Leave of Absence, Withdrawal, Probation, Suspension, and Dismissal Guidelines for Leave of Absence Guidelines for Withdrawal Academic Probation Bursar Probation Suspension Return from Suspension Permanent Dismissal Guidelines for Leave of Absence General Policies for Leave of Absence General Procedures for Leave of Absence Military Leave of Absence Reactivation following Leave General Policies for Leave of Absence Students who confront extreme conditions that prevent them from continuing their studies (such as serious illnesses, family emergencies, employment difficulties, and other major crises) may petition the University for a leave of absence. Most leaves are granted for a period of 90 days, with possible extensions, usually not to exceed 180 days overall. However, under the most extreme conditions a period of one year may be allowed. Students granted a leave of absence would be allowed to exit their programs and classes, and when able to continue their studies, re-enroll for courses. During the leave of absence, a grade of "Incomplete" will be entered in the student's permanent record for any interrupted courses. With the permission of the instructor, upon re-entry, students may resume their studies where they left off, and successfully complete the classes. Leaves of absence count toward the standard and the maximum time allowed for completion of the degree. Should a leave of absence extend beyond the standard degree period, students would be required to request an extension of time and pay the continuation fees. Leaves of absence, however, do not count toward the minimum required period of active enrollment. Return to Top General Procedures for Leave of Absence Students are required to submit the request for leave of absence in writing. Petitions for leave sent by post are deemed formally received on the date delivered to the University by the US Postal Service. [Akamai University, 187 Kino`ole Street, Hilo, HI 96720 USA] Petitions for leave sent by email are deemed received on the date acknowledged as received by the University administration.University Email Petitions for leave sent by fax are deemed received on the date acknowledged received by fax by the University administration. [Fax: 1 (808) 443-0445] Requests for leave may be addressed to the University President, Senior Vice President, or the appropriate Program Director, and any one of these University officials may recommend the leave of absence. Contact information for these University officials is listed online. To take effect, the University administration must issue all letters officially granting the leave of absence. Upon granting the leave of absence, the University will take the following actions immediately. The student will be issued a letter by post granting leave of absence, identifying the final date of the leave and clarifying the rights and responsibilities of the student on leave. An electronic notification may also be sent at the time the leave is granted. The student's Committee Chair, Prograam Director and any active or pending instructors will be sent notification, The student's tuition schedule will be placed on hold and no payments will be due until re-enrollment Return to Top Military Leave of Absence Students that have military commitments, which temporarily prevent them from continuing their studies may petition the University for a temporary leave of absence. Military leaves extend for the duration of the period of active service, but under the most conditions a period of one year will be allowed. Students granted military leave of absence would be allowed to exit their program, and when able to continue their studies, re-enroll for classes. During the leave of absence, a grade of "Incomplete" will be entered in the student's permanent record for all classes left unfinished. Written requests for military leave should be submitted in writing following the same policies and procedures as indicated for general leave of absence. Military leave counts toward the standard and the maximum allowed period for completion of the degree. Should a military leave cause the program to extend beyond the standard degree period, students would be required to request an extension of time and pay the continuation fees. Military leave does not count toward the minimum required period of enrollment. Return to Top Reactivation following Leave Reinstatement following leave of absence will not require another application to the University, if accomplished within the agreed upon time frame. Students wishing to reactivate their programs should adhere to the following guidelines for reinstatement: The student is required to notify the University's administrative headquarters in writing, postmarked on or before the last day of the leave period clarifying the student's intentions to re-enroll or permanently terminate their enrollment. Students shall be assessed a $100 re-enrollment fee upon returning from leave of absence. The fee is payable together with the student's letter requesting re-enrollment. If the student's letter reconfirming enrollment is sent by email, payment of the re-enrollment fee may be arranged by credit card or another appropriate means. Return to Top Guidelines for Withdrawal General Policies for Withdrawal General Procedures for Withdrawal General Policies for Withdrawal Students voluntarily ending their enrollment in the University within the first four weeks following registration will have this withdrawal action noted on their transcript, but no course enrollments will be notated. Likewise, courses dropped within the first four weeks following enrollment will not have this action noted on their transcript. Courses officially dropped before the end of the 13th week will show on the transcript as "Withdrawal". Courses officially dropped after the 13th week will show on the transcript as "Incomplete" and will be governed by the rules related to that designation. Petitions are accepted for review relative to special circumstances and should a petition be granted the final grade would show as "Withdrawal". General Procedures for Withdrawal Students are required to submit the request for withdrawal in writing. Petitions for withdrawal sent by post are deemed formally received on the date delivered to the University by the US Postal Service. [Postal Address: Akamai University, 187 Kino`ole Street, Hilo, HI 