Student Services

Leave of Absence

Frequently Asked Questions 

 

Eliot hall picture Students on benchdrinking bird

A leave of absence may be available for students who are taking time off from the college for a variety of reasons. Leaves are usually processed before the start of a semester and can be granted for a maximum of two semesters. The final deadline to take a leave during the semester is the deadline to withdraw from a semester course. Tuition, room and board refunds will be calculated on the college’s refund schedule, found in the catalog and guidebook. Students who would like to request a leave of absence should begin by meeting with one of the Associate Deans of Student Services.

For information regarding medical leaves, emergency absences, and withdrawals, please click here.

Click below for more information:


Administrative


What will be recorded on my transcript for semesters when I’m on a leave?

If your leave begins before the withdraw deadline, no record of your attendance will be recorded for that semester. If your leave begins after the withdraw deadline, “W” for withdrawal will be entered in your transcript for all of your courses for that semester. Any additional semesters on leave will not be recorded on your transcript.

How can I extend my leave status if I want to? Or return sooner than planned?

Students can apply initially for a one- or two-semester leave of absence.  

A one-semester leave can be extended to two semesters at the request of the student. Students should contact the registrar's office prior to the start of classes of the semester in which they were originally scheduled to return.

A student who has taken a leave for two semesters and is not ready to return, but wishes to remain on leave, may petition the Administration Committee for a one- or two-semester extension of the leave. Normally, students will not be approved for more than two consecutive years (four semesters) on leave.

Students who originally applied for a two-semester leave and who wish to return after only one semester away should contact the registrar's office at least one week prior to the start of classes. A registration PIN will be generated and both the student and adviser will be contacted with registration instructions.

How do I register for classes while on leave?

The registrar's office sends registration instructions to students on leave prior to the semester they are expected to return.  Correspondence is sent in early November for spring and early March for the following academic year.  

In order to register, students must contact their academic adviser to get their PIN. They can access the most up-to-date version of the schedule of classes on-line via the Reed web page. Registration can be transmitted via email if the student cannot use SOLAR.  Emailed registrations should be sent to the registrar's office, at registrar@reed.edu.

What happens if I don't return from leave, but I decide later that I want to come back?

Readmission of students who have left Reed without an approved leave of absence or after failing to return from a leave is coordinated through the registrar's office. Students must contact the registrar's office for the application for readmission.

In addition to the application, students must submit a personal statement and official transcripts from each institution the student has attended (if any) since leaving Reed. Letters of recommendation from faculty, employers, and/or a physician or therapist may be submitted as well. The readmission deadline for fall semester is July 1, for spring semester, January 2. All readmission materials should be sent to the registrar's office.

In certain cases (when the school has asked the student to take some time away), students must fulfill the conditions or sanctions set forth by the college in addition to being approved for readmission. Students should be ready to document that they have met those conditions.

Students applying for financial aid should complete all the necessary paperwork and adhere to applicable deadlines, which often are earlier than the deadlines for registering or requesting a retroactive leave.  Financial aid cannot be awarded until the student has been formally readmitted. For that reason, the sooner the student applies for readmission, the better.  The student services office will notify the financial aid office when a student has been approved for readmission.

Residence Life will notify the student regarding available housing, if the student has indicated on their application for readmission that they plan to live on campus.

Can I take classes at other institutions while on leave?

Yes.  Students should submit a completed transfer of credit form, available from the registrar's office, prior to enrolling at another institution. This enables the student to know whether and how the course or courses will apply to the Reed degree. Students must request that an official transcript be sent to Reed from all institutions attended during the time away, even if credit is not requested. If a transfer credit form is not submitted in advance of taking the course, students must submit a completed transfer credit form to the registrar's office before the work can be evaluated for transfer credit. Note: Should you have financial aid at Reed, please check to determine whether there are any financial aid implications for taking classes while on leave.

If I’m an international student, what do I need to know about visas, immigration documents, or other matters?

International students need to speak with the assistant dean of international students to discuss their visa program status, departure to (and return from) their home country, and other considerations. 
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CAMPUS COMMUNICATIONS


Will I keep my on-campus mailbox?

No. Students who are on leave and therefore not enrolled do not retain their campus mailbox. There are not enough campus mailboxes available to accommodate enrolled, leave, and study abroad students.  When students return from their time away, a new mailbox will be assigned to them by the registrar's office.  Mail will be sent to the forwarding address provided by the student on their leave form.

Will I continue to have access to my Reed email account?

No.  Messages sent to the Reed email account of students on leave will be forwarded to the forwarding address provided by the student on their leave form.
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CAMPUS RESOURCES


May I use the library?

Students on leave of absence are welcome as visitors in the library but are not granted borrowing privileges.

