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Check the details of the application procedures listed under each type of application and submit all required paperwork by the deadline.
Temporary Leave of Absence
Students who are unable to attend classes for an extended period due to illness or other unavoidable circumstances may take a leave of absence with permission from their faculty board. Please be sure to read the checklist below before submitting an application for a temporary leave of absence.
**IMPORTANT**
Due to the revisions to Article 152 of the Undergraduate Rules and Regulations in the 2023 academic year, there is now a maximum duration for leaves of absence.
This applies to all students enrolled as of the 2023 academic year.
Students taking a leave of absence must renew their application for a leave of absence every semester (Spring/Fall) even if their absence spans consecutive semesters for the same reason. Make sure to read Leave of Absence Categories and Proceduresbelow and submit an application and required documents by the semester deadline. Applications submitted outside the application period will not be accepted for any reason.
Spring Semester | Fall Semester | |
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Leave of Absence Period | April 1-September 21 | September 22- March 31 of the following year |
Application Period for Temporary Leave of Absence* | December in the previous semester- Last day of classes in May |
June in the previous semester- Last day of classes in November |
Procedures and required documents for a leave of absence (including the process for returning to school) vary depending on the reason behind the leave of absence. Please check below to complete the leave of absence application within the designated period each semester you plan to take a leave of absence. When taking a leave of absence for personal reasons, students must have an interview with a faculty member in one of the categories indicated below. Please plan accordingly.
In general, students should submit applications via K-Support (except for an application for a leave of absence due to military service obligation in your home country). If your circumstances prevent you from applying via K-Support, please check here.
Checklist:
-Students who are receiving scholarship/financial aid and considering taking a leave of absence should check with the Office of Student Services (Student Life) at (sl@sfc.keio.ac.jp) before submitting an application.
-If you are considering participating in a study abroad program, which is officially approved by the university, in the semester following your leave of absence to participate in language training or study abroad, please consult with the Office of Student Services (Academic Affairs) in advance.
-Under Article 16 of the Passport Act, Japanese nationals who will reside in a foreign country for more than three months are required to submit the Overseas Residential Registration (ORR) to the Japanese embassy or consulate with jurisdiction in the country. Also, students staying in foreign countries for more than three months without taking up residency need to register with the Ministry of Foreign Affairs' overseas travel registration system, Tabi Regi (たびレジ). For details, please refer to the website of the Ministry of Foreign Affairs.
[Application for Leave of Absence] Application deadlines: (Spring Semester) Last class day of May (Fall Semester) Last class day of November *Late submissions will not be accepted for any reason. |
Please submit an application for a leave of absence via K-Support. Application for Temporary Leave of Absence: K-Support > Application > Various Applications > Application for Temporary Leave of Absence Submit other required documents by uploading them to the designated sections of the application form. [Required procedures and documentation for each type of leave of absence] For details, please click the "▶" icon listed next to your reason for taking a leave of absence. For Personal ReasonsIf the reason for leave of absence does not fall under "language training/study abroad (credits will not be transferred)," "medical treatment/injury," or "military service obligations in a student's home country," the application may be submitted as "for personal reasons". Students considering taking a leave of absence for personal reasons must speak with one of the faculty members in the categories below before submitting an application. Make an appointment using the Appointment Form for Interview of Temporary Leave of Absence Due to Personal Reasons. (If for some reason you are unable to make an appointment from this form, you will need to submit a separate statement of reason for taking a temporary leave of absence when submitting your application.)[Eligible Faculty] *In principle,Please make an appointment with a faculty member in one of the following categories (1-3) to have an interview. 