave of Absence	[For Language Training and Study Abroad] ◆ Acceptance Letter (copy) etc. [For Medical Treatment or Injury] ◆ Medical Certificate [For Military Service in Your Home Country] ◆ Certificate of Mandatory Military Service 　 (Must be translated to English or Japanese). ◆ (From 2020 Spring semester) Statement of reason for Temporary Leave of Absence [For due to personal reason]	Spring Semester: Must submit by the end of May Fall Semester: Must submit by the end of November
Study Abroad	Application for Study Abroad (see example)	[Student Exchange Program] ◆ Acceptance Letter (copy) ◆ Course Syllabi [Privately Funded Study Abroad] ◆ Application for Admission (copy) ◆ Acceptance Letter (copy) ◆ Course Syllabi [Extension of Study Abroad Period] ◆ Certificate of Enrollment at the Host University ◆ Course Syllabi	In principle, two months prior to departure
Study Abroad	Application form for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period (Regarding the application form, please contact the Academic Affairs Office (g-staff@sfc.keio.ac.jp) )		In principle, two months prior to departure
Withdrawal	Notification of Withdrawal (see example)	Student ID Card	－
Return to Study	Notification of Returning to Study (see example)	[Returning to Studies After Illness or Injury] Letter stating that the student is fit to return to their students	As soon as possible after returning from temporary leave of absence or study abroad

Applying for Temporary Leave of Absence

Students who anticipate a long absence due to illness or other unavoidable reasons can take a temporary leave of absence.
If you wish to take a temporary leave of absence, enter the necessary information on the Application for Temporary Leave of Absence, and submit it along with the other required documents to the Academic Affairs Office on the first floor of the Alpha Building by the deadline.
Refer to the example form on how to fill out the application.

Application for temporary leave of absence is on a semester basis, and the temporary leave of absence will end at the end of the semester in which it is applied for. The semester that students take a temporary leave of absence is not counted towards the duration of enrollment required for advancement to the next year and 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.
Temporary leave of absence will not apply to those extending their enrollment in the doctoral program.
You cannot 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.

In case you take a leave of absence because of due to personal reasons, you must take an interview with Main Resarch Advisor or the Academic Advisor within the program in which you belong, and receive their seal or signature of approval on the bottom left of the Application for Temporary Leave of Absence (make an appointment with him/her directly for an interview as early as possible). Submit the application and "Statement of reason for Temporary Leave of Absence" to the SFC Academic Affairs Office.

After the application has been submitted, the Academic Affairs Office will confirm your Application for Temporary Leave of Absence with your Academic Advisor and a decision will be made at the faculty meeting. Consult with and report to your Academic Advisor in person on the nature of your temporary leave of absence. If approval is granted, an approval letter will be sent to your guarantor by postal mail. Those eligible for a reduction of academic fees will be sent information on the necessary process along with the letter.

Reduction of Academic Fees during Temporary Leave of Absence

Academic Fees for each semester may be reduced based on your application. The necessary steps and documents differ depending on the system for academic fees. Inquire at the Academic Affairs Office for details.

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 Academic Affairs Office 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.

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 Academic Affairs Office 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 Fees

Applying for 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)

If you wish to study abroad, carefully read the Study Abroad Guide distributed at the SFC Academic Affairs Office and Chapter 2 of the Graduate Guide, Student Life <Treatment of Study Abroad and Temporary Leave of Absence> and then follow the necessary steps.

Refer to "The Study Abroad Process"

1.　Before Going Abroad

You are required to submit the "Application for Study Abroad (with the necessary documents)" and the "Application form for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period" along with the course syllabi to the SFC Academic Affairs office in principle, at least two months prior to traveling abroad. Approval will be granted after your Academic Advisor confirms your application and it is discussed at the faculty meeting. Language training courses will be treated as ordinary temporary leaves of absence.

2.　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 Academic Affairs Office as soon as the course(s) are finalized. The Academic Affairs Office 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 Academic Affairs Office as soon as you obtain them.

3.　After Returning from Study Abroad

Once the study abroad period has ended, bring the "Application form for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period" with course syllabi and grade reports to an interview with the Academic Advisor in charge of the program you belong to and receive approval of your credit transfer. Afterward, submit the application and grade reports to the Academic Affairs Office. Credit will be awarded once the Chief Academic Advisor reviews the application and the credits you earned are approved at the faculty meeting.

Reduction of Academic Fees for Privately Funded 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 Academic Affairs Office.

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.

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 Fees

Withdrawal

If withdrawing from the university for personal reasons, submit the Notification of Withdrawal with your student ID card to the SFC Academic Affairs Office. Refer to the sample form on how to fill out the application.
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). If you withdraw before the end of the semester, any credits earned during the semester will be invalidated. The date of withdrawal will always be the end of the semester for which you paid academic fees, and time of enrollment and credits earned thereafter will be invalidated.

Submission of Notice of Returning to Study

Submit the Notice of Returning to Study as soon as possible when returning to study after the period of temporary leave of absence or study abroad has ended. If you are returning to your studies after a sickness or injury, you must also submit a letter from your physician certifying that you are fit to resume your studies. Refer to the sample form on how to fill out the application.

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