Leave of absence / Return from Leave of absence

A student who is unable to study and learn at the University for three months or more due to studying abroad, illness, family circumstances or any other reasons may take a leave of absence for the semester concerned with the approval of the University.
If you wish to take a leave of absence, complete the following procedure after receiving an explanation on leaves of absence at the Education Affairs Section of your Faculty and checking the following carefully.
Note that, when you take a leave of absence, you need to complete the necessary procedures for each semester. If you wish to take a leave of absence for two consecutive semesters (one year), check with the Education Affairs Section of your Faculty and complete the necessary procedures for each semester.

Note: This procedure must be done by the requesting student. If the requesting student is unable to do so in person due to unavoidable circumstances, they should consult with the Education Affairs Section of their Faculty in advance.
Note: The period for a leave of absence is not included in the maximum period of enrollment.
Note: The period of a leave of absence may not exceed eight semesters in total.
Note: The procedure for taking a leave of absence and returning to the University may differ depending on the faculty or campus. Be sure to check with the Education Affairs Section of your Faculty.
Note: For correspondence course students, be sure to contact the Education Affairs Section for Correspondence Courses regarding the procedure, as the details differ from those below.

How to conduct the procedures

To take a leave of absence, check the following procedures carefully and meet each deadline.

Note: Click on each step for more details.

Step 1: Receive an explanation on the procedure from the Education Affairs Section of your Faculty

Students wishing to take a leave of absence should receive an explanation from the teaching section of their faculty at least two months before the start of the semester in which they wish to take a leave of absence.
※Depending on the faculty, an interview with the teacher in charge may be required beforehand. For details on the procedure, be sure to check with your faculty's academic affairs section in advance.

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Step 2: Submit the application documents (Request for Approval Form)

By the deadline, submit the following application documents to your faculty's Academic Affairs Section.

●Application for permission（required）
※Must be countersigned by the student and guarantor (use black ink or black ballpoint pen).
※Please download the form from the website. (Use black ink or a black ballpoint pen.) *Download the form on the website, or download it from ToyoNet-G > Various documents.
※If you wish to take a leave of absence for two consecutive semesters, you will need to follow the procedures for each semester.

●Medical certificate（only if the leave of absence is due to illness or injury）

●Certificate of Military Service（only for international students taking a leave of absence due to military service）

＜Deadline for submission＞
【Spring semester: Leave of absence】▶ By 31 May（If the office is closed on 31st, the application form must be submitted by the earlier date）
【Autumn semester: Leave of absence】▶ By 10 November（if the office is closed on 10th, the application form must be submitted by the earlier date）
（※Freshmen in spring semester: 30 April, ※Freshmen in autumn semester: 15 October）
※Those wishing to take a leave of absence from the University must pay the leave of absence fee by the payment period. There is no extension of the payment period for those wishing to take a leave of absence.
※In STEP 3 [Payment of Leave of Absence Fees], it may take a few days for the amount in the Payment Payment Site to be changed to Leave of Absence Fees, so please submit your application well in advance of the deadline.

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Step 3: Payment of fees for leave of absence

After submitting the application for permission, please log in to the ‘Payment Payment website’ and pay the Leave of Absence fee by the payment period.
In addition to submitting the application documents, payment of the leave of absence fee completes the application for leave of absence.

※Those who wish to take a leave of absence from the University are requested to check the payment period carefully and pay the fees within the period.
※After submitting the application for permission, it may take a few days until the amount on the Payment Payment website changes to the Leave of Absence fee. Please do not make payment until the changeover has taken place.
※As a rule, no confirmation will be sent after payment has been completed.

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Step 4: Receipt of Approval Letter for Leave of Absence (procedures for a leave of absence complete)

After approval, a letter of permission will be sent to the following address.

＜Place to send the documents＞
Part 1 students: Guarantor

Part 2 students: The student or the person responsible for paying school fees.　　※Includes evening courses.
International student: The student
※It takes approximately 1-2 months from the payment of leave of absence fees to the dispatch of the letter of permission.

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Step 5: Procedure for returning to the University

Reinstatement is defined as returning to study after a period of absence from school has expired. Information on the reinstatement procedure will be provided approximately two weeks before the end of the period of absence. Please check the details and complete the procedures within the time limit.

