Students can apply for academic leave under the following conditions:
- Students may apply for academic leave if they were actively enrolled in the previous semester and have fulfilled administrative requirements. Students who were inactive in the previous semester are not eligible to apply for academic leave.
- There are two types of academic leave: Planned Academic Leave (requested before the KRS-A course registration period). Special Academic Leave (requested after the KRS period due to urgent circumstances).
- Students who were inactive in the previous semester cannot apply for Planned Academic Leave. To request academic leave, they must first reactivate their status and then apply for Special Academic Leave.
- Planned Academic Leave:
a. This type of leave is requested before the KRS-A course registration period and must be approved by the Dean/Director of PKU before the start of the semester;
b. Applications must be submitted to the Dean/Director of PKU through the Head of the Study Program/Department, along with supporting documents justifying the leave request;
c. Applications must be submitted no later than 14 working days before the KRS-A course registration period. Approved applicants are exempted from the UKT (tuition fee) payment;
d. Late applications will result in the full payment of UKT;
e. Students who fail to re-register after their leave period ends will be classified as inactive in the following semester. - Special Academic Leave:
a. Special Academic Leave applies to cases where the need for leave arises after the course registration (KRS) period for students who were actively enrolled.
b. Students may apply for Special Academic Leave due to illness, accidents, or other compelling reasons. The application can be submitted by the student or an authorized representative to the Dean/Director of PKU through the Head of the Study Program/Department, accompanied by supporting documents, including a medical leave recommendation letter from a doctor.
c. Applications for Special Academic Leave due to illness lasting more than one month must include a doctor’s recommendation. If deemed necessary, the Dean/Director of PKU may seek an additional medical opinion from an appointed doctor.
d. Special Academic Leave is not permitted in the final semester of the maximum study period (D3 > 8 semesters, D4 > 12 semesters, S1 > 12 semesters, S2 > 7 semesters, S3 > 10 semesters).
e. Applications for Special Academic Leave must be submitted before the first day of the Mid-Semester Examination (UTS) of the current semester. If approved, the previously paid UKT will be credited to the following semester, after deducting a 25% leave fee from the total UKT.
f. Applications that do not comply with points (1)–(5) above will result in the full payment of UKT, and the paid UKT will neither be refunded nor credited to the following semester. - The maximum duration of academic leave for Bachelor’s and Applied Bachelor’s programs is two consecutive semesters, and throughout the study period, academic leave is granted for a maximum of four semesters. For PKU and Applied Bachelor’s students, academic leave is not granted per semester but rather in two-semester periods. Bachelor’s, Professional, and Postgraduate students applying for two consecutive semesters of academic leave must complete the administrative process each semester separately. During their study period, students enrolled in Professional, Master’s, and Doctoral programs are only permitted to take a maximum of two semesters of academic leave.
- After completing academic leave, students will be reinstated to active status upon submitting a written request for reactivation to the Dean/Director of PKU.
- The reinstatement request letter must be submitted no later than the last day of the KRS-A registration period.
- The academic leave approval letter and reinstatement letter will be issued by the Dean/Director of PKU, with copies sent to DAPPMB, the Head of the Study Program/Department, and the Academic Advisor.
- Academic Leave Sanctions
a. If the academic leave period has ended and the student fails to submit a reactivation request for the semester following the leave, the student will be declared inactive. For bachelor’s students who take two consecutive semesters of academic leave and do not submit a reactivation request in the following semester after their leave ends, they will be considered withdrawn from IPB.
b. Students declared inactive under the conditions stated in point (1) will have the following semester(s) counted as part of their study period. They will also be required to pay UKT for the semester in which they failed to re-register.