Am I permitted to work on campus?

Students who are on leave are not eligible for student employment. If you are working on campus or through an off-campus SEEDS program, you must stop working on or before the effective date of your leave and notify your supervisor that you will not be able to continue working. Please be certain to turn in your final timesheet to the Business Office.  You may not be paid for any work done after the effective date of your leave. Students who already have official approval for their return from a leave in the fall are eligible to begin work after July 1.  If you need a work reference or employment history verified, please contact the Student Payroll Specialist in the Business Office.  If you are in doubt as to your employment status, please contact the Business Office.

Can I continue to use the services of health & counseling?

Students on leave do not have access to the on-campus health and counseling center staff or services.  However, the student’s health insurance may cover services in the Portland area.  For more information, contact the health insurance provider directly.

Do I lose my Reed health insurance?

If you attended at least 30 days of a semester, you will continue to be covered by the student health insurance for that term.  If you attended less than 30 days of the semester, you may have the option of extending your insurance by purchasing it directly from the health insurance provider.  Please contact the Business Office directly to find out more.

What about access to career services resources?

A student on leave can come into the center for career counseling, résumé and/or job search help.  In addition, many valuable resources are on the career services web site: http://web.reed.edu/career/index.html, including job and internship postings and contact information for our alumni volunteers.

Can I use the Sports Center?

Since it has been determined that the student will be taking a break from the college, students on leave are not eligible to use the sports center, take classes, compete on teams or participate in Reed Outing Club events. Exceptions to this policy can be requested and will be reviewed on a case-by-case basis.

Can I participate in Gray Fund activities?

Students on leave are not eligible to take part in off-campus Gray Fund trips. They may attend campus-wide Gray Fund events as the guest of a current Reed student. 

Am I permitted to be in student organization spaces, register an event, or signate?

Students on leave are welcome to be a guest of a current student but may not access or use student organization spaces by themselves. Only current Reed students are able to receive senate and other funds, reserve space, signate, or sign contracts on behalf of a student event.

Will I have access to computer facilities?

Students on leave will not have access to the IRCs and associated computer resources.
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FINANCIAL


What happens to any payments that I’ve already paid to the business office for the remainder of the semester/year?

When a student submits their completed leave form, a worksheet is prepared by the Business Office to calculate any refund or balance due.  Refunds of tuition are based on the number of days completed in the semester.  Refunds of room and board are based on the move-out date and any remaining board points.  The student body fee and the student health insurance fees are not refunded.

Please inform the Business Office to whom any refund check should be sent.  A copy of the worksheet mentioned above will be appended to the check.

How does my leave affect my eligibility for subsequent financial aid, and what happens to the financial aid I have received for the semester/year?

A leave does not affect your eligibility for financial aid in the future; however, an unfinished semester may be counted as one semester of financial aid eligibility used.  If you complete less than 60% of a semester, that semester will not be counted as a semester of financial aid used.  If you complete 60% or more of a semester, that semester will be counted as a semester of financial aid used.  In either case, lifetime loan aggregate limits apply and the amounts that you retain for an unfinished semester will be counted toward this aggregate limit. The Business Office determines how much, if any, of your current financial aid must be repaid to the financial aid programs and how much financial aid you are eligible to retain. 

What do I have to do to get financial aid when I come back from a leave?

To be eligible for financial aid when you return from a leave, you must complete all financial aid application requirements by the May 1 deadline.  Note that there is not a different application deadline for students returning for spring semester.  All Financial Aid application deadlines and requirements are posted on the Reed College Financial Aid website at http://web.reed.edu/financialaid/applying_for_aid.html.

What do I do if I purchased Dewar Insurance?

Dewar Insurance is only applicable for medical leaves.

What if I have a Federal Stafford Loan or a Direct Stafford Loan?

You will need to complete an exit interview for your Stafford Loan.  The financial aid office will send a Stafford Loan exit packet to the address you list on your leave form.  The packet will contain information regarding the on-line exit interview process, as well as other information you may need regarding loan repayment.  The six-month grace period for your Stafford Loan begins after your last day of attendance at Reed.  During this grace period, no interest accrues and no payments are due.  Repayment on your Stafford loan begins six months after your last date of attendance.  You should note that you are eligible for only one grace period on your Stafford Loan.  If you re-enroll at least half-time at a qualified post-secondary institution, your Stafford Loan will be deferred; however, repayment will begin immediately once you are no longer enrolled as a half-time student. Stafford loans borrowed for subsequent periods of enrollment will have a six-month grace period.

What if I have a Perkins Loan?

