1. Leave of Absence
Students requesting a leave of absence should complete "Request for Leave of Absence," obtain approval in the form of seals/signatures from their supervisor and department head, and submit the form at least one month in advance of the date the leave of absence commences to Student Affairs Team, the Graduate School of Frontier Sciences. (If it is difficult to get the approval seals or signatures directly, please attach a copy of the e-mail that shows the consent of your supervisor and the head of your department. )
Requests for a leave of absence will not be processed if they are incomplete or if there is unpaid tuition.
Leaves of absence can be taken for the following periods:
The five periods below are applicable for leave of absence. In principle, the 1st day of the month is the beginning of leave; the last day of the month is the end of any leave of absence. Regardless of the class term in the year, these periods are applied for the absence of your leave. Students are permitted to take it up to one year for any single request for leave of absence. The periods longer than one period may be applied for the leave of absence as well (1. from April 1 to March 31 of following year. 2. from April 1 to September 30. 3. from October 1 to March 31 of following year). Consult Student Affairs Team before application.
(1) April 1 - May 31
(2) June 1 - August 31
(3) September 1 - November 30
(4) December 1 - January 31
(5) February 1 - March 31
Master's students can take a maximum of 2 years, and doctoral students can take a maximum of 3 years. Leaves of absence will not count toward the enrollment limit.
2. Withdrawal
Students who would like to withdraw should complete "Request for Withdrawal" ("Request for Withdrawal with Satisfaction of Credit and Enrollment Requirements" for PhD students wishing to withdraw with satisfaction of credit and enrollment requirements), obtain approval in the form of seals/signatures from their supervisor and department head, and submit the form at least one month in advance of the date of withdrawal to the Student Affairs Team. (If it is difficult to get the approval seals or signatures directly, please attach a copy of the e-mail that shows the consent of your supervisor and the head of your department. )
Request for withdrawal will not be processed if they are incomplete or if there is unpaid tuition.
3. Readmission
Students requesting to be readmitted should complete "Request for Resumption of Studies", obtain approval in the form of seals/signatures from their supervisor and department head, and submit the form at least one month in advance of the date of readmission to the Student Affairs Team. (If it is difficult to get the approval seals or signatures directly, please attach a copy of the e-mail that shows the consent of your supervisor and the head of your department. )
4. Tuition
- Students are generally exempted from paying tuition during leaves of absence. However, please note that there are cases where this exemption is not granted, depending on the month in which the leave request is submitted.
- Readmitted students are required to pay the tuition for the period from the month of readmission to the end of the current semester (the first semester: April 1 to September 30 or the second semester: October 1 to March 31 of following year) by the end of the month of readmission.
- Tuition already paid shall not be refunded.
5. Student ID Card
There is no need to apply for a student ID card reissuance in case of an extension of enrollment period.The expired student ID card can be exchanged for a renewed student ID card at GSFS Student Affairs Office.
https://gsfs-portal.k.u-tokyo.ac.jp/kyoumu/administrative_procedures/reissue/
6. Period of Stay (for international students)
When you take a leave of absence from the university for more than 3 months, even before visa's expiration date, your visa status expires. If you stay in Japan while you take a leave of absence for more than 3 months, you should change your visa status. Otherwise, you will be classified as an illegal resident.
When you return to the university, you should apply for the issuance of a certificate of eligibility before you enter Japan (or change the status of residence to "Student").
7. Change of Address/Name
If you change your address, telephone number, or other personal information, be sure to make the appropriate changes online using the UTAS system. If you should change your name, bring an official copy of your Certificate of Residency to the Student Affairs Team. A new student ID must be issued when your name is changed.
8. Extending Period of Enrollment
Students who would like to extend their period of enrollment must consult their advisor first. After that, you must fill in the proper request form available at the Student Affairs Team, and return the form with the approval stamp of your advisor and the head of your department at least one (1) month in advance: by the end of February for an extension from April, and by the end of August for an extension from October. Requests will not be accepted if the student's tuition payments are in arrears, or if the procedure forms have not been properly completed. Note that the form must be submitted every year.