Leave of Absence, Reinstatement
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Contents
Leave of Absence
Criteria
- Students with a valid, unavoidable reason for being unable to attend classes for a period of three months or more may apply for a leave of absence. Examples can include illness, economic circumstances, military service, or other reasons beyond the control of the student.
Note:
- Students planning on taking a leave of absence to travel abroad or participate in an internship must attend a leave of absence guidance session. The guidance session schedule is posted to CampusTerminal.
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Leave of absence is granted on a semester basis. A leave of absence is permitted for a maximum of three years (6 semesters) during the enrollment period. Students taking a leave of absence may apply to accelerate the semester they return or extend their leave of absence up to three years.
*For students who enrolled in 2023 or earlier, two years (4 semesters) is the maximum period for a consecutive leave of absence whereas three years (6 semesters) is permitted in cases of military service only. Effective April 1, 2026, all students may take a leave of absence for a maximum of three years or six semesters during their enrollment period. If a student who enrolled in 2023 or earlier takes a leave of absence after 2026, any leave of absence taken before March 31, 2025, will not count towards the maximum period of leave allowed.
- The college student visa that allows international students to study at APU will no longer be valid once they start their leave of absence, and must be canceled when leaving Japan. When returning to APU, international students will need to apply for a new visa.
- Students in a semester in which they could potentially graduate are not able to take a leave of absence.
Examples :
- A student in their 8th semester who has completed all the credits needed to graduate cannot apply for a leave of absence.
- A student in their 9th semester or later who has not completed all the credits needed to graduate can apply for a leave of absence.
Leave of Absence Application Deadlines
| Domestic / International | |
|---|---|
| Leave of absence starting in the spring semester | February 15 |
| Leave of absence starting in the fall semester | August 5 |
Note:
If the deadline falls on a weekend or holiday, the deadline will move to the next business day.
If you need to cancel your leave of absence after receiving permission, you must complete the necessary procedures before the application deadline for the start of your leave of absence. Once the application period has ended, you will not be able to cancel your leave of absence.
Application Procedures
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1.
Attend the guidance session and receive the necessary documents.
Note: Students who take Leave of Absence due to military service, illness, economic circumstances, family matter, and English based students do not need to attend the guidance session. Please come to Student Office to pick up the documents.
Schedules of guidance session (Only available in Japanese) -
2.
Prepare and submit the necessary documents before the deadline.
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3.
Your application is reviewed by committee.
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4.
Notice of the committee's decision is posted. Results are sent by mail（or DHL etc.）.
Required Documents
- Submit all required documents below to the Student Office before the deadline.
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- Request for Leave of Absence: Must include your financial sponsor or family member's signature.
- Leave of Absence Statement: May be typed or handwritten.
Students traveling abroad or with an internship must use the designated forms.
Leave of Absence for Overseas Travel or Internships Statement of Purpose and Planning Sheet (WORD)
A statement is not required if applying for a leave of absence for medical reasons. - Application fee: 15,000 yen.
- Matriculation fee: 5,000 yen per semester.
- Medical certificate (if taking a leave of absence for medical reasons).
- Status Change Request:
※ For domestic students receiving a scholarship from the Japan Student Services Organization (JASSO); the scholarship must be suspended during the leave of absence.
For students traveling abroad or with an internship:
Students who intend to travel abroad, take a working holiday, go backpacking, or work at an internship (either domestic or overseas) must read the following.
- Procedures
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Procedures are essentially the same as applying for any other leave of absence.
However, using the forms provided by the University, you need to submit your statement of purpose and planning sheet for your leave of absence. - Preparations
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APU is unable to provide you with any support or advice in regard to finding a school to study at, looking for a company to internship with, finding a scholarship, or preparing your visa. It is the opinion of the University that it is important that you look after these matters yourself. The below link may be of use when making your preparations.
Japan Student Services Organization (JASSO) Study Abroad Information Page (Available in Japanese only)
http://ryugaku.jasso.go.jp/ - Other things to consider
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Traveling or living overseas is often a rewarding experience. However, to make the most of this experience, you truly need to contemplate why you are taking a leave of absence of leave and what you intend to do during your time away from APU.
Students cannot take a leave of absence simply because they want a change of scenery or to study in an English speaking country. Think carefully about what you need to do while you are living or traveling overseas and what you hope to gain from this experience. Many APU students already have experience living/ traveling overseas. It can be very helpful to make connections with these students and talk to them while you are still in the planning stages.
Reinstatement
Before the end of the student's leave of absence, in May or November, the University will send any necessary forms to the home address the student has registered in Campusmate. Students should be sure to complete the procedures for reinstatement before the deadline.
Reinstatement application deadlines
| Domestic | International | |
|---|---|---|
| Spring semester leave of absence ending September 20 (returning in the fall semester) |
Aug. 5 | End of Jun. |
| Fall leave of absence ending March 31 (returning in the spring semester) |
Feb. 15 | End of Dec. |
Note:
If the deadline falls on a weekend or holiday, the deadline will move to the next business day.
※ Students who do not file for reinstatement or for an extension of their leave of absence by the deadline will be considered to have withdrawn from the University at the end of their leave of absence.
