Leave of Absence FAQs

 For step-by-step guidance on how to apply for a leave of absence, please visit our Leave of Absence webpage.

How can I contact Wellbeing services to discuss my leave of absence?

  • Wellbeing Officers: Our dedicated Wellbeing teams are here to support you during your time at the University of Birmingham. To get in touch please visit our Wellbeing Officers webpage. They can advise you on your leave of absence and return, as well as signpost you to additional support services should you require it.
  • Dubai: Dubai Campus students can visit the University of Birmingham Dubai Student Health and Wellbeing page for more help and support, including booking wellbeing appointments.
  • Wellbeing Services: Our Mental Health and Wellbeing webpage provides more information on where you can seek help and support during your studies.

What Wellbeing services are available while I am on a leave of absence?

Whilst on a Leave of Absence (LoA), students can still access a range of wellbeing support:

  • UBHeard: UBHeard is available for 3 months after taking a leave of absence and is a 24-hour, 7 days a week student support service that gives you immediate emotional and mental health support, helping you through any of life's issues. Available to all students (UG and PG) for 24/7 'in the moment' support please call: 0800 917 9379 (Freephone UK*).
  • Wisdom App: Students can also contact a dedicated wellbeing counsellor using live messaging and video calls via the Wisdom App. This is ideal for UoB students not in the UK. You'll need to enter our unique UoB code: MHA323213 (only required on initial sign-up).
  • Student Disability Service:  The Student Disability Service can be contacted should you have any questions about your disability. We would highly encourage you to reach out to the team should you require any adjustments, or amendments, to support your return to study.
  • Wellbeing Officers: Your college Wellbeing Officer can support you with any questions you may have about your return to study. They can also signpost you to additional support services should you require it.
  • UoB NHS Self-Help Guides: Our NHS self help guides contain verified information and are written by NHS Clinical Psychologists with contributions from service users, healthcare and voluntary sector staff.
  • Community Services: Community services are also on hand to support your recovery whilst on a LoA.

How can I check the status of my leave of absence application?

To check the status of your leave of absence application, log onto Self-Service, select the Leave of Absence portal and view ‘Your Existing Requests’.

*Please note, if you have previously applied for a leave of absence using a PDF/ Word document form, your request will not show in Self-Service existing requests.  Please contact your school if you wish to know the progress of your PDF /Word document form.

What does the status of my leave of absence application mean?

Your leave of absence application will move through various stages before it is approved and processed:

Application Submitted

We have received your application and is waiting to be reviewed.

Evidence Pending Review

We are currently reviewing your application and evidence. Your application will now be reviewed by a relevant member of staff (this could be Wellbeing, the International Student team, or a member of Student Administration).

Insufficient Evidence

Your application is missing information or has insufficient evidence. You will be contacted to confirm the next steps you need to take.

Approved

Your application has been approved and is awaiting processing. Once your application has been processed on your student record, it will move from ‘Approved’ to ‘Completed’. You will be notified once your approved application has been completed.

Completed

Your application has been processed on your student record. You will receive an email confirming this.

How does my leave of absence affect my tuition fees, funding and scholarships?

All students:

  • Please visit our Tuition Fee Liability webpage for information on how we calculate tuition fee liability following withdrawal or a leave of absence.
  • Your tuition fee liability will be confirmed to you once your leave of absence has been completed and processed on your student record.

Undergraduate and Postgraduate students

Postgraduate researchers:

  • You will not be charged tuition/continuation fees for the period of your leave of absence.
  • Please ensure that you have contacted your funding body to check that they know your situation and you are aware of your implications for funding.
  • If you are funded by a UK Research Council, you may wish to contact the University Graduate School or your school administrator to discuss the impact of leave of absence on your funding.

Which leave of absence reason is right for me?

Please see the table below for more advice on leave of absence reasons.

  • We understand you may experience a range of circumstances which include more than one leave of absence reason. If one of your leave of absence reasons is medical, please choose medical reasons.
  • If your leave of absence is not medical related, and doesn’t fit any other reason listed, please choose personal.

Medical Reasons

Select this reason if you need to pause your studies due to any physical or mental health condition which is not related to a declared disability. Medical evidence will be required as part of your request. You will also be asked to provide further evidence of your fitness to return to study in due course.

Medical (disability-related)

Select this reason if you need to pause your studies for a physical or mental health condition which is related to a declared disability.

Medical evidence will be required as part of your request. You will also be asked to provide further evidence of your fitness to return to study in due course. If you wish to tell the University about a disability or long-term health condition (including dyslexia and mental health conditions) and you haven’t already done so, please contact disability@bham.ac.uk.

Financial Reasons

Select this reason if you are experiencing financial hardship which impacts on your capacity to continue with your studies at the current time.