1. Homeroom teacher 2. Seminar mentor 3. Graduation project mentor 4. Deputy chief academic advisor (please see the list) After the interview, submit an application for leave of absence via K-Support. * When traveling abroad, check the Ministry of Foreign Affairs website for overseas travel safety information to check the travel advisory levels and the infectious diseases warning levels for your destination. If either or both of these levels are Level 1 or above in your destination or are raised to Level 1 or above during your stay, you must submit a Statement of Purpose for Traveling Abroad. For language training or study abroad (credits will not be transferred)*1 Acceptance letter must indicate the enrollment period at the host university/institution and must cover the semester during which you are applying to take a leave of absence from Keio. *1 If the exact dates of your language training/study abroad program are not indicated on your acceptance letter, submit an academic calendar or other documentation showing the dates of school terms. *1 If you continue to take a leave of absence for language training or study abroad program in the subsequent semester, please submit a screenshot of the student website of the host university/institution or other documentation showing that you are registered with courses for that semester. *2 When traveling abroad, check the Ministry of Foreign Affairs website for overseas travel safety informationto check the travel advisory levels and the infectious diseases warning levels for your destination. If either or both of these levels are Level 1 or above in your destination or are raised to Level 1 or above during your stay, you must submit a Statement of Purpose for Traveling Abroad. For medical treatment/injury* The medical certificate must indicate that medical treatment is required during the semester for which you are requesting to take a leave of absence. For military service obligations in a student's home country (application via K-Support is not available)This is the only category that requires an original physical copy of the leave of absence application. Please submit the following documents at the SFC Office of Student Services (Academic Affairs) in person or by mail.*1 Please fill out multiple application forms for each semester you plan to take leaves of absence and submit these forms together. *2 A Japanese or English translation must be attached. |
[Approval of application for leave of absence] (Spring Semester) After March 10 (Fall Semester) After September 5 |
After confirming that there aren't any errors or omissions in the submitted application, the Faculty Board will deliberate on the application. If the application for leave of absence is approved, a Notification of Temporary Leave of Absence will be mailed to the student's guarantor. *The Notification of Temporary Leave of Absence will not be reissued, so please make sure not to lose it. (Unless the mail is returned to the office, it is deemed to have been received.) Information regarding procedures for returning to school or receiving tuition reduction will also be enclosed for eligible students. Please note that students cannot withdraw the application once it has been approved by the Faculty Board. Students can still use their student ID cards, media centers, and various accounts during their leave of absence. There may be important announcements from the university, so please check your email, the Keio University Student Website, and K-Support regularly while on leave. |
[Process for Returning to Study] (Spring Semester) After August (Fall Semester) After February |
Students taking a leave of absence due to medical treatment or injury should complete the process when they return to school. Notification of Returning to Study: K-Support > Applications > Various Applications > Notification of Returning to Study At the time of application, please upload an original medical certificate from your doctor certifying that you are able to attend school (including commuting) for the semester you are returning. At the time of application, please upload an original medical certificate from your doctor certifying that you are able to attend school (including commuting) for the semester you are returning. |
Please submit the required documents to the SFC Office of Student Services (Academic Affairs) in person or send them by mail.
Academic fees and expenses during temporary leaves of absence are handled as detailed below. For details and amounts of academic fees, please check the Undergraduate Academic Fees page.
Studying Abroad
Study abroad is permitted if the Faculty Board deems it educationally beneficial to students. There are a variety of study abroad programs, including those endorsed by Keio University as well as those that are self-financed. In principle, study abroad students are expected to take the same level of coursework expected of regular students to acquire expertise once they have finished the approval process through approved channels.
Language training courses to improve your language skills are not recognized as "studying abroad" and will be treated as a temporary leave of absence. An internship or working holiday is also considered a temporary leave of absence. For more information about temporary leaves of absence and study abroad programs, please see here.
