Taking a Temporary Leave of Absence

Students who anticipate a long absence due to illness or other unavoidable reasons can take a temporary leave of absence.

• 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.
• Students cannot register for courses while on temporary leave of absence. All courses registered for the semester in which the temporary leave of absence takes place will be cancelled.
• Application for temporary leave of absence is on a semester basis (Spring or Fall Semester).
• There is no credit transfer system even if the reason for temporary leave of absence is studying abroad.
• If you are planning to travel abroad while taking a temporary leave of absence, 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.

*Depending on the reason for temporary leave of absence, you may be required to submit certain documents or take an interview with a faculty member in charge and receive their approval. Make sure to thoroughly read the information on this page for students in the Faculty of Policy Management and the Faculty of Environment on Information Studies, and complete the necessary process without making any errors. Submit your application to the SFC Office of Student Services (Academic Affairs). Please download the application from the link of "Required Documents" below.
*You can consult with the SFC Office of Student Services (Academic Affairs) about temporary leave of absence by email. Please contact us by CNS mail-address or keio.jp mail-address.
*Procedures and required documents are different depending on faculties and graduate school.

Types of Temporary Leave of Absence and the Required Steps

For language training or studying abroad programs (without credit transfer)

Required Documents

• Application for Temporary Leave of Absence < Sample >
• Acceptance Letter (copy) etc.
• Application Checklist for Temporary Leave of Absence

On the Acceptance Letter, it must be clearly stated that you have been accepted to the training and studying abroad program in the semester you plan to take a temporary leave of absence as well as the exact period including dates. If the dates are not clearly written on the Acceptance Letter submit a documents that includes the dates, such as an academic schedule along with the Acceptance Letter. If the training or studying abroad program will take place in multiple locations, a copy of an Acceptance Letter is needed for each. If the permission form is in a language other than English, you are required to submit a Japanese translation. If you wish to study abroad after taking a language training course and wish for the credits to be recognized and the time of enrollment to be counted, consult with the staff member in charge of the studying abroad at the SFC Office of Student Services (Academic Affairs) in advance.
*Refer to the Q&A on temporary leaves of absence as well.
*For the Comparison: Studying Abroad and Temporary Leave of Absence, refer to this page as well.

Illness or injury

Required Documents

• Application for Temporary Leave of Absence　< Sample >
• Medical Certificate (original)
• Application Checklist for Temporary Leave of Absence

The reason for treatment during the semester applied for must be written on the diagnosis form or letter. When returning to studies, you must also submit a letter (original) from your physician certifying that you are fit to resume your studies.

Compulsory military duty in your home country

Required Documents

• Application for Temporary Leave of Absence　< Sample >
• Certificate of Mandatory Military Service (original and a copy)
• Application Checklist for Temporary Leave of Absence

*In principle, only for relevant reason, the application for temporary leave of absence should be completed at the office counter. In addition, it is acceptable to submit the application for temporary leave of absence and certificate of military service (copies are acceptable for multiple semesters) for multiple semesters. Please submit Japanese translation if the certificate is in a language other than English.

*Even if you are in the first year of enrollment, academic fees and expenses might be reduced in cases of applying for temporary leave of absence due to military service. If this applies to you, please contact the SFC Office of Student Services (Academic Affairs) in advance as a separate procedure is required.

Personal Reasons

If your reason for temporary leave of absence does not fall into any of the above three categories, you may apply for personal reasons. Please apply by following the steps below.

①Make an appointment for a temporary leave of absence interview using the "Appointment Form for Interview of Temporary Leave of Absence Due to Personal Reasons" below.

It is needed to interview with a faculty member in charge(listed below). Please make an appointment using the form below allowing enough time for a procedure.
Online interviews are also available. Please ask them for details.
*Please submit the "Statement of Reason" after you make an appointment directly and take an interview with the faculty member if you are unable to use "Appointment Form for Interview of Temporary Leave of Absence Due to Personal Reasons".

▶Appointment Form for Interview of Temporary Leave of Absence Due to Personal Reasons

Faculty Member in Charge *In principle, please take an interview with the faculty member in 1, 2 and 3 below.

1. Home Class Advisor
2. Mentor for the Seminar
3. Graduation Project Mentor
4. Academic Advisors (List)

②Conduct a temporary leave of absence interview with the faculty member in charge.

③Submit the Required Documents to the SFC Office of Student Services (Academic Affairs) by the deadline.


Required Documents

• Application for Temporary Leave of Absence　< Sample >
• Application Checklist for Temporary Leave of Absence
• (Statement of Reason *Only if you have not made an appointment of interview with a faculty member using the "Appointment Form for Interview of Temporary Leave of Absence Due to Personal Reasons".)

Caution and deadlines for application for temporary leave of absence

Make sure to confirm the application deadline. Complete the application by the final day of Online Course Registration as possible if applying without registering for courses. If you do not register for courses or submit an application for temporary leave of absence, you will be regarded as having no intention to study, and may be subject to withdrawal from the University Under Article 188 of the University Faculty Rules and Regulations. In this case, a warning letter may be sent to you. If you wish to take a temporary leave of absence, submit the application well ahead of the deadline.