Intercalated Studies

Select this reason if you are pausing your studies on your current University of Birmingham course to do an intercalated degree at another University.

Maternity leave

Select this reason if you are expecting a child and you will be taking maternity leave. Your MATB1 form (or equivalent, if you are not a UK resident) will be required to support your request.

Paternity leave

Select this reason if you will be taking paternity leave.

Personal

Select this reason if you need to pause your studies due to any other personal reasons which are not listed (e.g. divorce, separation, eviction).

Placements

Select this reason if you are taking a placement which is not part of your degree programme (e.g. you’ve arranged it yourself).

If you are a PGR Research Council Student please select this if a placement has been arranged with support of UKRI requirements

Competitive Sport

Select this reason if you need to pause your studies due to your commitment to a competitive sport (e.g. training, events).

Bereavement

Select this reason if you need to pause your studies due to a bereavement.

Caring responsibilities

Select this reason if you need to pause your studies due to caring responsibilities (excluding childcare, for which ‘Parental responsibilities’ should be selected).

Legal Matters

Select this reason if you need to pause your studies due to your commitment to legal proceedings (which may be related to your own legal situation, or a legal case where you are acting as a witness or undertaking jury service).

Work Commitments

Select this reason if your work commitments mean that you need to pause your studies.

Parental responsibilities

Select this reason if you need pause your studies due to childcare.

What evidence do I need to provide for my leave of absence?

For some leave of absence reasons, it is mandatory to upload additional evidence or documentation.  You will be prompted to upload a file on your Self-Service application form where evidence is mandatory.

Evidence that is not in English must be translated into English by a certified translator.

Please refrain from uploading any photos or videos of injuries, physically illness, bereavement, or anything else that may cause distress to the person viewing this. If you are unsure if your evidence is suitable, please approach the relevant contact in your School (Wellbeing Officer, Course Lead, Personal Tutor, Supervisor.)

Please see below for the type of evidence we’ll require from you:

All students

All students must provide an outline of the reasons for their leave of absence in the text box provided on the Self-Service form. Please include details on how your circumstances have impacted your studies and how a leave of absence will be beneficial to you.

If your leave of absence started more than 6 weeks ago, you will be prompted to tell us the reasoning as to why you were unable to complete the form at the time your circumstances began.

Medical related leaves of absence

Medical evidence (normally in the form of the University’s Medical Certificate or letter from a registered healthcare professional).

Maternity related leaves of absence

MATB1 form (or equivalent, if you are not a UK resident)

Students who are under 18 years of age

Evidence of parental or guardian approval in the form of a letter signed by your parent or guardian.

Student on a degree apprenticeship programme

Evidence that your employer approves of your leave of absence, plus evidence that supports your leave of absence reason (whether this is medical or non-medical).

My leave of absence started more than 6 weeks ago, can I still apply?

Yes, you can still apply for a leave of absence which is retrospective.

If your leave of absence started more than 6 weeks ago, the online form will prompt you to  provide the reasoning as to why you were unable to complete the form at the time your circumstances began.

How does my leave of absence affect my access to facilities and services?

Although there is technically still a connection with the University, being on a leave of absence means you are on an authorised break from your studies with no academic engagement. As such your access to facilities and services will be impacted:

  • No access to University provision, such as teaching, tutorials, academic supervision, University accommodation and Counselling Services during the period of Leave of Absence
  • There is no automatic entitlement to the VLE and e-learning
  • University email addresses remain active so long as they are regularly accessed by the student

How does my leave of absence affect my accommodation?

All Students in Student or Private Accommodation

Taking a leave of absence can affect your contract with your student (term-time) accommodation provider. This is because your student status will change. Some housing providers (such as University of Birmingham and its partner accommodation providers) are restricted to only providing accommodation for registered students. Other private landlords will need to be made aware of your change in student status as they will need to update their records to show that you are on a Leave of Absence. The important thing is that you make them aware of the change in your student status. 

Students in University or Partner Accommodation

If you are living in University or Partner Accommodation you should follow the guidance below:

You must contact your accommodation provider as soon as possible to inform them that you wish to leave your accommodation.

For University owned accommodation, please log into the Accommodation Portal and submit an Early Release application. For Partner accommodation, please contact your accommodation reception.

Your accommodation provider will be able to advise you on the processes for checking out, returning any keys / electronic ID key cards and any contractual obligations that you have. Failure to contact your accommodation provider may result in additional charges.

When you return from leave of absence, you will need to reapply for accommodation and meet the terms of the Accommodation Guarantee Scheme in order to live in University owned or Partner accommodation. If you have any questions regarding the process for leaving your accommodation, please contact the Student Living team. 

Can’t find what you’re looking for?

If you are unable to find the information that you're searching for in our FAQs, please contact:

 

 

Colleges staff intranet

Professional Services staff intranet