[Before Studying Abroad] Application deadline: At least two months before your study abroad program starts *If you are unable to apply by the deadline, be sure to consult with the SFC Office of Student Services (Academic Affairs). |
Please apply to study abroad via K-Support. Study Abroad Application form: K-Support > Application > Various Applications > Study Abroad Required documents: -Application documents (only for self-financed study abroad programs) -Acceptance letter *1 -Application for Graduation Project 1 While Studying Abroad (if applicable) -Course descriptions (Syllabi) -Statement of Purpose for Travel(Only for eligible self-financed study abroad students)*2 Students should also submit the following Form and documents. -[Study Abroad Check Form] *1 If the language training and studying abroad period (including dates) are not indicated on the acceptance letter, submit an academic calendar or other documentation showing the dates of the program. *2 Check the "Ministry of Foreign Affairs website for overseas travel safety information" to check the travel advisory levels and the infectious diseases warning levels for the destination country/region. If one or both of these levels are above 1, please submit the Statement of Purpose for Travel. Important notes: -If you start studying abroad while taking a temporary leave of absence, make sure to consult with the SFC Office of Student Services (Academic Affairs) in advance. |
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[While Studying Abroad] Application deadline: By the end of the study abroad period *Late submissions may not be accepted. |
Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period Please click here for details. You will need to submit syllabi from your study abroad host university, so make sure to keep them on hand. *This form must be submitted, even if you do not wish to transfer credits or include the period of study abroad to an enrollment period at Keio University. Important notes: -If you wish to enroll in a course that has a student screening process in the semester you return to Keio, you may be required to apply for approval while still abroad. (Spring Semester: early April; Fall Semester: mid to late September) |
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[After Studying Abroad] Submission deadline: Within one month of completing study abroad program *If you are unable to complete all of the required procedures before the stated deadline, please submit paperwork describing why you will be unable to do so in advance. If you fail to submit a statement, your study abroad paperwork may not be processed, preventing you from filing other required documents for your return to Keio. |
Please submit a Notice of Returning to Study via K-Support immediately after returning to Japan. Notice of Returning to Study: K-Support > Applications > Various Applications > Notice of Returning to Study*1 Students should also submit the following documents. -Official grade reports (original copies or online printouts)*2 -Report regarding Graduation Project 1 While Studying Abroad (if applicable) *1 You cannot register for courses if you have not submitted the Notice of Returning to Study. Make sure to submit it immediately after returning to Japan. Even if you take a temporary leave of absence in the following semester after returning from study abroad, you are required to submit a Notice of Returning to Study. *2 If your grade reports will not be issued within the first month after finishing your study abroad program, consult with the office in advance. When enrolling in courses the semester you are finishing a study abroad program:If you complete the study abroad in the middle of a semester, you can still take courses through the Faculty of Policy Management, the Faculty of Environment and Information Studies, or eligible undergraduate courses if the following conditions are met. If you wish to take courses the same semester you complete your study abroad program, you must fill out the required paperwork to return to study at the SFC Office of Student Services (Academic Affairs) in person.
*It is also possible to not enroll in any courses the semester you return from studying abroad. *Tuition reduction will not be applied for self-financed study abroad programs. If you take courses at Keio in the semester you complete the study abroad, you will be required to pay full academic fees and expenses for that semester. *If you wish to register for courses that have student screenings, complete that process during the student screening application period. (Spring Semester: early April; Fall Semester: mid to late September) |
If your study abroad period overlaps with the semester in which you take Gradation Project 1 (in the first semester of your fourth year), you may complete the following procedures to enroll in Graduation Project 2 the semester after you return from studying abroad. Please note, however, that you cannot acquire credits for Graduation Project 1 (two credits) even if you work on your Graduation Project 1 while studying abroad.
[Before Studying Abroad] Application deadline: At least two months before study abroad program starts *Late submissions may not be accepted. |
Please submit the Application for Graduation Project 1 While Studying Abroad. How to Submit:Please upload it to K-Support when the study abroad application process. Important notes: -Please consult with your Graduation Project mentor and obtain their seal or signature on the application form (digital signatures also acceptable) to submit. *In lieu of a seal or signature, you may attach an email or other documentation showing permission from the faculty member. -You must fulfill the aspect requirements set by your Graduation Project Mentor by the time you submit the application (by the first semester of your third year). -If your application is approved, it will also serve as your Graduation Project Mentor Application. -If you fail to advance to the fourth year (if the first semester of your fourth year is not included in the study abroad period after your application for study abroad credit transfer and inclusion of the study abroad period in the enrollment period at Keio is approved), your application will be invalidated. |
[While Studying Abroad] | Please work on Graduation Project 1 while consulting with your Graduation Project mentor. |
[After Studying Abroad] Submission deadline: Within one month of completing study abroad program *Late submissions may not be accepted. |
Please submit the Report on Graduation Project 1 While Studying Abroad. How to submit:Instructions will be provided to students while abroad. Important notes: -After completing the report, please obtain a seal or signature of your Graduation Project mentor (digital signatures also acceptable). *In lieu of a seal or signature, you may attach an email or other documentation showing permission from the faculty member. If you take courses at Keio the same semester you finish studying abroad:If your "Application Regarding Graduation Project 1 While Studying Abroad" was approved and you plan to take courses the same semester you return from studying abroad, you must complete the procedures below and enroll in Graduation Project 1 that semester as well. Please contact the SFC Office of Student Services (Academic Affairs) for more information.Procedures: -Withdraw your "Application Regarding Graduation Project 1 While Studying Abroad" -Submit the "Graduation Project Mentor Application Form (Study Abroad)" -Complete registration for Graduation Project 1 at the SFC Office of Student Services (Academic Affairs) Important notes: -If you have not received approval for the "Application Regarding Graduation Project 1 While Studying Abroad" by the specified deadline, you will not be able to enroll in Graduation Project 1 the same semester you finish studying abroad. -You must enroll in other courses in addition to Graduation Project 1 if you take courses upon completing study abroad. If you take Graduation Project 1 in subsequent semesters after completing a study abroad program:If your "Application Regarding Graduation Project 1 While Studying Abroad" has been approved but you would like to take Graduation Project 1 at a later point in time based on the progress of your research or due to changes in your expected date of graduation, you will need to withdraw your application. Please contact the SFC Office of Student Services (Academic Affairs) for more information. |
Academic fees and expenses while studying abroad will be handled differently for Keio-endorsed exchange programs and self-financed study abroad programs. For details, please check the Keio University website for undergraduate academic fees.
