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Absence/Study Abroad/Withdrawal

For the purpose of preventing the spread of the new coronavirus, please send the original documents by post (by the submission deadline) instead of bringing them to the office. If you are applying from outside of Japan, please send the original documents to the Office of Academic Affairs by e-mail before posting them because international mail might be delayed. If you have any questions about leave of absence, study abroad, or withdrawal, please contact us by e-mail, not by phone or at the office.

Address:
Academic Affairs Office, Keio University Shonan Fujisawa Campus
5322 Endo, Fujisawa-shi, Kanagawa 252-0882 Japan

The latest notice and information with the change of Academic Calendar and the Campus Shutdown are available on News at the keio.jp Portal. Be sure to check them.

Temporary Leave of Absence (Faculty of Policy Management and Faculty of Environment and Information Studies)

Taking a Temporary Leave of Absence

"Application Checklist for Temporary Leave of Absence" is necessary for the application after August 1, 2020.

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 study abroad.

*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 and the SFC GUIDE Vol. 2 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 Academic Affairs Office. Please download the application from the link below. The physical form with a carbon copy may also be used.
*Consultation regarding temporary leave of absence is done, in principle, at the SFC Academic Affairs Office. In the case that you cannot come to the office due to being abroad, contact the office by email.




Types of Temporary Leave of Absence and the Required Steps

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

Required Documents


  • Application for Temporary Leave of Absence
  • 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 study 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 study 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 study abroad at the SFC Academic Affairs office in advance.
*Refer to the Q&A on temporary leaves of absence as well



Illness or injury

Required Documents


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

Provide a Japanese translation if the certificate is in a language other than English. Only in this case, are you permitted to submit applications and certificates for multiple consecutive semesters at once (copies will be permitted in this case).



Personal Reasons

Required Documents


  • Application for Temporary Leave of Absence
  • Statement of Reason
  • Application Checklist for Temporary Leave of Absence

Required Process


Interview with a faculty member in charge


If your reason for temporary leave of absence does not fall into any of the above three categories, you may apply for personal reasons. Make the necessary documents in advance and take an interview with a Home Class Advisor, a Mentor for the Seminar, a Graduation Project Mentor or an Assistant Academic Advisor (make an appointment with them directly for an interview as early as possible. You can take an interview online. Please ask them for details). Regarding the application for 2020 Fall, please write "I have already interviewed with [Faculty's Name] online." in the margin of the Statement of Reason. Submit the application and statement of reason to the SFC Academic Affairs Office.

*If you are unable to take an interview in person due to unavoidable reasons, such as being abroad, please let them know.
*If applying from abroad, refer to the Q&A on temporary leave of absence


Statement of Reason


Faculty Member in Charge


  • Home Class Advisor
    SFC-SFS→MENTOR→Class Advisors
  • Mentor for the Seminar
    SFC-SFS→MENTOR→Research Mentors
  • Graduation Project Mentor
    SFC-SFS→GP→Choose GP Mentor *Only mentor accepting you
  • Academic Advisors ( List )


Caution and deadlines for application for temporary leave of absence

Make sure to refer to the latest version of the SFC GUIDE Vol. 2. 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 will 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 SemesterFall Semester
Period of temporary leave of absenceApril 1 to September 21September 22 to March 31 the following year
Application DeadlineBy the last business day of MayBy 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.
*Make sure to read the Temporary Leave of Absence Q&A and "Important Points When Submitting the Application."



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 for 2020 Spring and 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.
If returning to study after temporary leave of absence, students are required to submit the Notification of Returning to Study to the SFC Academic Affairs Office before the first day of the semester in which they intend to return. Students must submit the form themselves. The form may be submitted in August for Spring Semester, and in February for Fall Semester. The Notification of Returning to Study will be sent along with the approval letter, which will be sent to the student's guarantor after approval is granted by the faculty board. The form may also be downloaded from this webpage.




Temporary Leave of Absence Q&A

I would like to take a language training course abroad, and then study abroad in the following semester for credit, but I am unsure whether I will study abroad. What should I do in this case?

First, consult with the staff member who is charge of the study abroad program at the SFC Academic Affairs Office. For the language training course, you will need to apply for a temporary leave of absence, but the second semester may differ depending on the situation. Make sure that you understand the required processes depending on if you will take a temporary leave of absence or not, and how fees are handled before departure.

What should I do if I move out of my apartment while on a temporary leave of absence?

When submitting the application for temporary leave of absence, change your address on the Gakuji Web System. You will only be able to change your address to one that is located within Japan. If traveling abroad, it is recommended that you change your address to that of a guarantor or family member in Japan. The Academic Affairs Office will send important items to this address for the next year or semester while you are on temporary leave of absence. It will be assumed that you receive them, unless they return to the sender.

What will happen to my academic fees while on temporary leave of absence?

