Taking a Temporary Leave of Absence

Students who anticipate a long absence due to illness or other unavoidable reasons can take a temporary leave of absence.
  • The semester that students take a temporary leave of absence is not counted towards the duration of enrollment required for advancement to the next year and graduation.
  • Students cannot register for courses while on temporary leave of absence. All courses registered for the semester in which the temporary leave of absence takes place will be cancelled.
  • Application for temporary leave of absence is on a semester basis (Spring or Fall Semester).
  • There is no credit transfer system even if the reason for temporary leave of absence is study abroad.
*Depending on the reason for temporary leave of absence, you may be required to submit certain documents or take an interview with an Academic Advisor and receive their approval. Make sure to thoroughly read the information on this page and the SFC GUIDE Vol. 2 for students in the Faculty of Policy Management and the Faculty of Environment on Information Studies, and complete the necessary process without making any errors. Submit your application to the SFC Academic Affairs Office. Please download the application from the link below. The physical form with a carbon copy may also be used.
*Consultation regarding temporary leave of absence is done, in principle, at the SFC Academic Affairs Office. In the case that you cannot come to the office due to being abroad, contact the office by email.

Types of Temporary Leave of Absence and the Required Steps

For language training or study abroad programs (without credit transfer)

Required Documents
  • Application for Temporary Leave of Absence
  • Acceptance Letter (copy) etc.
On the Acceptance Letter, it must be clearly stated that you have been accepted to the training and study abroad program in the semester you plan to take a temporary leave of absence as well as the exact period including dates. If the dates are not clearly written on the Acceptance Letter submit a documents that includes the dates, such as an academic schedule along with the Acceptance Letter. If the training or study abroad program will take place in multiple locations, a copy of an Acceptance Letter is needed for each. If the permission form is in a language other than English, you are required to submit a Japanese translation. If you wish to study abroad after taking a language training course and wish for the credits to be recognized and the time of enrollment to be counted, consult with the staff member in charge of the study abroad at the SFC Academic Affairs office in advance.
*Refer to the Q&A on temporary leaves of absence as well

Illness or injury

Required Documents
  • Application for Temporary Leave of Absence
  • Medical Certificate (original)
The reason for treatment during the semester applied for must be written on the diagnosis form or letter. When returning to studies, you must also submit a letter (original) from your physician certifying that you are fit to resume your studies.

Compulsory military duty in your home country

Required Documents
  • Application for Temporary Leave of Absence
  • Certificate of Mandatory Military Service (original and a copy)
Provide a Japanese translation if the certificate is in a language other than English. Only in this case, are you permitted to submit applications and certificates for multiple consecutive semesters at once (copies will be permitted in this case).

Personal Reasons

Required Documents
  • Application for Temporary Leave of Absence
  • Statement of Reason
Required Process
  • Interview with an Assistant Academic Advisor
If your reason for temporary leave of absence does not fall into any of the above three categories, you may apply for personal reasons. Take an interview with an Assistant Academic Advisor within the faculty in which you belong and receive their seal or signature of approval on the bottom left of the Application for Temporary Leave of Absence (make an appointment with them directly for an interview as early as possible). Submit the application and statement of reason to the SFC Academic Affairs Office.
*If you are unable to take an interview in person due to unavoidable reasons, such as being abroad, please let an Assitant Academic Advisor know.
*If applying from abroad, refer to the Q&A on temporary leave of absence

Caution and deadlines for application for temporary leave of absence

For the deadline for application for temporary leave of absence after courses have been registered for, make sure to refer to the latest version of the SFC GUIDE Vol. 2. The deadline is the final day of Online Course Registration if applying without registering for courses. If you do not register for courses or submit an application for temporary leave of absence, you will be regarded as having no intention to study, and will be subject to withdrawal from the University Under Article 188 of the University Faculty Rules and Regulations. In this case, a warning letter may be sent to you. If you wish to take a temporary leave of absence, submit the application well ahead of the deadline.

