APPLICATION FOR TEMPORARY LEAVE / INTERRUPTION OF STUDIES

Temporary leave or interruption of doctoral studies may be requested on any of the grounds specified on the EDUCM website (Forms 118, 118A and 118B) or in the regulations set out in BOUC No. 41 of 9 December 2024.

Temporary leave may be granted on two grounds:

1. For personal reasons: “The doctoral candidate may request temporary leave from the programme for a maximum period of one academic year, which may be extended for one additional academic year from the second year of enrolment in the programme onwards. A prerequisite is that the doctoral candidate must have received a positive evaluation during the first academic year in the programme. Only when the temporary leave covers the entire academic year shall the doctoral candidate be exempt from completing the enrolment process.”

   “The application for temporary leave must be submitted to and justified before the Academic Committee responsible for the programme before 30 November of each year. Applications submitted after this date will only be considered if they arise from unforeseen circumstances and provided that they are supported by appropriate documentary evidence. The decision issued by the Academic Committee of the Doctoral Programme must state the reasons on which it is based.”

2. Due to unforeseen circumstances: “Unforeseen circumstances include those arising from the student's illness, maternity or paternity leave, serious or prolonged illness affecting first-degree relatives, particularly significant financial or employment-related circumstances, serious situations causing substantial disruption to the student's academic activities, or any other circumstances provided for under the applicable regulations, provided that the supporting documentation submitted is deemed relevant by the Academic Committee of the Doctoral Programme. The decision issued by the Academic Committee of the Doctoral Programme must state the reasons on which it is based.”

Changes introduced by the amended UCM Regulations (Articles 28 and 29):

• The total duration of periods of temporary leave for personal or unforeseen reasons may not exceed two years.
• During the first year, such leave shall be granted only on an exceptional basis and provided that the thesis project has previously been registered and the Documentary Commitment Agreement has been signed.
• The doctoral candidate is exempt from completing the enrolment process only when the temporary leave covers the entire academic year.

◊ Application form for temporary leave for doctoral candidates who began their studies in the 2022–2023 academic year or earlier (Form 118A-2025).

◊ Application form for temporary leave for doctoral candidates who began their studies in the 2023–2024 academic year or later (Form 118-2025).

◊ Application form for interruption of studies (Form 118B-2024).

APPLICATION FOR PERMANENT WITHDRAWAL

The grounds for permanent withdrawal from the Doctoral Programme are set out in BOUC No. 18 of 9 July 2018 and BOUC No. 41 of 9 December 2024.

Changes introduced by the amended UCM Regulations (Article 30):

• Re-admission to the same Doctoral Programme may only be requested if the doctoral candidate had not completed the enrolment process or, having completed it, had not yet registered the thesis project.
• In the case of permanent withdrawal at the doctoral candidate's own request, once the thesis project has been registered, an application for admission to the same Doctoral Programme may only be submitted after two full academic years have elapsed.

♦ Application form for permanent withdrawal (Form 103-2024)

CHANGE OF STUDY DEDICATION STATUS

The BOUC regulations also establish the procedure for changing the study dedication status:

“A change from part-time to full-time study may be made without justification, upon application by the doctoral candidate to the Academic Committee of the Doctoral Programme, before completing enrolment for the annual doctoral supervision period. A change from full-time to part-time study must be authorised by the Academic Committee of the Doctoral Programme, following submission by the doctoral candidate of the reasons justifying the request. Where considered appropriate, the Academic Committee may request a favourable report from the thesis supervisor and academic tutor.”

Changes introduced by the amended UCM Regulations (Article 27):

• A change of study dedication status may not be requested during the final year of the maximum period of study.
• The change shall take effect in the academic year following the one in which the application is submitted.

♦ Application form for change of study dedication status (Form 125-2024)