	Spring Semester	Fall Semester
Period of temporary leave of absence	April 1 to September 21	September 22 to March 31 the following year
Application Deadline	By the last business day of May	By the last business day of November
	* Complete the application by the final day of Online Course Registration as possible if applying without registering for courses.

You cannot submit multiple applications for multiple semesters at once. The periods that you are able to submit applications is predetermined for each semester. For Spring Semester, applications are accepted from December of the previous semester, and for Fall Semester, applications are accepted from June of the previous semester. Even if you plan to continue a temporary leave of absence for multiple semesters for the same purpose, you are required to submit a separate application for each semester. Those who are taking a temporary leave of absence for personal reasons are required to take an interview with a faculty member in charge for each semester.
*You may submit the documents by postal mail, but make sure they do not arrive past the deadline. Applications with errors will not be accepted. We will contact you at CNS e-mail address in case of any incompleteness.
*Make sure to read the Temporary Leave of Absence Q&A and "Points to keep in mind when filling out the Application for Temporary Leave of Absence".

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 from 2021 Fall, 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 through K-Support or office counter.

Log in to K-Support > "Application" > "Various Applications" > "Notification of Returning to Study (At the end of a temporary leave of absence"

The form may be submitted in August for Spring Semester, and in February for Fall Semester. The Notification of Returning to Study Form can be downloaded from this webpage.

• Notification Form of Returning to Study
• Notification of Returning to Study Form (Sample)

Temporary Leave of Absence FAQ

What is Studying Abroad?

Students may be given permission to "Study Abroad" if it is deemed educationally beneficial by the Faculty Board. There are various study abroad opportunities, such as the Keio University-endorsed student exchange program (Exchange Program), and study abroad programs organized by foreign universities (Private Study Abroad). In principle, study abroad is only recognized if the primary purpose is to acquire specialized knowledge and if the student takes regular courses through the official application process.

Language training aimed at improving language proficiency is not considered "Study Abroad" and is categorized as a Temporary Leave of Absence. Similarly, internships or working holidays are also categorized as a "Leave of Absence." For the difference between Temporary Leave of Absence and Study Abroad, please refer to this page.

＜Notes＞
The following cases require consultation with the Office of Student Services (Academic Affairs) in advance:
・If participating in a study abroad program that combines regular university courses with language training or an internship
・If considering studying abroad for more than one year (Applications for study abroad can only be submitted for one year at a time, with a maximum of two years allowed. However, only one year can be counted toward your period of enrollment.)
・If considering studying abroad during the fourth year

Information on study abroad opportunities is also available on the International Center website.

Studying Abroad Process

Graduation Project

If the studying abroad period and the semester you take Graduation Project 1 overlap (first semester of your fourth year), you will be able to register for Graduation Project 2 in the semester directly after returning from studying abroad by completing the following procedures. However, Please note that credits for Graduation Project 1 (2 credits) cannot be earned if you work on it while studying abroad.

Tuition Fees for Study Abroad

The handling of tuition fees for study abroad programs varies between exchange programs and privately financed studing abroad. For detailed information on tuition fees and amounts, please refer to the [Undergraduate Academic Fees]学.

Exchange Study Abroad

Tuition fees at the host university are waived, but students are required to pay the tuition fees to Keio University.

Privately Financed Studying Abroad (Including Extensions)

Students are required to pay tuition fees, program participation fees, and other costs to the host university or relevant organizations. However, tuition fees to Keio University can be refunded after returning to Japan by following the prescribed procedures. 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.) However, to encourage study at the university, tuition fees for privately funded study abroad in the first year of enrollment will not be waived.

• Waiver Period: Each semester that counts as study abroad (up to 4 semesters, including exchange and double degree programs)
• Waiver Confirmation: The waiver for each semester will be confirmed after the submission of the enrollment notification following the return from abroad or when a new application for an extension of study abroad is approved.
• Refund Process: After the waiver period is confirmed, log in to "Gakuhi Navi" and register the refund destination bank account information through the "Refund Procedures" menu. The refunded amount will be returned later. Detailed instructions will be provided along with the study abroad approval notification.

How to Access "Gakuhi Navi"

・For undergraduate students' guarantors
Log in to keio.jp with your guarantor ID and password, then select "Gakuhi Navi" from the "Application" menu.
If you have lost your guarantor ID/password or have trouble logging in, please refer to here.
・For students
Log in to K-Support and select "Gakuhi Navi" from the "Apps" menu.

Important Notes:
・To encourage study at the university, tuition fees for privately funded study abroad in the first year of enrollment will not be waived.
・If students take courses during the semester in which their study abroad ends, that semester will not be subject to the tuition fee waiver, and full tuition payment will be required.
・The procedure and documents required for tuition fee waivers differ depending on the applicable tuition fee system. (For students entering as 2nd-year transfer students or through other special admissions, their first year is treated as the initial enrollment year, regardless of the number of enrolled years.)

For further details regarding procedures, please contact the SFC student office (Academic Affairs Group).

