Leaves of Absence: Frequently Asked Questions – Dean of Students

Can I change my adviser?

Yes. You can change advisers. However, it is seldom done and in all cases, requires a conversation with the Director of Advising, Yansi Pérez. She can be reached via email yperez@carleton.edu or phone at 507-222-4085. Please see the Advising Handbook for additional information and resources available by class year.

How will I know who my academic adviser will be?

Always check the Hub to verify your adviser assignment. Please see the Advising Handbook for additional information and resources available by class year.

How will a leave be noted on my transcript?

At the end of your transcript, there is a section for Enrollment History; this section will note the date your leave began and “Leave of Absence.” So, for example, if your leave started on the first day of Fall 2018, your transcript would display “10 Sep 2018 Leave of Absence.

If I take a leave will it affect my class year?

Yes. Carleton allows students 12 terms to complete their degree and operates under the assumption that all students will be in attendance for all 12 terms. If you take a leave of absence, we will move your anticipated graduation date back to accommodate for the term or terms you were on leave. If you were predicted to graduate in Spring 2020, but you took a leave of absence for one term, we would assume your twelfth and final term of enrollment would then be Fall 2020, and change your graduation date and class year to reflect that. To find out more about the petition to accelerate visit the Academic Standing Committee’s website.

When and how can I register for classes?

Details may be found under Registration. Generally, registration is scheduled during the eighth and ninth week of the term, but we can’t give you a registration priority time until we know you’re returning to campus, so be sure to discuss your plans to return with the Dean of Students Office early. You will need to meet with your adviser prior to your registration, so be sure to allow plenty of time to do that before your registration priority time. You can find your registration time on the Hub under the Am I Registration Ready link. For registration dates, see the Academic Calendar.

May I take courses at another institution while I am on leave?

Usually no. Leaves of absence are for nonacademic activities; only when the Academic Standing Committee has previously approved you to take classes at another institution will you be allowed to bring credits back to Carleton. This happens in very rare circumstances. If you’d like to take courses elsewhere for personal enrichment or to prove readiness to return to Carleton you may, but be forewarned that you should not expect those credits to transfer back to Carleton.

How can I request a transcript while on leave?

You can request transcripts via The Hub for no charge.

Who can I speak with regarding my aid, scholarship(s), grant(s)?

Please call or email Student Financial Aid (507-222-4138).

Will my Carleton scholarship/grant and financial aid be affected by my leave?

It could be affected, depending on when you leave. If you are gone for the full term all aid will be canceled for that term. If you start your leave after attending classes for the term then Carleton is required to complete a financial aid refund calculation which may result in all or part of your aid being refunded. If you would like more information please call or email Student Financial Aid (507-222-4138).

Will my aid change after I return from a leave?

If you return within the same award year your aid for the next term will be the same as when you left for the year. If you return in a new award year you will need to reapply like you would any year and through the reviewing process aid could change.

Will my outside scholarship be affected, by my leave?

It could be affected, depending on when you leave and the policies of the outside scholarship provider. In most cases if you are gone for the full term the scholarship amount for that term will be canceled. Some organizations allow us to give the full award over the terms you are still enrolled. Others will cancel the scholarship for the term you are on leave and any future terms. If you start your leave after attending classes for the term then Carleton is required to complete a financial aid refund calculation which may result in all or part of your aid being refunded. Again depending on the organization providing the scholarship you may be able to keep all of the remaining award, part, or none. It is best to contact the outside scholarship provided to see how your leave will affect your award. If you would like more information please call or email Student Financial Aid (507-222-4138).

What happens to my student loans when I am on leave?

Anytime a student drops below half-time enrollment (6 credits) we are required to send students an Exit Counseling letter. This letter will direct them to complete the Federal Stafford Loan Exit Counseling via studentloans.gov. The Exit Counseling will provide students with important information on their rights and responsibilities, and prepare them to for repay their federal student loans. If you return within 180 days then you will not have used your grace period and will have the 6 month grace period when you graduate or leave Carleton again. If you do not return to Carleton within 180 days (6 months) your loans may go into repayment. If you return to Carleton after 180 days your loans will go back into “in school” status but you will have used your 6 month grace period. This means that when you graduate or leave. again your loans will go into repayment within 30 days.