Students who study abroad can apply to have credits earned at their host university transferred over as Keio credits. They can also have up to one year of study abroad experiences counted towards their total period of enrollment at Keio.
Although students will not advance to the next year level during the study abroad period, they may retroactively advance to the next year level if they meet the requirements by getting approval for transferring credits and having time abroad counted towards enrollment at Keio. However, students may not be approved to graduate retroactively.Europe: European Credit Transfer and Accumulation System (ECTS) |
1.8 ECTS credit = 1 Keio credit (rounded off to the nearest whole number) *If credits earned at a university outside of Europe can be converted to the ECTS credit value, use this conversion rate to calculate. |
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United States: US Credit System |
1 US credit = 1 Keio credit |
Countries/regions other than Europe and the US | Credit conversion rates must be confirmed before submitting an application as the credit values vary by host universities. Please submit the following items. -If earned credits can be converted to ECTS credits or US credits, submit a webpage or other documentation showing the credit conversion rate -A webpage or other documentation showing the host university's information such as study hours per credit and the number of required credits per year |
All students |
*You must submit this form even if you do not wish to transfer credits or count your study abroad period towards enrollment at Keio University. Instructions on how to submit the application will be provided to students while abroad. Please submit a transcript of academic record or original grade reports as soon as they are available. If these documents will not be issued within one month after completion of the study abroad, please consult with the Office of Student Services (Academic Affairs) in advance. |
If you plan to apply to transfer credits: | -Syllabi must include information about the year and semester the course is held, the number of credits, course description, and class hours. Highlight the relevant sections with a marker. -Attach a Japanese or English translation if it is written in a language other than Japanese or English. *If you have other documents that contain all of the information above, you may submit them in place of a syllabus. -Find the relevant courses in the Keio University Syllabus and Timetable (Before Fall 2024: Syllabus Search) and submit them as a PDF. *Eligible courses are limited to those that have been offered by the Faculty of Policy Management or the Faculty of Environment and Information Studies since you first enrolled at Keio University. |
If you studied abroad in a country/region other than the US or Europe and plan to apply for credit transfer: |
*Changes or modifications to the application for credit transfer and inclusion in the study abroad period will only be accepted while the student is still abroad. You cannot make changes to the application after completing the study abroad program. Also, you cannot change or modify your application once it has been approved. Please send any questions or documentation while studying abroad to the Office of Student Services (Academic Affairs).
Withdrawal from the University
If you decide to withdraw from the university for personal reasons, submit the Notification of Withdrawal to the SFC Office of Student Services (Academic Affairs).
*The process for university withdrawal differs between each undergraduate and graduate faculty. Carefully read this webpage and the SFC GUIDE for the Faculty of Policy Management and the Faculty of Environment and Information Studies. Download the form from the link below. The physical form with a carbon copy may also be used.
*Make sure to refer to the Notification of Withdrawal sample form.
Undergraduate Rules and Regulations, Article 156 (Excerpt)
① (Omitted)
② Notwithstanding the provisions of the preceding clause, students in the Faculty of Policy Management and the Faculty of Environment and Information Studies who have been enrolled for a total of four years for their First and Second Year and cannot advance to the Third Year, and students enrolled for a total of four years for their Third and Fourth Year and cannot graduate, shall be required to withdraw from the University.
