Approved: February 2012
These guidelines are meant to serve as a framework when considering individual requests
- A Time Extension in a graduate program will be granted for exceptional circumstances on a per term basis up to a three-term limit. PhD students are eligible for a maximum of four Time Extensions.
- To be considered for a Time Extension a student MUST BE A REGISTERED STUDENT at Lakehead University.
- The request for a Time Extension must be submitted the term prior to the Extension. The Faculty of Graduate Studies Council does not meet during the Spring/Summer term; therefore, requests for the Fall Term must normally be submitted by the previous May 1st.
- Time Extensions are granted per-term and therefore start and end at the beginning and end of a term.
- Requests for Time Extensions will be considered on an individual basis on the recommendation of the student's academic unit to the Leave/Extension Committee, which will in turn make a recommendation to the Faculty of Graduate Studies Council. The decision to accept, vary, or reject a request lies solely at the discretion of the Faculty of Graduate Studies Council, without right of appeal.
- The First-Term Time Extension is granted by the academic unit. The student’s request is directed to the academic unit, which is charged with approving or denying this request and for submitting the approved request form to the Office of Graduate Studies.
- Subsequent requests for a Time Extension must be made on the recommendation of the academic unit through the Faculty of Graduate Studies Council. The Leave/Extension Committee will consider Time Extension requests for a student up to a maximum of two (2) terms in addition to the First Term Time Extension approved by the academic unit, or three (3) additional terms for PhD students.
- The Supervisor and/or Graduate Coordinator MUST PROVIDE ADEQUATE DETAILS in support of the request. Requests will be returned to the academic unit if the information provided is insufficient.
- A graduate student who does not complete all requirements within one of the prescribed Periods of Study and does not receive an approved Time Extension is considered to have failed the program.
- All personal information in requests for Time Extensions and in all related communication will be held in strict confidence and disclosed only to University faculty, staff and agents who need the information to carry out their duties, or as required by law.
- Download the Time Extension Request Form (PDF Format)
Leave of Absence
- A Leave of Absence from a graduate program may be requested for exceptional circumstances; e.g., health problems, gaining practical experience, and compassionate grounds.
- A Maternal/Parental Leave of Absence will be granted to students who are either biological or adoptive parents, while they are caring for a newborn or newly-adopted child of any age. These leaves will be considered up to a three-term limit per pregnancy or adoption. There is no maximum number of Maternal/Parental leaves.
- Requests for Leaves of Absence will be considered on an individual basis on the recommendation of the student’s academic unit to the Leave/Extension Committee, which will in turn make a recommendation to the Faculty of Graduate Studies Council. The decision to accept, vary, or reject a request lies solely at the discretion of the Faculty of Graduate Studies Council, without right of appeal.
- When a request for a Leave of Absence is granted, a “stop-the-clock” policy will prevail with respect to payment of tuition fees, period of study, and other affected graduate degree requirements.
- The request must demonstrate that the situation, which has arisen, is temporary and will be bridged by the Leave. The Supervisor and/or Graduate Coordinator MUST PROVIDE ADEQUATE DETAILS supporting the request. Requests will be returned to the academic unit if the information provided is insufficient.
- A request for health reasons must be accompanied by a note from a licensed/registered health practitioner. A student returning from a health-related Leave of Absence must provide a note from the licensed/registered health practitioner, stating that the student is able to resume studies.
- A request for a retroactive Leave will not normally be considered. The Leave of Absence Request must normally be submitted in or during the term PRIOR TO the Leave. Leaves of Absence are granted per term and therefore start and end at the beginning and end of a term.
- A student is eligible for a maximum of three Leaves of Absence (four at the PhD level) in addition to an unlimited number of Maternal/Parental leaves, provided that no single Maternal/Parental Leave extends beyond three consecutive terms. If additional time away is required (more than the three- term limit), the student is advised to withdraw from the program and apply for re-admission at a time more suitable for completion.
- While on a Leave of Absence, the student WILL NOT have access to University faculty, laboratory or other facilities. Library access will be restricted to that of the general public.
- After returning from a Leave of Absence, the student must be registered for at least the one term immediately following the Leave of Absence.
- All personal information in requests for Leaves of Absence and in all related communications will be held in strict confidence and disclosed only to University faculty, staff and agents who need the information to carry out their duties, or as required by law.
- Download the Leave of Absence Request Form (PDF Format)