Will I receive a refund?

Please refer to the Tuition Refunds policy in the Student Handbook for refunds of any tuition and fees charges. If you receive any financial aid your total refund may be affected by federal, state, and institutional financial aid refund policies. Financial aid refunds will depend on when your leave started for the term. If you want to know more about the amount you would receive please call or email Student Financial Aid (507-222-4138) to make an appointment to meet with a counselor.

Is there a place to store trunks, giant pieces of luggage, bikes, and boxes while I am on leave?

Yes. Limited Storage is available for currently enrolled students who choose not to take possessions off campus during the summer, or when off campus for Off-Campus Studies or a Leave of Absence. Student storage is managed by Residential Life. All items must be contained in boxes, suitcases, etc; furniture and mattresses cannot be stored. A current storage ticket must be displayed on each item. Storage tickets can be purchased from the Bookstore. Carleton College assumes no responsibility for loss, damage or theft of items placed in storage. Personal Property insurance is recommended.

There are also self-storage units in the Northfield area:

Greenvale Mini-Storage, 507-645-2332
Northside Self Storage, 507-645-8814
Self Storage, 507-645-8888
Southgate Mini Storage, 507-645-4547

If I take a leave will I be able to return to the same room/choose a room for when I return?

The Office of Residential Life will work with you to select your housing when you return from your leave. You can submit a housing information request on the housing website to indicate your preferences. If Residential Life is able to leave your current space vacant, your roommate will be able to draw you back into that space. Additional information is available on the housing website.

After requesting a leave to the Dean of Students Office, how long do I have to check out of my room?

Students are given approximately 3-5 days to pack their items and leave campus if the term is in session. If there are extenuating circumstances that require a different timeline, please contact the Office of Residential Life to explain the situation. If the leave is for the upcoming term, you must be moved out of your room before the date and time of closing.

Am I able to live in the residence hall while on leave?

No. Campus housing is only available to students who are enrolled for the term. Housing will be available to you once you have re-enrolled.

I am an international student. How will my leave affect my visa status?

When an international student takes a leave of absence, they are no longer maintaining the criteria for F-1 status and are therefore required to leave the U.S. During the leave period, the student will need to follow up with the Dean of Students Office notifying them of their intent to return to Carleton. The student will also need to submit financial documentation and a copy of their passport to OIIL so that an I-20 can be issued to reestablish their F-1 status.

Students are advised to speak with Liz Cody (507 222 4013) about taking a leave and visa status. Please visit the Office of International Student Life’s page on leave of absence information for international students.

Do I have to leave the U.S. when taking a leave of absence from Carleton?

Yes. International students are required to depart the U.S. within a reasonable timeframe (within two weeks) once they have taken a leave of absence). If the leave of absence will be fewer than 5 months, the student should remain outside of the U.S. for the duration of the leave so that their status can be reactivated without a new application. For students taking a multiple term leave, they will need to discuss their case with the Office of Intercultural and International Life when ready to return.

Will taking a leave of absence affect my CPT/OPT eligibility?

Yes. Most likely it will. Students are required to be in F-1 status for one academic year before they are eligible to pursue CPT and/or OPT. Occasionally exceptions can be made if the student is eligible for reinstatement. Regardless, the decision to take a leave, in this case, should be made with the knowledge that your employment eligibility may be affected.

Will I need to apply for a new visa when I return to Carleton?

Students taking a leave of absence will need to submit paperwork for an updated I-20, however, if the F-1 visa in the student’s passport is unexpired they can use the old F-1 visa as long as they have paid the SEVIS fee for their new I-20.

Can I work on-campus when I return from a leave?

Yes. You can return to work on-campus after taking a leave of absence once you are registered for the following term and it has begun. You cannot work on-campus while you are out of F-1 status/on a leave of absence.

When do I need to notify you that I’m planning to return to campus?

It is best to let us know at least 2 months prior to the start of the term that you are returning for so that we can activate your SEVIS record and assist with any potential visa/travel issues before your return.

Who should I contact in the Office of Intercultural and International Life (OIIL) to process my return?