It depends on the Academic Year you enrolled in the university. 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 2009 (during the first year) In principle, Academic Fees will not be reduced / exempted. However, in the case of military service, or injury during regular curricular or extracurricular activities, or being affected by large-scale natural disasters such as earthquakes, typhoons, etc., Tuition Fee, and Experiment and Practical Training Fees may be reduced/exempted.
(second year and onward) Tuition Fee and Facilities Fee will be reduced/exempted.

Can I use my student card and CNS account while on temporary leave of absence?

Your student card may be used as long as it is effective (printed on the back of the card). You may also use the media center and your CNS account. Mail will be sent to your CNS account from the Academic Affairs Office, so make sure that you check your mail and the Jukusei (Keio student) website while on temporary leave of absence.

What will happen to courses I register for before going on a temporary leave of absence?

Once you are given permission to take a temporary leave of absence, all of the courses you registered for in the given semester will be canceled. Even if you attended classes or submitted assignments, the courses will be canceled and work within it will not be counted.

Since I'm traveling abroad, do I need to report it to the Ministry of Foreign Affairs?

According to Article 16 of the Passport Act, Japanese citizens who plan to live abroad for more than three months are required to submit a "residence report." Those who stay abroad for more than three months and have not decided where to stay must register for "tabi regi." Refer to MOFA's homepage for details, where you can register.


Study Abroad: Procedures and Important Information

What is Study Abroad?

Students may be given permission to "Study Abroad" if it is deemed to be educationally beneficial to them by the Faculty Board. There are a variety of study abroad programs, such as the Keio University-endorsed student exchange program and privately financed study abroad programs offered at universities abroad. In principle, you must take the same courses as regular students through the official process for it to be recognized as "Study Abroad." Ordinarily, language training courses are not recognized as "Study Abroad." Such cases will be referred to as a Temporary Leave of Absence. This means that not all cases of study abroad for education or research are recognized as "Study Abroad" at Keio University.
Study abroad must be for the purpose of acquiring specialized knowledge and the application process must be fully completed for it to be approved by the Faculty Board. Things such as internships or working holidays besides language training courses are considered Temporary Leave of Absence. This page explains Study Abroad. Refer to "Temporary Leave of Absence" for details.
*If a Study Abroad program includes a combination of regular courses with language training or an internship, it is treated differently, so make sure to consult with the Academic Affairs Office beforehand in this case.
Study abroad opportunities are also on the International Center website.



Study Abroad Process

Before Study Abroad

Submit the following documents to the Academic Affairs Office at least two months prior to study abroad. Submit all of the documents at one time. If you cannot submit the documents two months prior to study abroad, make sure to inform the Academic Affairs Office in advance.


*Required Documents

  • Application for Study Abroad and necessary documents
  • Application Regarding Graduation Project 1 while Studying Abroad (Submit it if the study abroad period and the semester you take Graduation Project 1 overlap.)
  • Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period and Necessary Documents


During Study Abroad

*Required Document

  • Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period and Other Documents (Required if you must make changes to your applications after having submitted them prior to studying abroad).
  • Registration processes for taking courses such as applying for student screenings. (Required if you take courses in the semester you returned from study abroad)


After Study Abroad

*Required Documents


  • Notice of Returning to Study
  • Original Grade Report
  • Bank Transfer Requests such as for the Exemption/Reduction of Academic Fees (only for privately financed study abroad)
  • Report on Graduate Project 1 while Studying Abroad

*You cannot register for courses if you have not submitted the Notice of Returning to Study. Make sure you submit it as soon as possible after returning to Japan. After submitting the Notice of Returning to Study, the SFC Guide and registration sticker will be provided as needed.


If you cannot submit the documents above within one month after the study abroad period, you are required to submit a statement of reason in advance. The deadline will not be extended if you do not submit a statement of reason.


Important information will be sent to your CNS account email, so make sure to check it regularly even during study abroad.



Application for Study Abroad

Fill out the form while carefully referring to the example. If the handwriting of the applicant and guarantor are the same, or the signature or seals are the same, the application will be considered incomplete and will not be accepted.




Notice of Returning to Study

Fill out the form while carefully referring to the example. If the handwriting of the applicant and guarantor are the same, or the signature or seals are the same, the application will be considered incomplete and will not be accepted.



Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period

Check the page for details. You are required to submit the Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period regardless of whether or not you wish to apply.


Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period in Keio University Enrollment Period currently unavailable




Registering for Courses after Returning from Study Abroad

In the case that the study abroad period ends part way through the semester, and the date it ends and the date you complete the return to study process meet the deadlines below, you can register for courses offered by the Faculty of Policy Management and the Faculty of Environment and Information Studies, or other undergraduate faculties that allow you to register.


Study Abroad End DateDate of Completing the Return to Study ProcessCourses that students can take in the semester Study Abroad ends
By the Course Registration Amendment Period By the Course Registration Amendment Period Semester courses and first-half of Semester courses
By the day prior to the beginning of second-half of semester courses By the last day of the first week of second-half of semester courses Second-half of Semester Courses

You can choose not to register for courses during the semester in which study abroad ends.
In the case of privately financed study abroad, if you register for courses during the semester in which study abroad ends, you will not be eligible for exemption/reduction and you will be required to pay for all academic fees.
If you would like to register for courses with student screenings, apply for the screening before the first day of class (Spring Semester: Early April / Fall Semester: Mid to late September). You may still use SFC-SFS during study abroad.



