Effective Date: September 3, 2025

Authorized Leave of Absence Policy (LOA) for Domestic Students (Authorized Leave)

 

Purpose

This policy outlines the eligibility, process, and conditions for students requesting a leave of absence from their academic program at Cape Breton University (CBU). A leave of absence allows students to temporarily pause their studies due to personal, medical, or other extenuating circumstances. Making a formal request ensures students receive appropriate support and guidance, and maintain their place within the academic program, and helps maintain continuity in their academic record through to credential completion. While students may be subject to updated credential completion regulations upon return, they will be connected to an academic adviser to support a smooth transition back into their program.

 

Scope

This policy applied to all domestic undergraduate and graduate students enrolled in academic programs at Cape Breton University who are seeking a temporary interruption in their studies outside of regularly scheduled academic breaks. It outlines the conditions and procedures for requesting a leave of absence during the Fall and Winter terms. This policy does not apply to international students, who must follow separate processes in accordance with immigration regulations.

Definitions

Domestic Student
A student who is a Canadian citizen, permanent resident, or has other legal status in Canada that classifies them as a non-international student.
Academic Program
A structured set of courses and academic requirements offered by Cape Breton University that leads to a credential such as a degree, diploma, or certificate.
Academic Standing
The status of a student’s academic performance based on the University’s standards, such as Satisfactory Standing. Probation, or Suspension, as outlined in the Academic Calendar.
Professional Program
An academic program that includes specific accreditation standards, licensure requirements, or mandatory placements, which may affect eligibility for leave.
Scheduled Academic Break
A period within the academic calendar where students are not expected to be enrolled in classes, such as the summer break (May 1 – August 31).
Registrar’s Office
The University department responsible for maintaining student academic records, processing requests such as leaves of absence, and facilitating course registration and graduation processes.
Student Compass Account
The online portal through which students at Cape Breton University manage their academic information, including registration, grades, and course withdrawals.
Supporting Documentation
Verified evidence (e.g., medical note, military orders, legal paperwork) submitted by the student to substantiate their reason for requesting a leave.
Policy
  1.  Eligibility & Application
    1. Domestic undergraduate and graduate students enrolled in a program at CBU are eligible to apply.
    2. Students must have completed at least one semester of study before requesting a leave of absence.
    3. Normally, a student shall be in Good Standing when requesting a leave of absence; exceptions may apply and will be determined by the faculty member and, if applicable, the professional program.
    4. Students eligible for scholarship renewal will not receive scholarship funds while on leave but will maintain eligibility for renewal upon returning.
    5. Loan and bursary terms vary; consultation with an adviser in Scholarships and Student Aid is recommended.
    6. Leaves of Absence are not granted retroactively beyond the beginning of the current term nor to students who have withdrawn or are deemed to be withdrawn from their program.
    7. Professional programs may impose constraints to application of the undergraduate Leave of Absence policy due to accreditation requirements or placement limitations. In such cases the Dean may request supporting documentation before approving the Leave of Absence.
  2. Types of Leave
    1. Medical Leave: For physical or mental health reasons, requiring supporting documentation from a healthcare provider.
    2. Personal Leave: For significant personal matters, such as family emergencies or financial hardship, requiring appropriate documentation.
    3. Parental Leave: For students who are expecting or have recently become parents.
    4. Military Leave: For students called to active military duty, requiring official documentation.
    5. Other: As determined on a case-by-case basis.
  3. Duration of Leave
    1. A leave of absence may be granted for a period of one semester up to a maximum of one academic year.
    2. Extensions beyond one year require a new application and approval.
  4. Returning from Leave
    1. Students must notify the Registrar’s Office in writing at least 30 days before their intended return.
    2. If a student does not return after the approved leave period, they may be required to reapply for admission.
  5. Policy Steward
    1. University Registrar and Director of Admissions

Procedures

Application Process & Procedure

  1. Students must submit a request for an Authorized Leave of Absence to the Dean of their program via the online service form (Select Option 14). A summary of the reasons for the leave must be provided in the application.
  2. The student’s record will be reviewed. Once a decision is made, it will be emailed to the student.
  3. If approved, the Leave of Absence will be recorded on the student’s record.
  4. If a student requests a Leave of Absence mid-semester, they may be subject to both academic and financial penalties depending on the timing.
  5. Tuition refunds or credits are subject to CBU’s refund policy.
  6. Students who are granted such a Leave will have “Leave of Absence”, including start and end dates, recorded on their transcript as a note on their academic summary or be registered in a “Leave of Absence” course.

Student Responsibilities

  1. Students must consult with their academic advisor regarding course registration upon return.
  2. Students must withdraw from courses and may incur penalties depending on the timing of the leave request.
  3. Approved students must ensure they drop their courses in their Student Compass Account.
  4. Students must adhere to all policies and regulations in the CBU Academic Calendar and the Financial Deadlines, Policies, and Regulations page.
  5. Students who are living in residence will not be permitted to remain in residence while they are on Leave of Absence.
  6. While on a Leave of Absence, students are not permitted to undertake any formal academic or research work related to the program from which hey have taken leave. For the period of a Leave of Absence no Letters of Permission to study towards their program from elsewhere nor transfer credits will be granted and all existing Letter of Permission will be cancelled.

Please note, students are responsible to follow academic and financial policies and regulations in our CBU Academic Calendar and on our Financial Deadline, Policies and Regulations page. Upon registration, students agreed to be, and shall be, bound by the regulations and policies of Cape Breton University as published in the CBU Academic Calendar or otherwise enacted by the University.

 

Cape Breton University reserves the right, without liability or penalty and without notice, to make changes to its policies and offered services and programs, including alteration of fees, cancellation of particular courses and changes to financial policies including the Refund Policy. Every student accepted for registration in Cape Breton University shall be deemed to have agreed to any such changes, whether made before or after said acceptance. Please see the Cape Breton University Academic Calendar.

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CBU Academic Calendar 2025-2026 Copyright © 2024 by Cape Breton University is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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