Conditions for a leave of absence

The general deadlines as defined in Art. 24 of the Regulations on Admission, Matriculation and Ex-matriculation apply:

An application for a leave of absence must be submitted via the online application form for a leave of absence by the end of calendar week 33 for the autumn semester and by the end of calendar week 03 for the spring semester. During the general deadline period, all types of leave of absence – with or without a recognised reason – may be requested.

After the general deadlines have passed, no applications for the upcoming semester may be submitted via the online application.

For leaves of absence with a recognised reason, a grace period applies in accordance with Art.23(3) of the general academic regulations:

in cases such as pregnancy, childcare, serious illness or particular hardship, the application may be submitted up to the start of the semester in question. To submit an application for a leave of absence with a recognised reason during the grace period (CW34 to the end of CW37 for the autumn semester and CW04 to the end of CW07 for the spring semester), please contact the responsible academic office (see School-specific contacts and links below) via e-mail with the required supporting evidence.

In the case of a leave of absence without a recognised reason, it is not required to state a reason for the request or provide supporting evidence. This type of leave of absence can only be requested during the general deadline period.

• Reason for leave of absence in the application: other reasons for a leave of absence
• Evidence: not required
• Number per study programme: max. two semesters
• Only within the general deadline period via the online application

In the case of a leave of absence with a recognised reason, a plausible reason exists for which corresponding supporting evidence is provided. Supporting evidence for leaves of absence with a recognised reason can be uploaded directly in the online application form. Applications for leaves of absence with a recognised reason must be submitted via the online application form during the general deadline period. During the grace period, submissions must be made via e-mail to the responsible administrative office.

In the online application, the following reasons for a leave of absence can be selected: 

• Compulsory military service / civil service / civil defence
• Illness, accident or pregnancy

For leaves of absence with a recognised reason, the following applies:

• Supporting evidence: required at the time of application
• Number per study programme: max. two semesters
• Via the online application during the general deadline period
• Via e-mail during the grace period

During a study programme, i.e. the period from initial matriculation to the completion of the degree programme, a maximum of four leaves of absence can therefore be taken. The period of leave does not, however, count towards the duration of the study programme.

Leaves of absence imposed by the ZHAW do not count towards the quota of these four leaves of absence. This category includes, for example:

• Leave of absence due to repetition: a module that has to be repeated is not offered in the following semester, meaning that a leave of absence is required before the student can progress within the study programme.
• Leave of absence owing to suspension by Legal Services (disciplinary measures)
• Leave of absence at the end of the study programme due to seasonality

During a leave of absence, students remain matriculated but do not pay the regular tuition fees. Instead, they pay a reduced fee of CHF 300 plus the usual ASVZ and Alias fees in accordance with the Regulations on Fees and Contributions. In the case of an approved leave of absence, semester fees already paid in full are refunded.

The registration confirmation will indicate the leave of absence ("on leave"). For students who receive a scholarship, the leave of absence must be reported to the scholarship office. It is the responsibility of the student to notify the scholarship office and disclose the corresponding information.

As matriculation remains active during a leave of absence, the student account also remains active for the entire duration of the leave of absence and can be used. You retain full access to the ZHAW infrastructure and may use ASVZ services.

The CampusCard also remains active: the same access rights apply as during active matriculation without leave of absence. The CampusCard must be validated at the designated terminals during the leave of absence, just as in the course of regular studies.

During the leave of absence, it is not possible to enrol in modules and no assessments may be completed. 

Exceptions:

• Leave of absence at the end of the study programme due to seasonality

  In these cases, the leave of absence is recorded by the responsible academic office. According to the applicable regulations for the degree programme, it is possible to complete work for graduation during the leave of absence.

• Completion of work from the previous semester

  If work from the previous semester needs to be completed and no new module registration takes place, it is permitted to take an exam. These ECTS credits are allocated to the previous semester for which the module registration exists.

At the end of a leave of absence, students are automatically reintegrated into the study programme. During the re-integration process, the semester invoice for the regular semester fee for the following semester is issued. Enrolment in compulsory modules is carried out in accordance with the study programme. The student is not required to re-register in order to resume their studies following a leave of absence. Should you have any questions about your course of studies following a leave of absence, please contact the administrative office responsible for your degree programme.

• Which reason for the leave of absence should I choose if I have to pause my studies due to an emergency care situation?

  Select “Illness, accident or pregnancy.” The leave of absence is classified as a leave of absence with a recognised reason.

• Does an emergency care situation refer only to children or also, for example, to elderly parents?

  Both children and parents as well as other justified care emergencies. The leave of absence is classified as a leave of absence with a recognised reason.

• I would like to take a leave of absence before writing my thesis. What reason for the leave of absence should I choose?

