It is the student's responsibility to inform the Hayward University about his/her academic plans each term by either (1) registering for classes, (2) applying for a leave of absence (LOA), or (3) withdrawing from the University.
Hayward University allows students to be inactive for up to three (3) consecutive terms but not inactive for more than three (3) terms in a given academic year (September to August).14 Under special circumstances such as military service, a student’s inactivity may be extended for a maximum of five years. Please note that in order to approve such a request, supporting documents must be sent.
Students must apply for a leave of absence when planning to be out of residence in an upcoming term. Out of residence refers to the number of terms that a student has been inactive at the University— either unenrolled from the institution and/or enrolled at Hayward University without completing any course work (enrolled but inactive).
Students requiring an extended period of inactivity at Hayward University may wish to consider withdrawing from the University.
Students are considered inactive during a term in the following instances:
• with an approved leave of absence (LOA)
• when dropping and/or withdrawing and/or being granted an administrative course withdrawal from all classes
The time granted for a student's inactivity will not count against the total time allowed to complete the degree.
Note that the calculation and counting of consecutive terms will include terms of leave from one academic year to the next academic year. Examples of when a student will be administratively withdrawn on the 4th term of inactivity may include: Terms 1, 2, 3 & 4, Terms 2, 3, 4 & 5, Terms 3, 4, 5, & 1, Terms 4, 5, 1, & 2, and Terms 5, 1, 2, & 3. Also true is the following scenario involving 4 non-consecutive terms of leave in the same Academic Year: Terms 1, 2, 4, & 5, and Terms 1, 3, 4, & 5.
Students not planning to register for classes during an upcoming term are required to request a leave of absence (LOA) via the Self-Services Portal (Hayward.university/login.aspx) using the online form. Students have until one (1) week before the term begins to make this request.
Students cannot apply for a leave of absence after the term begins, and do not need to apply for a leave of absence if they drop and/or withdraw and/or are granted an administrative course withdrawal from all courses during a term; it will be counted as an inactive term for the student.
Students may be granted an administrative leave if they did not register for courses nor did they apply for a leave of absence but they are still entitled to additional leaves under the inactive policy above.
Students are encouraged to learn and comply with all LOA procedures; failure to comply with the LOA policy is grounds for University administrative actions including administrative withdrawal from Hayward University.
Notes about a Leave of Absence
• Students must complete all requirements for Graduate programs of study in no more than 25 terms of active enrollment after the student’s initial matriculation in the graduate degree program
• Questions about applying for a LOA may be directed to a student’s personal Program Advisor.
• Any approved leave of absence from the University will be revoked for students who are dismissed or suspended.
• Students granted a leave of absence while on Academic Probation, or Probation Continued will return to their studies with the same status.
• Students returning from an academic or disciplinary suspension are eligible to request a leave of absence before returning to their studies.
Special note to Graduating Students on Applying for a LOA:
Before the end of the registration period during the term in which they will complete all requirements for the degree, students should apply for a LOA for the upcoming term and for each subsequent term until their degree is conferred by the University.
The University reserves the right to request supporting documentation for any leave of absence. Hayward University's decision to grant or refuse a request for a leave of absence will be final and binding.
Students who wish to withdraw from Hayward University must submit their request via the Self-Services Portal. Their request will be reviewed and processed by the Office of Student Services.
Students who have left the institution, and later seek to return to study, are required to re-apply for admission and to pay the Application Fee, and/or the Assessment Fees then in effect if they have been out of residence for more than 15 terms. Out of residence refers to the number of terms that a student has been inactive at the University— either unenrolled from the institution and/or enrolled at Hayward University without completing any course work in the intervening terms (that is, enrolled but inactive).
Students will be administratively withdrawn from Hayward University if they fail to comply with University policies and procedures. Students who fail to apply for a LOA and do not register for classes, and/or exceed the maximum number of inactive terms, either consecutively or in an academic year, will be administratively withdrawn from the University.
• Students who have been administratively withdrawn are required to submit a request for re-enrollment, reinstatement or academic renewal, depending on the number of consecutive terms that the student has been out of residence. The request should be submitted via the Self-Services Portal and will be reviewed by the office of Student Services.
• Students who are administratively withdrawn on more than two occasions will not be allowed to return to their studies for a minimum of five (5) terms. Requests to return from these students will be sent to the Student Affairs committee for a determination of whether or not to allow them to resume their studies.
Students who have interrupted their otherwise continuous enrollment at the University; who, at the time they left the institution, had a minimum 2.50 or higher cumulative GPA and were in good disciplinary standing; and who have only been out of residence for five (5) or fewer consecutive terms may contact the Office of Student Services to request re-enrollment. Out of residence refers to the number of terms that a student has been inactive at the University— either unenrolled from the institution and/or enrolled at Hayward University without completing any course work in the intervening terms (that is, enrolled but inactive).