Graduation Project

If the study 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 study abroad only if you submitted the "Application regarding Graduation Project 1 while Studying Abroad" before studying abroad, and the "Report regarding Graduation Project 1 while Studying Abroad" within one month after the study abroad ended and it was approved.


With the approval of this application form, it will be recognized that you have applied for a Graduation Project Mentor. You must fulfil the aspect requirements set by your Project Mentor by the time you submit this application. You cannot earn credits for Graduation Project 1 (2 credits) through this process. Your application will not be accepted in the following cases:


  • You cannot advance to the fourth year.
  • Your transfer credits or inclusion of study abroad period are not recognized to count toward the first semester of your fourth year.
  • Your application for study abroad is not approved.
  • You did not meet the aspect requirements set by your Graduation Project Mentor.

Submit the "Application regarding Graduation Project 1 while Studying Abroad" and the "Report regarding Graduation Project 1 while Studying Abroad" while studying abroad to the Academic Affairs Office on the first floor of the Alpha Building after receiving the signature or seal from your Graduation Project Mentor.


Instructions on course registration in the semester the study abroad period ends In the case that you submitted the application form and registered for courses other than the graduation project in the semester the study abroad period ends, you must withdraw your application and register for Graduation Project 1 in the relevant semester.


you plan to take courses other than the Graduation Project 1 in the semester the study abroad period endsIf you plan to register for Graduation Project 1 in the semester the study abroad period endsThe Process after Study Abroad
Semester courses and first-half of Semester Courses Register for Graduation Project 1 Withdrawal of application (prescribed form)
Graduation Project Mentor application (only for students who require it)
- Register for Graduation Project 1
Second-half of Semester Courses
No registration Not able to register Report on Graduation Project 1 while Studying Abroad

If you register for Graduation Project 1 in the next semester after your study abroad ends. If you wish to register for Graduation Project 1 after submitting the "Application regarding Graduation Project 1 while Studying Abroad" because of a change to your research progress and expected time of graduation, you will be required to withdraw your application. Please take the prescribed form at the Academic Affairs Office.


If your study abroad was privately financed and you register for courses in the semester it ends, you will not be eligible for the reduction or exemption of Academic Fees and Expenses and you will be required to pay them in full.




Frequently Asked Questions

Is study abroad considered a temporary leave of absence?

Only students taking the same classes as regular students can have their absence recognized as "Study Abroad," and those going abroad for things such as language training will have their period of absence considered a Temporary Leave of Absence. See "What is Study Abroad?" for details on the difference between Studying Abroad and Temporary Leave of Absence.

How do I fill out and print the required documents such as the syllabus in the university abroad?

If using online material, do not take a screen shot or screen capture, but rather save it as a PDF file. Please use your browser's print options to save the online materials as PDF files, since screen shots or screen captures may cause the pages to be cut off or be missing. When copying documents, use a copy machine and not something like your smart phone camera so that images are clear.

Can I apply for credit transfer if the periods that the courses are offered differ between the university abroad and Keio University?

Yes you can. The academic year and semester you receive credit for credit transfer is the one that you indicate on the application form and does not correspond with the actual time it is offered. If you only wish to transfer credits and not include the enrollment period, you may include the credits in the semesters before and after the study abroad period. However, you cannot apply to transfer for more a limit of 20 credits required toward advancement or graduation or 30 credits including those from Optional Subjects.

How long can I study abroad?

You may apply for one year per application for study abroad, and it may be extended to two years. You may include up to one year of the enrollment period into your enrollment period at Keio University. If you are considering studying abroad for more than one year, consult with the Academic Affairs Office in advance.

Can I transfer credits earned from language courses that were required before study abroad?

Credits cannot be transferred if they were not earned during the study abroad period.

I cannot submit documents or complete the necessary processes because I will not return to Japan within one month after the study abroad period ends.

You will be asked to return soon after the study abroad periods ends. If you cannot return to Japan within this period, please submit a statement of reason with the date of your return to Japan with your seal or signature. Your case will not be considered if you do not submit a statement of reason. Plan to return to Japan so that you have enough time to complete the necessary processes by the start of the next semester.

When will I know the results of the application for credit transfer?

After the study abroad period ends, you will be notified in about one month after all processes relating to the Application for Study Abroad Credit Transfer and/or Inclusion of Study Abroad Period have been completed. The date you will be notified depends on the situation.

Withdrawal from the University

Withdrawal

If you decide to withdraw from the university for personal reasons, submit the Notification of Withdrawal to the SFC Academic Affairs Office.


*The process for university withdrawal differs between each undergraduate and graduate faculty. Carefully read this webpage and the SFC Guide Vol. 2 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 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.



Important Points

  • Submit your student ID card along with the Notification of Withdrawal.
  • 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 academic affairs office 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 academic affairs office will contact the guarantor and vice versa.

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