Policy #32: Leave of Absence
32.1 Purpose
We know that there are times when a student may need to step away from their academic studies temporarily. CiiAT does its best to be understanding and flexible in the rare situation that a student needs to take a formal pause in studies – such as becoming a new parent, managing health problems, dealing with family issues, or other life changes that prohibit academic success. A leave of absence allows students to take time to focus on these situations when needed.
All leave requests must be submitted to and approved by CiiAT administration as early as possible. A leave of absence is a formal process that may delay clinical placement, can incur additional tuition costs, and can significantly delay a student’s expected graduation date. Students can expect to be moved to a different cohort when they return to their studies.
Both instructors and supervisors need to be notified of arrangements before the start date of the approved leave. A leave of absence is granted in 2-month increments to coincide with course timelines.
There are four types of leave that a student may take:
- Personal Leave – no documentation required to be submitted
- Parental Leave – no documentation required to be submitted
- Medical Leave – documentation required
- Compassionate Leave – documentation required
32.2 What should a student consider when deciding to go on a leave of absence?
32.2.1 Additional Tuition Costs
If a student is considering taking a leave of absence in the middle of a course or a course otherwise receiving an incomplete grade, additional tuition fees will be incurred for the student to retake the course.
32.2.2 Clinical Placement
If a student has not yet started Clinical Placement, their start date may be delayed depending on which courses have already been taken. Clinical Placement requires prerequisite courses to be completed, and is a rigorous undertaking spanning many months. A delay in starting Clinical Placement will also always delay graduation.
If a student has already started Clinical Placement and is actively seeing clients, the Clinical Department will need to work closely with the student in order to determine the best method of addressing their clients’ needs and the ethical responsibility of the student in providing sessions.
32.2.3 Graduation Timing
The progress towards the completion of the diploma program is paused for the duration of a leave of absence (excluding personal leaves). That means the estimated graduation will be extended by the number of increments taken on leave. Furthermore, courses are only offered at specific times throughout the year. Students may have to wait to take a specific course upon their return, which will also impact the anticipated graduation date.
Students enrolled in the diploma program may take a maximum of two increments of personal leave. Students must always take into consideration their graduation date and requirements as all program deadlines will remain the same during a personal leave.
32.2.4 Registration and Leave of Absence
Students may only request a leave of absence once they have completed at least one instructor-led course. If a student is thinking of going on a leave of absence prior to the completion of one instructor-led course, that individual should instead consider deferral of their start date.
32.2.5 Timing and Requesting a Leave
Whenever possible, a leave request should be submitted before the start of the next course. Keep in mind that courses are taught for entry preparation into Clinical Placement. With respect to emergency situations, it may not always be possible to get these requests in at the best time. If a student has to request a leave of absence in the middle of the course, the student should reach out to the Academic Department to discuss arrangements that would suit both parties.
32.2.6 Practicum/Thesis
It is important to discuss how the leave of absence will affect the student’s academic progress and what the anticipated conditions for resuming their academic progress when the leave ends might look like. We encourage students to schedule meetings to review these issues with their supervisors or the Academic Department prior to the start of their leave and close to the time of their return.
32.3 Documentation and Leave of Absence
For all types of leave, the student must complete a Leave of Absence Request form and send the completed form to [email protected] for approval. The Leave of Absence Request form can be requested from the Academic Department.
A doctor’s note is required for a student to be approved to go on a medical leave of absence.
A written notice listing the circumstances preventing the student from progressing academically is required for a student to be approved to go on a compassionate leave of absence.
32.4 Maximum Time Taken on Leave
The maximum amount of time a student can take on a leave of absence depends on the type of leave they apply for.
For a personal leave of absence, a total of 4 months is the maximum per student. For all other types, a total of 8 months is the maximum per student.
32.5 Different Types of Leaves
32.5.1 Personal Leave
A student who encounters personal circumstances that significantly interfere with the ability to pursue their course of study may be eligible for personal leave. This type of leave of absence does not require official documentation to be submitted by the student.
This type of leave of absence is limited to a maximum of 2 increments (4 months) throughout the program.
32.5.2 Parental Leave
A student with a child or who has immediate responsibility for the care of an infant or young child is eligible for parental leave. This type of leave of absence does not require official supporting documentation to be submitted by the student.
This type of leave of absence is limited to a maximum of 8 months to try and maintain graduation guidelines.
32.5.3 Medical Leave – documentation required
A student who is dealing with a medical situation that impedes upon their ability to complete their required course work and attend classes is eligible for a medical leave of absence. This type of leave of absence requires official supporting documentation to be submitted by the student. This documentation should include a letter from a physician. With respect to privacy and confidentiality, this notice will only be reviewed by pertinent team members.
This type of leave of absence is limited to a maximum of 8 months to try and maintain graduation guidelines.
32.5.4 Compassionate Leave – documentation required
A student who has experienced a familial illness or highly impactful death is eligible for a compassionate leave of absence. This type of leave of absence requires supporting documentation in the form of a written notice outlining the circumstances that prevent the student from academic progression. With respect to privacy and confidentiality, this notice will only be reviewed by pertinent team members.
This type of leave of absence is limited to a maximum of 8 months to try and maintain graduation guidelines.
32.6 Leave of Absence vs. Withdrawal
In a situation where a student requires more time than a leave of absence can allow for, the student must consider a formal withdrawal from the program.
A leave of absence is…
- Short duration with a set return date
- Graduation deadlines still expected and considered priority
- Collaborative with CiiAT administration
A formal withdrawal is…
- Permanent and final leave from program
- Partially completed transcripts
- Student-initiated
If a student finds themselves in the position where a formal withdrawal is the best option, then they must immediately notify the Academic Department ([email protected]) and the Directors in the form of a written letter explaining the reasoning for the decision.
Once the student initiates the withdrawal process, they will be unenrolled from classes, the final invoice will be calculated, and an incomplete transcript will be held for a minimum of seven years by CiiAT, a requirement from the Ministry of Education.
If a student who has withdrawn from the Art Psychotherapy Diploma wishes to rejoin the program, they will need to restart the process which entails reapplying and reinterviewing. Re-entry into the program is not guaranteed.