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.

• Date of withdrawal (year, month, and day)
  In principle, the date of withdrawal will be the last day of the semester for which courses have been registered for and all academic fees have been paid. 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. The date of withdrawal will always be the end of the last semester for which you paid academic fees, and any credits earned thereafter will be invalidated.
• 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).
• Earned Credits
  Credits earned prior to withdraw from the university 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.

• Subjects for Students for Other Faculties and Graduate Schools
• Notification of Withdrawal Form
• Notification of Withdrawal Form (Sample)

Important Points

• Submit your student ID card along with the Notification of Withdrawal. 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).
• Be well aware that the Notification of Withdrawal will not be accepted if the signature or seal is the same between the student and guarantor.
• The current address of you and your guarantor must be same as those registered with the university.
• In order to confirm both the student's and guarantor's intention for withdrawal, the Office of Student Services (Academic Affairs) will contact either the student or the guarantor by phone regardless of the notification being signed or sealed. If the student submits the notification, the Office of Student Services (Academic Affairs) will contact the guarantor and vice versa.

*Make sure to refer to the Notification of Withdrawal sample form.

Compulsory Withdrawal from University

Compulsory Withdrawal from University (Undergraduate Rules and Regulations, Article 156)

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.

Compulsory Withdrawal from University (Undergraduate Rules and Regulations, Article 188)

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

Studying Abroad and Temporary Leave of Absence are different as shown in the following table.

		Studying Abroad			Temporary Leave of Absence
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 ・Other, such as undergoing medical treatment
Period	Duration	Up to one year from the start date of studying abroad The period of studying abroad to be approved will be based on the enrollment period permitted by the host university. Approximately one week before and after the enrollment period can be included as a preparatory term, but appending internships and such will not be allowed.			One semester units, i.e., Spring Semester or Fall Semester Regardless of when the application is submitted, the Temporary Leave of Absence will apply to the entire semester concerned.
	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. Studying Abroad period extension requires submission of the Study Abroad Extension Application Form.			One semester units, i.e., Spring Semester or Fall Semester (Studying Abroad period will be recognized for up to two years. After two years, considered Temporary Leave of Absence.)
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.) The period of exemption is up to 4 semesters (including the period of student exchange program or the double degree program). However, 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.	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. However, there are exemptions from tuition, facility and equipment fees, and experiment and practical training fees in cases of injuries caused by accidents during military service or curricular and extracurricular activities, or due to the influence of large-scale natural disasters (major disasters) such as earthquakes and typhoons.	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.)
	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
Credit	Course Registration	Courses cannot be registered for the semesters that study abroad takes place. Studying abroad from the beginning of the semester: Course registration is not necessary. Submit the Study Abroad Application Form at least two months before departure. Studying abroad starting during the semester: In principle, all courses registered for the semester that study abroad takes place will be invalidated. For detailed information, please check with the SFC Office of Student Services (Academic Affairs).			Courses cannot be registered for the semester of temporary leave of absence. Temporary leave of absence starting at the beginning of the semester: Course registration is not necessary. Submit the Temporary Leave of Absence Application form by one day prior to the beginning of the course registration period. Temporary leave of absence starting during the semester: All courses registered for the semester in which the temporary leave of absence takes place will be cancelled.
	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.
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. Example: a third-year student goes for studying abroad from the Fall Semester and returns after one year. If inclusion of studying abroad period is approved, and requirements for advancement to the fourth year have been fulfilled, the student would advance retroactively and would be able to graduate at the end of that academic year. *Retroactive graduation is not allowed. *If a student plans to graduate in the semester following return to Keio University by including studying abroad period, procedures for handling of Graduation Project 1 need to be completed before the studying abroad period begins.			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. Example: if a temporary leave of absence is taken in the Fall Semester, the student cannot advance to the next year or graduate at the end of that same Fall Semester.
Application Procedures		Refer to "Studying Abroad"			Refer to "Temporary Leave of Absence"

• *1　The procedures and documentation required for exemption will differ depending on the applicable system for academic fees and expenses (the year of admission will also be treated as the first year of enrollment for students who transferred to the second year, holders or prospective holders of a bachelor's degree and those who transferred to the third year, or have been readmitted to the university, irrespective of the current year-level of enrollment).
  For more information about the required procedures for exemptions, please contact the service counter for 〇[Faculty] at the Office of Student Services.
  For details and amounts of academic fees and expenses, please check the "Keio University Website" → "Admissions" → "Academic Fees" page. Please note that registration fees will not be eligible for exemption during studying abroad or temporary leave of absence, as students can use various services offered by the university such as the Academic Affairs Section and Student Life Services, Keio University Library, network information environment, etc. (excluding student exchange programs that do not include mutual exemption of academic fees and expenses).
• *2　Policy Management Studies, Environment and Information Studies, Physical and Mental Health for Campus Life, Physical Education 1, 2, 3, 4, 5, Graduation Project 1, Graduation Project 2
• *3　In the case that an applicant wishes for transferable credits to be recognized as credits for Language Communication, this will only be possible for courses of the equivalent language level to content courses.