Leave of absence

Leave of absence

• When do I have the right to leave of absence (maternity/paternity leave, adoption, and military service)?
• When can I apply for leave of absence due to special reasons (e.g., personal illness or illness of a close relative)?
• Can I extend my leave of absence beyond one year?
• Can I be granted a leave of absence without reason?
• Can I be granted a leave of absence if I am doing my final project?
• How do I apply for leave of absence?
• What consequences does my leave of absence have on my study?
• Can I terminate my leave of absence prematurely?
• Can I be granted leave of absence if I am in conflict with DTU's rules of study?
• Special rules for non-EU-EEA students with a residence permit in Denmark

If, as a student, you wish to apply for a leave of absence, there are three different types of leave available. You can apply for leave multiple times during your study period.

1. Right to leave of absence (maternity/paternity leave, adoption and military service)
2. Leave of absence for special reasons (e.g., personal illness or illness of a close relative)
3. Leave of absence without reason

When do I have the right to leave of absence (maternity/paternity leave, adoption, and military service)?
You have the right to be granted leave from your studies for up to one continuous year per leave period, provided you submit the necessary documentation showing you are taking maternity leave, have adopted a child, or are required to perform military service.

More information about options for you who become a parent during your studies can be found on student.dtu.dk under 'Study Rules/Maternity/paternity leave during education'.

When can I apply for leave of absence due to special reasons (e.g., personal illness or illness of a close relative)?
You can apply for leave of absence due to special reasons in the following circumstances:

• Personal, long-term illness, including mental illness
  Documentation may include a medical certificate or other medical documentation indicating that you are unable to study due to illness. The documentation must specify when you are or are expected to be ill.
• Illness of a close relative
  That could involve caring for or supporting a close relative who is disabled, seriously ill, or dying. Close relatives are typically parents, grandparents, children, and spouses/partners. Other individuals may also be considered close relatives if you explain why they should be considered close relatives and provide medical documentation proving the person is seriously ill.
• Elite athletes
  Learn more about being a student and an elite athlete on student.dtu.dk under 'Help and guidance/Study guidance/Elite sports'.
• Other special circumstances
  Other circumstances that prevent you from actively studying. These circumstances must not be self-imposed, and the special circumstances must be documented.

Deadlines related to the programme, including the first-year exam and the maximum study time, are extended by the leave period, calculated in whole semesters.

Can I extend my leave of absence beyond one year?
If you wish to extend an ongoing leave period beyond one year for the same reason, you must apply for an exemption to extend the leave period via www.dispensation.dtu.dk. Extensions of leave can only be granted with a special justification. Read more about submitting an exemption application on student.dtu.dk under 'Study Rules'/'Leave of absence'.

Can I be granted a leave of absence without reason?
As a Bachelor of Engineering and Bachelor of Science in Engineering student, you can apply for leave of absence without providing a reason once you have completed at least 60 ECTS credits. For Bachelor of Engineering programmes, these 60 ECTS credits must constitute the first year of study as per the curriculum. As a Bachelor of Science in Engineering student, the 60 ECTS credits must be earned from mandatory courses (elective courses do not count).

As a Master’s student, you can apply for leave once you have completed 30 ECTS credits from mandatory courses (elective courses do not count).

Leave can be granted for up to one semester. The leave period cannot be extended.

You should be aware that if a leave of absence is granted without a specific reason, deadlines such as the maximum duration of study and the first-year exam are not postponed.

The study activity requirement of 5 ECTS credits is postponed by the duration of the leave of absence.

Can I be granted a leave of absence if I am doing my project?
If you need to apply for a leave of absence, but you are in the middle of your final project (Bachelor project for BEng students, Bachelor project for BSc students or Master's thesis), you must include a statement from your main supervisor on the project with your leave application. The statement is strictly an academic assessment, indicating whether the project can withstand a postponement of the submission deadline corresponding to the leave period. If the project, based on an academic evaluation, cannot withstand a postponement, that means the project cannot be extended during the leave period, and you have used an exam attempt unless you can provide documentation of illness, in which case you receive the registration 'SYG' (ill). Read more about this registration at student.dtu.dk under 'Study rules'/'Exam/Assessment forms and grading'. 

The relevant curriculum describes the opportunities you have to apply for an extension of the final project submission deadline, e.g., in the case of illness. See student.dtu.dk under 'Study rules/Rules for final projects'.

How do I apply for leave of absence?
You must send your leave application along with documentation to the Office for Study Programmes and Student Affairs at studadm@adm.dtu.dk from your student email. The application form can be found on student.dtu.dk under "Study Rules"/"Leave of absence".

The application must be submitted no later than three weeks into the leave period you are applying for. A leave period may fall in the middle of a semester. Leave of absence cannot be granted retroactively beyond three weeks.

What consequences does my leave of absence have on my study?
All study activities must stop during the period of leave. That includes participation in courses, exams and the submission of assignments/projects. You will not receive monthly grants (SU) during your leave of absence. Questions on SU must be addressed to the SU team in the Office for Study Programmes and Student Affairs. Find contact information at student.dtu.dk under 'Help and guidance/The SU Office.

You should also be aware that there may be special rules for study activity requirements for study accommodation/dormitories. Questions about this must be directed to the housing association/dormitory company in question.

You may only exercise your voting rights and retain your eligibility during a leave of absence period exceeding six months if the leave expires at the beginning of the term of office at the latest.

During the period of leave, you must stay updated on study announcements posted by DTU.

Can I terminate my leave of absence prematurely?
If you want to return to your studies before the end of your leave of absence, you must write to the Study Information at studadm@adm.dtu.dk from your student mail. 

Deadlines that have been postponed (first-year exam and maximum duration of study time) are not adjusted unless you terminate the leave early by a full semester. In that case, the postponement of deadlines will be revised accordingly.

Can I be granted leave of absence if I am in conflict with DTU's rules of study?
If you submit an exemption application due to conflict with DTU's rules of study before your leave of absence, you may withdraw the application if a final exemption decision has not been made yet. Once an exemption decision has been made, this decision will be binding and cannot be annulled.

Special rules for non-EU-EEA students with a residence permit in Denmark
If you are a non-EU/EEA citizen waiver student and have a Danish student residence permit, you should be aware that your residence permit may be revoked by the Danish immigration authorities (SIRI), even if DTU grants a leave of absence. According to the law, DTU must inform SIRI when this group of students get a leave of absence from the university. Revocation of your residence permit by SIRI means that you have to leave Denmark immediately. When you are ready to resume your studies, you must apply for a new Danish student residence permit from your home country.

Bachelor of Science in Engineering students can get more information on this by writing to optagelse@adm.dtu.dk. Master students can get more information by writing to mscadmissions@adm.dtu.dk