96720 USA] Petitions for withdrawal sent by email are deemed received on the date acknowledged as received by the University administration.University Email Petitions for withdrawal sent by fax are deemed received on the date acknowledged received by fax by the University administration. [Fax: 1 (808) 443-0445] Requests for withdrawal may be addressed to the University President, Vice President, or the appropriate Center Director and any one of these University officials may approve the request. Contact information for these University officials is listed online. To take effect, the University administration must issue all letters officially acknowledging withdrawal. Upon granting the official withdrawal, the University will take the following actions immediately. The student will be issued a letter by post acknoweldging withdrawal and clarifying the rights and responsibilities of the student upon withdrawal. The student’s faculty committee members, Center Director and active instructors will be notified in writing The student’s tuition statement will be prepared and a final tuition billing or tuition refund will be dispatched. Following the closing of the tuition account, the student’s transcript will be prepared Return to Top Academic Probation Degree students who fail to meet the minimum academic standards or follow the policies of the University may be placed on academic probation. Students who fail to maintain good standing according to the guidelines of the University, who fail to maintain effective communication, fail to maintain full time enrollment or maintain a passing cumulative grade point average should be placed on academic probation. Students may also be placed on academic probation, if they fail to satisfy the academic standards published by the University and upheld by the graduate committee or undergraduate primary faculty advisor relative to comprehensive examinations or thesis and dissertation project standards. Students placed on probation will be provided a statement of conditions approved by the University administration. If the student is unable to satisfy these conditions according to the timeline allotted, the student will be placed on suspension. Return to Top Bursar Probation Should the student fail to maintain payment of installments on tuition and fees (or other charges), the University administration may place the student on probation. Under such circumstances, the student will be provided a statement of conditions including a schedule of the expectations for bringing payment of the student s tuition and fees into good standing. If payments are more than two weeks overdue and the financial office has not heard from the student, an overdue notice nay be issued to the student, requesting immediate communication. A second overdue notice will be issued at four weeks, if the University still has not heard from the student. At the point six weeks past due, the student s program may be placed on probation. Return to Top Suspension Students placed on probation will be issued a statement of the conditions required for regaining good standing with the University. Students who fail to satisfy these conditions within the time allowed will be recommendation for suspension. If suspension is issued, the student is notified in writing. The primary mentor and any current course instructors will be directed to close the student's file, and send the interim records to the University headquarters. Faculty will direct all subsequent correspondence from the student to the University administration. The standard term of suspension is usually 180 days, during which time students may undertake no coursework at the University or communicate regarding any official matters with members of the faculty. Periods of suspension accrue toward the standard and maximum allowed degree period. Students who are suspended due to financial matters would be provided the period of suspension to bring the account current. Failure to make an effort to repay delinquent tuition and fees during suspension will result in denial of re-admittance. Return to Top Return from Suspension Students wishing to return to the University following suspension must submit a letter of petition for re-admittance on or before the final day of the suspension period, together with the $100 re-admittance fee. Petitions for re-enrollment sent by post are deemed formally received on the date delivered to the University by the US Postal Service. [Akamai University, 187 Kino`ole Street, Hilo, HI 96720 USA] Petitions for re-enrollment sent by email are deemed received on the date acknowledged as received by the University administration. University Email Petitions for re-enrollment sent by fax are deemed received on the date acknowledged received by return fax by the University administration. [Fax: 1 (808) 443-0445] Requests for re-enrollment may be addressed to the University President, Vice President, or the appropriate Center Director. Contact information for these University officials is listed online. The University administration will review the academic and financial history of the student and issue to the student a letter stating the conditions of re-admittance. As stated in the fees section of the Program Handbook, students shall be assessed a $100 re-enrollment fee upon returning from suspension. The fee is payable together with the student’s letter requesting re-enrollment. Students should also be aware that upon re-entry the prevailing tuition and fee rates would apply. If the student’s letter reconfirming enrollment is sent by fax or email, payment of the re-enrollment fee may be arranged by credit card. Students readmitted after suspension will be placed on 180 day probation and will be carefully monitored for compliance with the terms and conditions of their re-admittance agreement. Return to Top Permanent Dismissal The University administration may permanently dismiss students for any of the following reasons: The student fails to officially reinstate his or her program, as required, following suspension The student fails to maintain good standing following suspension The student is found in default of the University s guidelines on academic integrity or the honor code A student permanently dismissed from the University is readmitted only by successful written petition of the University Board of Directors. Return to Top