1. Leave of Absence

When you are not able to continue your studies for more than two consecutive months due to illness or other special reasons, you may apply for a leave of absence. In principle, the maximum period of a leave of absence is one year in total for each of the programs, the master’s and the doctoral.

The period of a leave of absence is not included in the period of enrollment, and you are not allowed to engage in any academic activities, including course registration, but there are no restrictions on use of JAIST Library or JAIST email.

The start of a leave of absence is the first day of each month, in the middle of the month is not permitted. If you wish to take a leave of absence, please email the Educational Service Section to confirm the procedure for submitting an application for your leave of absence. The procedure must be completed by the end of the month two months prior to the month in which your leave of absence begins (※).

※Due to internal procedures, if you wish to start your leave of absence in September, you must submit your application by the end of June.

To apply for a leave of absence, you must have paid the tuition fees up to the month prior to the leave of absence. Tuition fees for the period of absence are not charged in the following cases 1 and 2, but you must pay up to the month prior to the leave of the absence.

1. Application for a leave of absence from May or later is submitted by April 10.
2. Application for a leave of absence from November or later is submitted by October 10.

However, when the application is accepted, you must promptly pay tuition fee up to the month prior to the start of the leave of absence.

Important Notes of Leave of Absence　You must read this if you wish to take a leave of absence.

※Procedures for extending the period of a leave of absence.

If you wish to extend your leave of absence, be sure to apply again by the end of the month prior to the month in which your leave of absence ends.

2. Returning

You automatically return to school when your leave of absence ends. If you wish to return to school before the end of the leave of absence, email it to the Educational Service Section to confirm the procedure. The procedure must be completed by the end of the month two months prior to the month in which you return to school. The date for the returning to school is the first day of each month(※).

※Due to internal procedures, if you wish to return to school in September, you must submit your application by the end of June.

3. Withdrawal

The date for the withdrawing from school is the last day of each month, in the middle of the month is not permitted. If you wish to withdraw from school, you must obtain approval from your supervisor first. Then email it the Educational Service Section to confirm the procedure for submitting an application for your withdrawal. The procedure must be completed by the end of the month prior to the month in which you withdraw from school.

Regardless of the date of withdrawal, if the tuition and other fee payments required by JAIST are not completed, the application will not be accepted.

※Due to internal procedures, if you wish to withdraw from school at the end of August, you must submit your application by the end of June.

4. Record Removal

Your record will be removed from JAIST when:

1. you do not complete your program within the maximum limit of years for completion. (4 years for Masterʼs program, 6 years for doctoral program)

　※If you wish to withdraw from school, you must complete the procedure for the withdrawal.

2. the period of your leave of absence has exceeded the period stipulated in the paragraph 4, article 27 of the JAIST school regulations.
3. you fall under any of the following categories and have not paid the entrance fee by the due date.

　　◦Your entrance fee was not waived or deferred.

　　◦Your half of the entrance fee was waived or deferred.

　　◦Your entrance fee waiver or deferment was revoked.

4. you failed to pay tuition fee and failed to pay even after reminder.

5. Supplemental student status

You may be allowed to remain in school without an educational and research environment provided by JAIST up to two years out of the permitted maximum period (6 years for the doctoral program) only if you have met all of the following requirements.

・You have spent three years or more in the doctoral program. If you are a long-term student, you have spent for its designated period.

・You have obtained all the required credits for degree completion, except for credits for Required courses A.

・After receiving the necessary research guidance from JAIST, you have submitted the outline of doctoral dissertation by the designated date.

・You have been judged by Executive Dean to be certain to apply for a degree conferment within two years.

Supplemental student status can start only on April 1, July 1, October 1 or January 1. It cannot start subsequently right after a leave of absence. If you wish to get this supplemental status, email it to the Educational Service Section to confirm the procedure. The procedure must be completed by the end of the month two months prior to the month in which the status begins. This status restricts you to conduct any academic work on campus, thus JAIST does not help you to apply for student visa and extension of the valid period of residence card for the period of this supplemental status.

Details of Supplemental student status　You must read this if you wish to get this supplemental status.

6. Name Change

If you change your Surname, name, or wish to use alias, old name, you must read the following 【Information】 and submit the documents to Educational Service Section.

【Information】 Procedures for changing Surname, Name or using of Alias, Old name

Notification of Change of Name（Form）

Application for use of Alias or Old Name（Form）

Reason for using Alias（Separate Form）

Application for Discontinuation of use of Alias or Old Name（Form）