Student Status Changes (Leave of Absence, Return to School, Withdrawal, etc.)
1) Leave of Absence and Return to School
(Contact: Academic Affairs Section, Academic Affairs Office of each Faculty)
*For the Faculty of Medicine, contact the Student Affairs Office; for the Faculty of Agriculture, Forestry and Marine Sciences, contact the Academic Affairs Office, Monobe General Affairs Section
If you are unable to attend classes for three months or longer due to illness or other reasons, you may take a leave of absence (for a period not exceeding two consecutive years) with the President’s permission. In addition to the “Application for Leave of Absence,” you must submit a doctor’s certificate if the reason is illness, or a statement of reasons if the reason is otherwise. You will also need a statement of opinion from your academic advisor, so please consult with them thoroughly.Please note that if the process for obtaining the President’s approval extends into the new semester, you will generally be required to pay tuition for that semester. However, if you complete the procedure within the tuition payment deadlines for that semester (April–May and October–November), the amount of tuition you owe will be reduced to the amount due for the months up to that point. Therefore, please consult with the relevant department office at least one month prior to your desired start date of the leave of absence.
Before your leave of absence expires, you must submit an “Application for Reinstatement,” an “Application for Extension of Leave of Absence,” or an “Application for Withdrawal” and obtain approval.
Since leaves of absence and reinstatement are important matters concerning your student status and may affect tuition and other fees, please take great care when completing these procedures. Please note that the period of your leave of absence is not counted toward your total period of enrollment.
2) Withdrawal
(Contact: Academic Affairs Section, Academic Affairs Division, each faculty)
*For the Faculty of Medicine, contact the Student Affairs Office; for the Faculty of Agriculture, Forestry and Marine Sciences, contact the Academic Affairs Office, Monobe General Affairs Division
If you are unable to continue your studies due to illness, financial difficulties, or other reasons and wish to withdraw from the university, you must submit a “Request for Withdrawal” and obtain the President’s approval. In such cases, please be sure to consult with your academic advisor before notifying the appropriate office. Please note that you must pay the tuition fees for the semester in question in order to withdraw.
3) Removal from the family register
(Contact: Academic Affairs Section, Academic Affairs Division)
*For the School of Medicine, contact the Student Affairs Office; for the School of Agriculture, Forestry, and Marine Sciences, contact the Monobe General Affairs Office, Academic Affairs Section
Students who fall under any of the following categories will be removed from the university registry in accordance with the university regulations.
- Individuals who, due to illness or other reasons, have no prospect of securing employment
- Applicants who applied for an exemption or deferral of the admission fee but were denied or granted only a partial exemption, and who fail to pay by the specified deadline
- Any person who fails to pay tuition or boarding fees
- Students who have exceeded the prescribed period of enrollment
- Students who do not complete the re-enrollment procedures upon the expiration of their leave of absence
- Deceased or missing persons
Tuition and Student Status
Your student status begins upon enrollment. As a general rule, your student status is maintained by paying tuition fees by the designated deadline (at the start of each semester). If you fail to pay tuition fees, you will be removed from the student roster in accordance with the school regulations and will lose your student status. If you are experiencing financial difficulties, please contact us as soon as possible.
Date of Withdrawal Due to Unpaid Tuition
(Date of withdrawal pursuant to Article 16, Paragraph 1, Item 3 of the School Regulations)
| Category | Date of Removal from the Family Register |
|---|---|
| For the first semester | Valid through September 30 |
| For the second semester | Valid through March 31 |
However, this does not apply to students who have been granted a deferral of the withdrawal procedure by submitting the “Application for Deferral of Withdrawal Procedure” as stipulated in the “Guidelines for Handling Students with Unpaid Tuition Fees at Kochi University.”
4) Studying abroad
(Contact: Office of International Education Support)
*For the Faculty of Medicine, contact the Student Affairs Office; for the Faculty of Agriculture, Forestry and Marine Sciences (students in their second year or higher), contact the Academic Affairs Office of the Monobe General Affairs Division
You can study abroad at a foreign university while remaining enrolled at our university without taking a leave of absence. In principle, this applies to study abroad programs that are recognized as “studies at a foreign university as part of our university’s curriculum.”
For more information on studying abroad, please refer to “ " section.
5) Awards
(Contact: Student Support Section)
*For the Faculty of Medicine, please contact the Student Affairs Section; for the Faculty of Agriculture, Forestry, and Marine Sciences, please contact the Academic Affairs Office of the Monobe General Affairs Section
The university may present awards to individual students or student groups who are recognized as having achieved particularly outstanding accomplishments in academic excellence, academic research, artistic or cultural activities, extracurricular activities, volunteer work, or life-saving efforts.
6) Disciplinary action
(Contact: Academic Affairs Division / Student Support Division)
*For the Faculty of Medicine, contact the Student Affairs Office; for the Faculty of Agriculture, Forestry and Marine Sciences, contact the Academic Affairs Office of the Monobe General Affairs Division
Students who disrupt the order of the university or engage in conduct contrary to the duties of a student will be subject to disciplinary action by the President following a decision by the relevant faculty’s board of professors.
Types of disciplinary action include expulsion, suspension, and reprimand. Suspensions lasting three months or longer will not be counted toward the period of study required for graduation. Among the above, expulsion will be imposed on students who fall under the following categories.
- Acts that disrupt the order of the university and hinder its educational, research, and social contribution activities, particularly those deemed to be especially egregious
- In cases where a student commits a serious violation of their duties on or off campus that is deemed particularly egregious
7) Transferring to a Different School, Department, or Program
(Contact: Academic Affairs Section, Academic Affairs Division)
*For the School of Medicine, contact the Student Affairs Office; for the School of Agriculture, Forestry and Marine Sciences, contact the Monobe General Affairs Office, Academic Affairs Section
Students wishing to transfer to another school or to a different department (program or course) within the same school may be required to undergo an examination administered by the relevant school or department (program or course) before permission is granted, depending on the availability of openings. Information regarding the application procedure will be posted in early December.Applicants should consult with their academic advisor or the relevant faculty representative in advance.
8) Changes to Student Records
- When your name changes or your registered domicile changes
- If your name changes or your registered domicile changes, you must submit a "Notification of Personal Information Change." Students in the Faculty of Humanities and Social Sciences, the Faculty of Education, the Faculty of Science and Engineering, and the Faculty of Regional Collaboration should submit the form to the Academic Affairs Section of their respective faculties within the Office of Academic Affairs; students in the Faculty of Medicine should submit it to the Student Affairs Office; and students in the Faculty of Agriculture, Forestry, and Marine Sciences should submit it to the Academic Affairs Office within the Monobe General Affairs Office.
- If there are any changes to your address, phone number, etc.
- If there are any changes to your address, phone number, or other contact information, please be sure to update your records via the "KULAS Academic Information System." Information such as your current address is used by the university to contact you or your family members, as well as in the event of a disaster or emergency, and is strictly managed as personal information. Failure to update your records may prevent us from contacting you in an emergency, which could result in serious harm to you.