  In such cases, you must choose the reason “Other reasons for a leave of absence.” The leave of absence is classified as a leave of absence without a recognised reason. The applicable regulations of the degree programme on which you are enrolled pertaining to study progression and taking a leave of absence prior to writing your thesis apply.

• I would like to complete an internship outside my study programme.

  In such cases, you must choose the reason “Other reasons for a leave of absence.” The leave of absence is classified as a leave of absence without a recognised reason.

• Can I select two different reasons for taking leave of absence if I apply for two semesters at the same time.

  No, it is only possible to apply for two semesters at the same time with the same reason. If a different reason applies to the second semester, a second application for a leave of absence must be submitted within the deadline for the second leave of absence for one semester.

• I realised in CW34/CW04 that I still wanted to submit an application for a leave of absence but the upcoming semester can no longer be selected. How should I proceed?

  In the case of a leave of absence without a recognised reason, it is no longer possible to submit an application after the general deadline. For cases involving a recognised reason in accordance with the general academic regulations, please contact the responsible administrative office.

• I was unable to select the desired semester when completing the application and noted the correct semester in the comments. Is that acceptable?

  No, a leave of absence can only be requested for semesters that can be selected in the application. In such cases, the application will be rejected or returned for correction.

• What supporting evidence must be submitted when stating “Compulsory military service / civil service / civil defence” as the reason for the leave of absence?

  Examples: marching orders or a rejected service postponement request, civil service / civil defence call-up notice 

• What supporting evidence must be submitted when stating “Illness, accident or pregnancy” as the reason for the leave of absence?

  Examples: medical certificate, documents showing a care obligation 

• I do not have any supporting evidence available at the time of applying for a leave of absence but will be able to provide it shortly. How should I proceed?

  Submit the application for the leave of absence only once all the necessary documents are available. In cases involving a recognised reason, it is also possible to apply directly to the responsible administrative office following the general deadline. If unsure, contact your administrative office. 

• Due to the structure of my study programme, I have to take two consecutive leaves of absence. However, my medical certificate is only valid. How should I submit the application?

  Submit an application for one leave of absence with a recognised reason stating “Illness, accident or pregnancy” as the reason. The second leave of absence will be entered for you by the administrative office and, in cases involving a recognised reason, does not count towards the quota of a maximum of four semesters (interruption imposed by the university).

• I have already paid the regular tuition fee but would now like to apply for a leave of absence. What should I do?

  If you have already paid your regular tuition fee and your application for a leave of absence is approved, the difference relative to the reduced leave of absence fee will be refunded. You do not have to take any action. The refund will be initiated by the responsible administrative office.

• Why do I have to pay a reduced fee during my leave of absence when I am not taking any modules?

  During the leave of absence, you remain matriculated and have access to the ZHAW infrastructure. You may use the ASVZ/Alias services provided you pay your membership fees and will be provided with information via your student e-mail address. Following the leave of absence, you will be automatically reintegrated into the study programme and no action is needed on your part.

• Can I also pause my studies without having to pay any fees?

  If you pause your studies by taking a leave of absence, you must always pay a reduced semester fee. Alternatively, you may interrupt your studies by withdrawing from your study programme, in which case you will be ex-matriculated. In such instances, you must actively reapply for the study programme via the online registration. You will also lose access to the ZHAW infrastructure. You do not incur any costs during an interruption due to discontinuation of your studies. Upon reapplying for the study programme, the application fee of CHF 100 must be paid in the online registration.

• I have already taken two leaves of absence without a recognised reason. Does this mean that I cannot take any further leave of absence?

  You can still take an additional maximum of two leaves of absence with a recognised reason.

• I have already taken all four leaves of absence and need to take another one. What should I do?

  You have already taken the maximum number of leaves of absence. It is not possible to take a further one. In such cases, it is generally only possible to interrupt your studies by withdrawing and subsequently reapplying for the study programme in question. Should you have any questions, please contact the responsible administrative office.

• Can two leaves of absence with a recognised reason in accordance with the general academic regulations also be converted into two leaves of absence without a recognised reason so that four leaves of absence with a recognised reason can be taken?

  No, the provisions in the general academic regulations clearly state a maximum of two leaves of absence without a recognised reason and two leaves of absence with a recognised reason. A transfer of quotas between the two categories is not possible.

• I have to repeat a module that is only offered once a year. This means that I will have to pause my studies with a leave of absence so that I can continue with the study programme. Does this leave of absence count towards the maximum of four semesters?

  No, this leave of absence does not count towards the quota of a maximum of four leaves of absence. The four-semester limit applies only to leaves of absence that are requested by students themselves and not those that are imposed by the university.