Students who have been deemed to be in violation of the Undergraduate Rules and Regulations, who have not registered for courses by the registration deadline and whose intention to continue at the University cannot be confirmed shall be subject to compulsory withdrawal under Undergraduate Rules and Regulations, Article 188.
Undergraduate Rules and Regulations, Article 188
A person who breaches these regulations or other regulations of the University established hereunder, or who neglects his/her studies, infringes on the dignity of the University or others, or otherwise engages in behavior not befitting of a student shall be punished, according to the circumstances of the offense, by reprimand, deduction of marks, suspension, or expulsion; Expulsion shall be employed only in the following circumstances:
1. Improper conduct or character with no prospect of improvement
2. Inferior academic ability with no prospect of an improvement in performance
3. Excessive absence from class without reasonable cause
4. Disruption of university order or other marked infringement of the duties of a student
Comparison: Studying Abroad and Temporary Leave of Absence
Studying Abroad and Temporary Leave of Absence are different as shown in the following table.
Studying Abroad | Temporary Leave of Absence | ||||||
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Description |
Go through official channels to study at a university overseas approved by the Faculty Board and take the same courses as regular students (e.g., studying abroad programs and studying abroad as a transferee). Studying abroad is divided into the two categories--Studying Abroad Exchange and Privately Financed Studying Abroad. |
・Language Training Programs including overseas training programs not recognized as Studying Abroad as at left |
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Period |
Duration |
Up to one year from the start date of studying abroad |
One semester units, i.e., Spring Semester or Fall Semester |
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Extension |
A one-time extension is allowed (up to two years from the start date of studying abroad). After two years, considered Temporary Leave of Absence. |
One semester units, i.e., Spring Semester or Fall Semester |
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Academic Fees and Scholarships |
Academic Fee Reduction/Exemption |
Applies to |
Student exchange program (including double degree program) |
Self-financed studying abroad (including extension) |
Applies to |
First year of enrollment |
Second year of enrollment onward |
Students who entered in the 2009 Academic Year and after *1 |
In principle, there is no exemption system. However, for student exchange programs that do not include mutual exemption of academic fees and expenses, the total amount of academic fees and expenses will be exempted from programs, excluding fees collected by proxy (seminar fees, student association fees, Student Health Care Mutual Aid fee.) |
All tuition and facility, experiment, and practical training fees are exempted for each semester. The fees that must be paid are the registration fee and fees collected by proxy (seminar fees, student association fees, and Student Health Care Mutual Aid fee.) |
Students who entered in the 2009 Academic Year and after *1 |
In order to encourage students to study at the University, academic fees and expenses will not be reduced or exempted for students on self-financed studying abroad in their first year of enrollment. |
All tuition and facility, experiment, and practical training fees are exempted for each semester. The fees that must be paid are the registration fee and fees collected by proxy (seminar fees, student association fees, and Student Health Care Mutual Aid fee.) |
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Scholarships |
Scholarships for exchange program students are available. For application details, contact the International Exchange Services Group, Office of Student Services at the Mita Campus. |
None available |
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Credit |
Course Registration |
Courses cannot be registered for the semesters that study abroad takes place. |
Courses cannot be registered for the semester of temporary leave of absence. |
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Credit Transfer |
Application can be made for up to 20 credits per semester to be recognized as credits necessary for graduating from Keio University, or an upper limit of 30 if including Optional Subjects. Applicable courses are courses offered by the Faculty of Policy Management and the Faculty of Environment and Information Studies (except for required courses *2, 3), and courses offered at other faculties. In some cases, credit transfer may be denied as a result of the review. Courses approved for credit transfer will be given a grade "G" and the number of credits will be the same as the substituted Keio University course. The details of the procedure can be checked on the Keio University Student Website. Students who wish to transfer credits should check them before departure. |
There is no credit transfer system. |
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Advancing to the Next Year and Graduation |
Inclusion of Studying Abroad Period in Keio University Enrollment Period |
By application, up to one year of the studying abroad period may be included in the period of enrollment at Keio University, and it may be possible to advance to the next year retroactively. |
The Temporary Leave of Absence period cannot be included in the Keio University enrollment period. In order to advance to the next year or to graduate, requirements for each year for advancing to the next year or graduating must be fulfilled, and the student must have been enrolled for the required number of semesters. Students cannot advance to the next year or graduate in the same semester as a Temporary Leave of Absence. |
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Application Procedures |