However, the procedure for foreign nationals differs from the normal reinstatement procedure as it takes a few days to process their status of residence, etc. Please follow the instructions of the teaching section of the faculty you are affiliated with. For information on renewal or change of status of residence, etc., please check the University's website in advance.

Fees for a leave of absence

After submitting a Request for Approval Form, pay the fees for leave of absence during the payment period of tuition and fees for each semester to complete the request for approval for a leave of absence.

【Breakdown of fees for a leave of absence】

　Academic fees ▶ Half of the facility fees for each semester
　Other fees ▶ Hosuikai membership fee

Note: For details on the fees for a leave of absence, check the tuition and fees (tuition, etc.) and the breakdown above.

Note: A student who takes a leave of absence in the fall semester is not required to pay "Other fees," because they were already paid in the spring semester.

Note: No membership fee for Hosuikai is required for international students in the first sections and students in the second sections (including evening courses).

Taking a leave of absence in the middle of the semester

If you wish to take a leave of absence in the middle of the semester after the payment period of tuition and fees, submit application documents by the following date after receiving an explanation from the Education Affairs Section of your Faculty.

Please note, however, that no tuition and fees will be refunded in the case of a leave of absence in the middle of a semester.

【Leave of absence in the middle of the spring semester】▶ June 15th (If the office is closed on the 15th, the last day the office is open before 15th)
【Leave of absence in the middle of the fall semester】▶ December 31st (If the office is closed on 31st, the last day the office is open before 31st)

Note: Check the opening hours of the Education Affairs Section of your Faculty before going through the procedures.

Diagram of the period for accepting applications for leaves of absence in each semester

Promotion of students who take a leave of absence

Since the period of a leave of absence is not included in the maximum period of enrollment, you will not be promoted during the period of a leave of absence.

If you wish to take a leave of absence, apply after confirming the scheduled time of graduation and other factors.

Note: Promotion requirements may differ depending on your faculty or department. Be sure to check with the Education Affairs Section of your Faculty.

Note: As a general rule, no student may take a leave of absence for more than two consecutive semesters. However, under special circumstances, a student may take such leave of absence with the approval of the University. Consult with the Education Affairs Section of your Faculty.

Note: The period of a leave of absence may not exceed eight semesters in total.

Frequently Asked Questions and Answers

Q.　I plan to take a leave of absence for one year (two consecutive semesters). Can I complete the procedure by submitting just one Request for Approval Form?

A.　No. When you take a leave of absence, you need to complete the necessary procedures for each semester.

　　 If you wish to take a leave of absence for two consecutive semesters (one year), check with the Education Affairs Section of your Faculty and complete the necessary procedures for each semester.
　　

Q.　The payment deadline of tuition and fees has passed. Is it too late to apply for a leave of absence?

A.　Your application will be accepted if you are taking a leave of absence during the semester (in the middle of the semester). Carefully read the following page and apply by the

　　 deadline: “Taking a leave of absence in the middle of the semester.” Please note, however, that no tuition and fees will be refunded in the case of a leave of absence in the middle of a semester.

Q.　I made a full payment in the spring semester, but if I take a leave of absence in the fall semester, will I get a refund?

A.　If the amount exceeds the required amount, the difference will be refunded. Consult with the Education Affairs Section of your Faculty as soon as possible, as you will need to complete the necessary procedures by the deadline.

　　 The date of the refund varies depending on the application timing of a leave of absence. The University will contact you when the refund is ready.

Q.　I'm currently a second year student. If I take a leave of absence in the fall semester, what year will I be in when I return to the University in the following academic year?

A.　Since the period of leave of absence is not included in the maximum period of enrollment, you will not be promoted in terms of grade and semester.

　　 If you take a leave of absence during your second year (fourth semester), you will have to start from the second year, fourth semester when you return to the University.

Q.　Who should fill in the guarantor column?

A.　The column must be signed in person by the guarantor registered with the University.

　　 You can check the registration details on ToyoNet-G, so be careful that there are no discrepancies.

Q.　I am an international student. Can I stay in Japan during the leave of absence?

A.　International students with a residence status of “student” will have their status cancelled regardless of the validity period.

　　 If you need to stay in Japan while you are on leave, be sure to consult with the Immigration Bureau of Japan before your leave of absence.

　　 Click here for more details

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