You will first need to contact the Dean of Students Office with information about your readiness to return. Once you receive approval from the Dean of Students Office, you should contact Liz Cody, for information on re-establishing your F-1 status at Carleton.

What resources are available for students when transitioning back to Carleton?

There are several resources on campus such as Academic Support Center, Student Health and Counseling, Student Activities Office, Disability Services, Office of Health Promotion, Residential Office, among other offices. We encourage students to meet with a dean in the Dean of Students Office to discuss what other resources are available.

Am I able to continue working on campus while on leave?

No. Student Employment at Carleton is for students who are currently enrolled. A student taking a leave of absence is not eligible to work in the Student Employment Program during the LOA. If a student goes on leave during the term the student employment position will be ended. The end date is determined by the Dean of Students Office when they review and approve the LOA. Student Supervisors are notified of the end date. Contact studentemployment@carleton.edu with questions regarding student employment.

Can I forward my mail to a temporary address during my leave

Yes. Mail Services will forward your USPS First Class letter mail automatically. If you will be staying at a location other than what’s listed in the directory, please fill out please fill out the Temporary Forwarding Address Form. Often UPS, FedEx, and some USPS parcels cannot be forwarded at no cost. Make sure you update anyone who might be sending you something (Amazon, Gilt, grandma, etc.) with your updated address to avoid delays and extra shipping costs.

Students who are departing from Carleton and would like to transfer their email, files, and documents can do so by visiting go.carleton.edu/depart.

Where can I find Carleton’s policies and information about taking a leave?

The College’s policies and leave of absence information can be found in the Student Handbook.

Who can I talk to about taking a leave?

Set up a time to speak with Dean Fleming in the Dean of Students Office to learn more about the process and taking a leave. You can either call 507-222-4075, email Sindy Fleming or stop by in person at Severance 110.

What do I need to consider before taking a leave of absence?

Speak with the following people and offices prior to taking a leave of absence:

Class Dean
Academic Adviser
Student Financial Aid
Advisor to International Students (PDSO), if applicable Parent(s) or guardian(s)

When and how do I request to take a leave absence?

For a medical leave, personal leave, and military leave, students need to complete the Leave of Absence/Withdrawal Request form online. Leave of absence requests must be made prior to the start of the term. Medical leaves requests, during a term, need to be submitted by 5:00 p.m. on the last day of classes. Please see the Student Handbook for more information.

What are the steps for taking a medical leave, personal leave, or military leave?

Review the Process for Requesting a Leave (Flowchart)

What is the process for returning from a medical leave?

Students need to review their medical leave letter and follow the Process for Returning from a Medical Leave checklist on the Dean of Students website. Please make note of the deadlines.

What is the process for returning from a (personal) leave?

Students need to review their leave of absence letter and follow the Process for Returning from a Personal Leave checklist on the Dean of Students website.

Please make note of deadlines.

What is the process for withdrawing from Carleton?

Meet with the Assistant Dean in the Dean of Students office. Complete and submit the Leave of Absence/Withdrawal Request form. The student will receive a letter and email confirming their withdrawal from the College.

I know I should take a leave, but my home situation is not good. What should I do?

We ask students to come and speak with a dean in the Dean of Students Office about their concerns.

Can I talk to a student who has come back from a leave?

Yes. Contact the Dean of Students and they can help connect you with a student who has taken a leave.

Will my college insurance be effective during my leave of absence?

Students are recommended to contact the Business Office at 507-222-4165 with questions regarding their health insurance and its access.

Will I have access to my email while on a leave of absence?

Yes. Unless you have been withdrawn due to your leave exceeding 6 months in a 12 month period.

Can I access the HUB while on a leave of absence?

Yes. You can still access the Hub while on a leave of absence.

Can I participate in graduation if I took a leave of absence/medical leave during my time at Carleton?

“In June of each year the Academic Standing Committee (ASC) makes a final review of the records of all seniors. The ASC may permit 12th term seniors who have not completed all degree requirements to participate in the commencement ceremony that year. Students who are required to return to Carleton to complete their degrees are not eligible to participate in commencement.” (College Handbook)

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