Applying for Academic Leave

  • Absence from the College for Academic Reasons

    Please refer to Appendix III of the SJC Residence Contract.

    *If you are required to temporarily live elsewhere in order to pursue an academic opportunity (for example, fieldwork, internships, visits to archives, short-term academic exchange, etc.), and you wish Residence Fee relief for the period of your absence, you must apply to the Principal in writing. You acknowledge that the decision to grant Residence Fee relief is based on several factors, and is, ultimately, at the sole discretion of the Principal, whose decision is final and binding.

    You may request Academic Leave from the College in monthly increments to a maximum of four (4) months within each contract year. The leave must begin on the first day of a calendar month and end on the last day of a calendar month. During the leave of absence period Residence Fees are not charged, and only partial Meal Plan fees are charged (“Residence-Fee–relief”). You must vacate your room and return your room keys to the Marine Drive Front Desk, and you may be assigned different accommodation upon your return.

    A request for Academic Leave must be made in writing at least two (2) months in advance of the requested start date of Academic Leave. This completed request form must be accompanied by a **letter from your supervisor or program coordinator which clearly outlines the academic necessity for the leave. You must maintain your graduate student status or other eligibility for the College during the period of the leave of absence.

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    *This year, 2021, the College understands there will be various reasons to take leave and the main requirement is that your academic work is expected to continue while you are on leave.

    **Due to the COVID-19 Pandemic, this year (2021) the letter from your supervisor need only support your leave request and this may be given by letter or emailed to the Membership Coordinator, sjc.membership@ubc.ca.

  • I am requesting Academic Leave and Residence Fee Relief:

  • Date Format: MM slash DD slash YYYY
  • Date Format: MM slash DD slash YYYY
  • Residence Contract Information

    New residence contract offers will go out in May. You must sign a new residence contract if your leave extends past August 15, the end of the current contract year. Check your email periodically while you are on leave to make sure you don't miss important residence contract information.
  • Contact Information While on Leave

  • If you have your supervisor's letter in .pdf format, you may include it here. You may also have your supervisor email sjc.membership@ubc.ca directly.