Once re-enrolled, students will be eligible to register for courses in the subsequent term.
• Students applying for re-enrollment are required to be in good standing. However, the Student Affairs Committee will review re-enrollment requests for students with a cumulative GPA below a 2.50. Under very unusual circumstances, students with accumulative GPA below a 2.50 will be accepted for re-enrollment under the supervision of the Program Advising Office. These students will be permitted to register for one (1) course per term until returning to good academic standing. The Office of Student Services will inform students whether their request has been approved or denied, and students may only begin registering for courses during the course registration period after their re-enrollment has been approved.
• Students who were on approved leaves of absence, had the minimum or higher cumulative GPA at the time their leave began, and are in good disciplinary standing with Hayward University after being out of residence for five or fewer consecutive terms, may register for classes in the term immediately following the end of their leave, effectively serving to re-enroll themselves into the University. These students are not required to contact the Office of Student Services in order to re-enroll in the University.
Students interested in requesting re-enrollment should contact the Office of Student Services at student.services@Hayward.university Requests for re-enrollment should be initiated at least fifty (50) days before the first day of the term in which re-enrollment is sought to allow sufficient opportunity for students to register for classes for the subsequent term.
Reinstatement is a procedure that allows former students the opportunity to return to the University.
Students who had been suspended from the Hayward University for academic or disciplinary reasons for five (5) or fewer terms must apply for reinstatement and return to their studies in the term immediately following the end of the suspension period.
Students who have formally withdrawn or were administratively withdrawn from the University and have been out of residence for more than five (5) but fewer than fifteen (15) consecutive terms, may apply for reinstatement. Out of residence refers to the number of terms that a student has been inactive at the University— either unenrolled from the institution and/or enrolled at Hayward University without completing any course work (that is, enrolled but inactive).
Students applying for reinstatement must be in good standing. However, students with a cumulative GPA below a 2.50 may request that the Student Affairs Committee review their reinstatement request. Under very unusual circumstances, students with a cumulative GPA below a 2.50 will be accepted for reinstatement under the supervision of the Dean of Student Affairs. These students will be permitted to register for one (1) course per term until returning to good academic standing.
The Office of Student Services will inform students about whether their request has been approved or denied, and students may only begin registering for courses during the open registration period after their re-reinstatement has been approved.
Once reinstated, students are required to maintain good standing, and are encouraged to be in contact with their personal Program Advisor.
When considering the reinstatement opportunity for these students, the Office of Admissions will use any resources available, including any previous violations reported against the student, warnings issued by any member of the University staff, faculty, or course instructors, or publicly available records.
Students interested in applying for reinstatement should contact the Office of Student Services at student.services@Hayward.university. Requests for reinstatement should be initiated at least fifty (50) days before the first day of the term in which reinstatement is sought to allow sufficient opportunity for students to register for classes for the subsequent term.
Former students who have been out of residence from the University for a minimum of fifteen (15) consecutive terms, or who had formally withdrawn from the University or may have been academically dismissed, may apply for Academic Renewal by contacting the Office of Student Services at student.services@Hayward.university.
Additionally, former students who have been academically dismissed from Hayward University and wish to return to their studies are required to apply for Academic Renewal after being out of residence for a minimum of fifteen (15) terms and paying the Application Fee in effect at the time they apply to the University.
Students who are applying for Academic Renewal must wait a full 15 terms before they are eligible to apply. The student can apply only from the 16th term after last active term.
Out of residence refers to the number of terms that a student has been inactive at the University— either unenrolled from the institution and/or enrolled at Hayward University without completing any course work in the intervening terms (that is, enrolled but inactive).
Academic Renewal requests should be initiated at least fifty (50) days before the first day of the term in which Academic Renewal is sought. Former students applying for Academic Renewal will be required to complete a new application for admission and to pay the Application Fee and Assessment Fees then in effect. If readmitted, the former student will be notified by the Office of Admissions and will be required to sign and submit an agreement to the University.
Students who are readmitted and/or granted Academic Renewal are required to satisfy all graduation requirements and follow all the University rules and regulations listed in the Catalog during the academic year in which they resume their studies.
Individuals may be granted only one Academic Renewal and the University has the sole discretion at the time of the Academic Renewal to determine which, if any, credits previously earned will be applied toward a University degree.
At the start of Academic Renewal, a notation is added to the student's previous Hayward University transcript listing the student’s academic renewal status. Additionally, the student’s cumulative grade point average and cumulative credits start anew with their return to the University.
Students may only begin registering for courses during the course registration period after their academic renewal has been approved.
Students who are approved for Academic Renewal are strongly encouraged to enroll in only one course under the advisement of their personal Program Advisor, and are required to maintain good standing at the University.
