Leave of Absence Policy 

Students may choose to apply for a Leave of Absence (LOA) for one semester should personal circumstances warrant. Requests for a LOA require university notification via a Leave of Absence form found on the Office of the Registrar website: https://www.vanguard.edu/academics/registrar/forms. Students taking a leave of absence are not regarded as having permanently withdrawn and need not apply for readmission. An LOA may only be utilized once by a student during their academic studies, unless special approval is granted by the relevant Academic Dean.

Students may take an LOA for either one full semester (if requested prior to the start of the term), or a partial semester plus the following full semester (if requested after the first two weeks of a term). Students are required to register for the semester subsequent to the end of their LOA (e.g., if a student takes a LOA for spring semester, they will be required to register for fall). Students who do not register for the subsequent semester will be officially withdrawn and will be required to complete the readmission process and abide by any applicable changes in admissions, financial aid, and degree requirements. Note: for programs that require enrollment during the summer semester, summer semester will be considered the subsequent term.

Students granted a leave after the start of a term will be dropped from their courses based on the date the form was received. Tuition refunds and grade assignments will be made based on the date of the form, according to add/drop and refund polices outlined in the University Catalog. While on leave, students will retain access to all university systems.

International students on F-1 visas have additional visa requirements related to leaves of absence. These students should contact the university PDSO (Primary Designated School Official) prior to requesting any leave.

In special circumstances, one additional consecutive semester of leave may be requested. This additional semester must be approved by the relevant Academic Dean, upon the recommendation of the applicant’s student success coordinator/academic advisor and department chair/graduate program director (excepting military leave, as noted below). 

Students are encouraged to connect with the Financial Aid Office regarding their financial aid status prior to their leave of absence as well as their student success coordinator/academic advisor to understand the impact of their leave on their desired path to graduation.

Note: Vanguard University Leaves of Absence do not meet the definition of a Title IV Approved Leave of Absence as defined under 34 CFR 668.22 (d). As such, a student will not be reported to the National Student Loan Data System as attending the university during their LOA.  For financial aid purposes, students taking an LOA as described in this policy, will be considered as withdrawn from the university.  

Additional Graduate Program Leave of Absence Stipulations

All graduate programs have an established time limit within which to graduate.  If the time limit is not met, the student will not be able to continue any further study. A leave of absence does not extend the maximum time permitted for the completion of degree requirements, rather it is counted as part of the time. Refer to the policy of the applicable graduate program regarding the allowed time and for other information which may be program specific. Any exceptions will be up to the program and will include but not be limited to a plan of action for degree completion, a detailed time frame, and approval of the program director.

Military Leave

Military Leave is available for any student separated from the military or active reservist who, due to documented deployment or drilling, must leave the University during the semester without completing their current coursework, or to withdraw from the University for up to two (2) consecutive terms. Students should complete a Leave of Absence form for military leave.

In the event of a federally declared emergency, U.S. Military Veterans who are listed as honorably discharged on their DD-214 at time of separation and have been reactivated in to service by the U.S. Government to assist with evacuations, relocation of command centers, security protection detail, etc. in areas designated/declared as Emergency Disaster Areas (e.g. wildfire, earthquakes, flooding, etc.) may be eligible for academic accommodations with appropriate documentation from a federal agency.

Students on active duty or reservist military leave or honorably discharged veterans that have have their service reactivated by the U.S. Government are not regarded as having permanently withdrawn from the institution; need not apply for readmission; and may be eligible for academic accommodations.  For more information, contact the School Certifying Official.

Withdrawal from the University 

The University desires to establish a clear process for students who choose to withdraw from the University.  In order to do so, the student must complete the following steps:

1. Contact the Office of the Registrar and complete a withdrawal application and submit to the Office of the Registrar.
2. A student withdrawal application is incomplete until the Office of the Registrar approves in writing the request to withdrawal from the institution.
3. If a student does not return at the conclusion of the LOA, their enrollment status will be changed to Administrative Withdrawal, retroactive to their last date of attendance at Vanguard University.
4. Should an enrollment verification letter from Vanguard University be needed while on an LOA, request should be submitted to the Office of the Registrar: records.support@vanguard.edu. 
5. The Office of the Registrar is required to report LOA and Administrative Withdrawal statuses to the National Student Loan Data Service (NSLDS). Students are subject to lenders’ loan repayment policies while on these statuses.
6. Your Federal Student Aid will be cancelled while you’re on an approved LOA; however, aid for subsequent semesters will not be cancelled unless the Office of the Registrar notifies the Financial Aid Office of your student withdrawal. 
7. Contact the Financial Aid Office for more information regarding your Federal Student Aid eligibility.