  Spring Semester Fall Semester
休学期間 April 1 to September 21 September 22 to March 31 the following year
Without registering for courses After registering for Courses By the final day of Online Registration for Spring Semester (middle of April, tentative) By the final day of Online Registration for Fall Semester (end of September, tentative)
After registering for Courses By the last business day of May By the last business day of November

You cannot submit multiple applications for multiple semesters at once. The periods that you are able to submit applications is predetermined for each semester. For Spring Semester, applications are accepted from December of the previous semester, and for Fall Semester, applications are accepted from June of the previous semester. Even if you plan to continue a temporary leave of absence for multiple semesters for the same purpose, you are required to submit a separate application for each semester. Those who are taking a temporary leave of absence for personal reasons are required to take an interview with their Assistant Academic Advisor for each semester.
*You may submit the documents by postal mail, but make sure they do not arrive past the deadline. Applications with errors will not be accepted.
*Make sure to read the Temporary Leave of Absence Q&A and “Important Points When Submitting the Application.”

The Flow of Events after Submitting the Application

The application must be discussed at the faculty meeting after the announcement of grade reports in the semester prior to that in which the student wishes to take temporary leave of absence (tentatively September 5, Spring Semester, and March 10, Fall Semester). If approved, an approval letter will be sent to the student’s guarantor. The Notification of Returning to Study, which is required, will be sent along with the approval letter, as well as related information and information on the process for the reduction of fees for those who are eligible.

After Temporary Leave of Absence

If returning to study after temporary leave of absence, students are required to submit the Notification of Returning to Study to the SFC Academic Affairs Office before the first day of the semester in which they intend to return. Students must submit the form themselves. The form may be submitted in August for Spring Semester, and in February for Fall Semester. The Notification of Returning to Study will be sent along with the approval letter, which will be sent to the student’s guarantor after approval is granted by the faculty board. The form may also be downloaded from this webpage.

Temporary Leave of Absence Q&A

Q. I would like to take a language training course abroad, and then study abroad in the following semester for credit, but I am unsure whether I will study abroad. What should I do in this case?

A. First, consult with the staff member who is charge of the study abroad program at the SFC Academic Affairs Office. For the language training course, you will need to apply for a temporary leave of absence, but the second semester may differ depending on the situation. Make sure that you understand the required processes depending on if you will take a temporary leave of absence or not, and how fees are handled before departure.

Q. What should I do if I move out of my apartment while on a temporary leave of absence?

A. When submitting the application for temporary leave of absence, change your address on the Gakuji Web System. You will only be able to change your address to one that is located within Japan. If traveling abroad, it is recommended that you change your address to that of a guarantor or family member in Japan. The Academic Affairs Office will send important items to this address for the next year or semester while you are on temporary leave of absence. It will be assumed that you receive them, unless they return to the sender.

Q. What will happen to my academic fees while on temporary leave of absence?

A. It depends on the Academic Year you enrolled in the university. Those who will receive a reduction will be sent the necessary information along with the approval letter. Those who pay for their academic fees in full will receive the amount of reduction after completing the necessary process. It is also possible to pay for the remaining fees after the reduction.

Those who enrolled in or after Academic Year 2009 (during the first year) In principle, Academic Fees will not be reduced / exempted. However, in the case of military service, or injury during regular curricular or extracurricular activities, or being affected by large-scale natural disasters such as earthquakes, typhoons, etc., Tuition Fee, and Experiment and Practical Training Fees may be reduced/exempted.
(second year and onward) Tuition Fee and Facilities Fee will be reduced/exempted.

Reference: Undergraduate Academic Fees: Keio University

Q. Can I use my student card and CNS account while on temporary leave of absence?

A. Your student card may be used as long as it is effective (printed on the back of the card). You may also use the media center and your CNS account. Mail will be sent to your CNS account from the Academic Affairs Office, so make sure that you check your mail and the Jukusei (Keio student) website while on temporary leave of absence.

Q. What will happen to courses I register for before going on a temporary leave of absence?

A. Once you are given permission to take a temporary leave of absence, all of the courses you registered for in the given semester will be canceled. Even if you attended classes or submitted assignments, the courses will be canceled and work within it will not be counted.

Q. Since I’m traveling abroad, do I need to report it to the Ministry of Foreign Affairs?

A. According to Article 16 of the Passport Act, Japanese citizens who plan to live abroad for more than three months are required to submit a “residence report.” Those who stay abroad for more than three months and have not decided where to stay must register for “tabi regi.” Refer to MOFA’s homepage for details, where you can register.