You will need to do an exit interview for your Perkins Loan in the Business Office.  Your initial nine-month grace period on your Perkins Loan will begin after the date of last attendance at the College.  During this grace period no interest accrues and no payments are due.  Repayment on the loan will begin nine-months after your last date of attendance.  Please note that the Perkins Loan has different regulations than a Federal Stafford Loan.  See above regarding the Stafford Loan regulations.

Will I be able to continue charging purchases at the Bookstore?

No, your Bookstore account will be closed.
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RESIDENCE LIFE


When do I have to move out of my room and leave campus?

Students generally have three days to vacate their dorm rooms once their leave is effective.  In some cases, students may be able to work with Student Services and Residence Life on this timeline if more time is needed to make travel arrangements. Please note that your refund for room and board is pro-rated and based on the day you move out of your room and your remaining board points.

Can I store my belongings on campus?

If you are taking a leave you are encouraged to take all of your belongings with you or to make off campus arrangements for storage.  The office of Residence Life has information on its web site about off campus storage options at http://web.reed.edu/res_life. 

If you plan to return from your leave after one semester and plan to live on-campus, you may store up to four boxes in student storage in the dorms. If you do not return within two years the boxes will be removed from storage.  Storage facilities are not open during winter or summer break. Please note that you may give permission to a friend or family member to pick up your boxes for you, if you are unavailable to do so. Please contact Residence Life for details at 503-777-7536.

What happens to my present room contract?

When you take a leave of absence, your room and board contract terminates on the date specified by the Assistant Dean of Residence Life (normally three days after the effective date of the leave).  If you return your room key and there is no damage to your room, you will get a full refund on your $100 housing deposit as a credit to your account. If you would prefer the credit refunded to you in check form, you can request it from the Business office after the credit appears in your student account.

How do I secure on-campus housing for the semester I plan to return?


Leaving during fall semester with plans to return in January for the spring semester:

Before you take your leave you can apply for spring housing in the office of Residence Life.  Contracts and additional information regarding room and board are available at http://web.reed.edu/res_life.


Leaving in the fall with plans to return the following fall:

You should check the Residence Life website after March 1 for the time line of how to enter the lottery.  There is a $100 housing deposit required to enter the lottery that you can pay by check (send checks to Reed College, Attention: Business Office) or by credit card at www.afford.com/reed. If you miss the lottery, you can contact the Residence Life Office to sign up for the wait list.


Leaving during the spring semester with plans to return in the fall:

You should check the web site after March 1 for the timeline of how to enter the lottery.  There is a $100 housing deposit required to enter the lottery that you can pay by check while on  leave. The process to sign up for the lottery is currently on-line, so you can still sign up from off-campus. If you miss the lottery you can contact the Residence Life Office to sign up for the waitlist.


What if my leave begins over winter break?

If your leave begins over winter break or at the beginning of the spring semester, once the dorms open for spring semester you will have three days to pack your room and leave Reed. Students may ask for special permission from the Assistant Dean of Residence Life to return to the halls before they open to move their belongings from their room.  Students on leave are not allowed to occupy their rooms overnight without permission from Residence Life. 

Can I visit friends in the dorm and stay overnight?

The Residence Life Guest policy allows current students in the dorms to host a guest for up to 14 days a semester with approval from the roommate(s) if applicable.  As a guest you would need to be with accompanied by your host while on campus.

Can I attend Renn Fayre while I’m on leave?

Students on leave are not issued a bracelet but are able to attend Renn Fayre as the guest of an enrolled student while their leave is in effect.
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CAMPUS CONTACTS


Student Services            
student-services@reed.edu
   

    Jen Negen, executive assistant to the VP & dean of students, 503/777-7521.


Residence Life               
res.life@reed.edu
   

    Serilda Summers, assistant dean of residence life, 503/777-7536.

    Michelle Waldron, office coordinator, 503/777-7536.


Registrar               
registrar@reed.edu
   

    For questions regarding return from, or extension of leave, and registration:

    Emilie Smith, associate registrar, 503/777-7296.

 

    For questions regarding transfer credit:

    Ben Bradley, recorder/transfer evaluator, 503/777-7295.


Financial Aid               
financial.aid@reed.edu
   

    For questions regarding your leave and your financial aid status:

    Leslie Limper, director of financial aid, 503/777-7223.

 

    For questions regarding Stafford loan repayment and exit interviews:

    Sarah Duncan, assistant director of financial aid, 503/788-6693.


Business Office       
controller@reed.edu, student-accounts@reed.edu
   

    For questions regarding Perkins and Reed loan repayment and exit interviews:

    Sara Rosenberger, accounts receivable/loan specialist, 503/777-7504. 


Health and Counseling Center       
health-services@reed.edu
   

    Kate Smith, director of health and counseling, 503/517-7462.


International Student Services       
riverad@reed.edu

    David Rivera, assistant dean of international students, 503/517-5538.

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