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Policy Topic: Leave

Guidance (Student Status) – Reinstatement and Re-Entry

A matriculated student previously registered in the Graduate School who has failed to maintain graduate student status (on-leave status or registration) but who wishes to resume studies in their previous graduate program must submit a reinstatement request to the Graduate School.

This includes:

  • Reinstatement- for students returning to a graduate degree program
  • Re-Entry- for students returning to a graduate certificate program or stacked degree with a certificate component

Students enrolled in both a degree and certificate program must submit separate requests for each program.

For complete details regarding the on-leave, continuous enrollment and reinstatement policies, refer to Graduate School Policy 3.5: On-Leave, Reinstatement, and Re-Entry.

Eligibility

Accessible Accordion

  • Must be an inactive matriculated graduate student wishing to return to their previous degree program. Non-matriculated, undergraduate, or active graduate students are not eligible for reinstatement.
  • Must have been registered for at least one quarter of graduate study at the UW.
  • Must have approval from the graduate program to reinstate or re-enter.
  • Must satisfy any additional graduate program policies about reinstatement/re-entry.
  • International students must have confirmation from the International Student Services office that an I-20 can be issued in time to meet registration deadlines.
  • Students must be within their program’s time-to-completion limits. See the Graduate School policy based on certificates and/or degree level.

Students who do not meet these requirements are not eligible for reinstatement/re-entry without a petition from their graduate program. Ineligible students should instead submit a new application for admission after consulting with their graduate program. Please note that students who meet reinstatement requirements but instead submit a new degree application for admission will have their application fee refunded and be assessed the $250 Reinstatement Fee.

Step 1: Student Action

    1. Consult with your graduate program advisor before starting a request to confirm eligibility and any internal departmental requirements.
    2. Choose the quarter of return with your program. Students may request the current academic quarter or the next academic quarter.
    3. Submit the online Request for Reinstatement (degree programs) or Re-Entry (certificate programs) through MyGrad Program, Reinstatement/Re-Entry Portal*.
      • You will receive a confirmation email once your request has been submitted.

Step 2: Department Action

  • The graduate program reviews your request to determine eligibility.
  • If approved, the department submits its approval in MyGrad Program.
  • You will receive a confirmation email once departmental approval is complete.

Step 3: Student Action (Payment- Degree Programs Only)

  • If you are requesting reinstatement to a degree program, return to MyGrad Program to pay the $250 Reinstatement Fee via MasterCard or Visa.
  • You will receive a confirmation email once payment is received.
  • The reinstatement fee must be paid no later than 11:59:59 p.m. PST on the last day of instruction to be reinstated for the requested quarter.
  • No fee is required for re-entry to certificate programs.

Step 4: GEMS/Graduate School Action

  • The Graduate School (GEMS) processes the approved reinstatement or re-entry request (weekdays only, excluding UW holidays).
  • You will receive a confirmation email once your request has been processed and your registration status for the quarter is active.

Step 5: Student Action

  • Register for the quarter of reinstatement or re-entry to maintain active student status.
  • Update your contact information in the MyUW Student Directory.

Note: If returning to both a degree and certificate program, submit a separate request for each.

Important Notes

  • A valid UW NetID and password are required to access MyGrad and submit requests. 
  • Requests must be submitted separately for each program. 
  • Reinstatement requests for degree programs require a fee once approved. 
  • Re‑Entry requests for certificate programs do not require a fee. 

Contact & Support

For questions about:

  • Eligibility, requirements, or department approval → Contact your Graduate Program Advisor (GPA/GPC) first. 
  • International student status (F-1/J-1) → Contact International Student Services (ISS) at iss.washington.edu or 206-221-7857. 
  • Financial aid or loan deferment → Contact the Office of Student Financial Aid at finaid.uw.edu or 206-543-6101.  
  • NetID access and password → Contact UW Information Technology (IT) or visit the NetID management site
  • Technical issues with MyGrad or reinstatement/re-entry problems → Email uwgrad@uw.edu or call 206-685-2630. 

Revised January 12, 2026

Guidance (Student Status) – Graduate On-Leave Status

Graduate students must maintain graduate student status throughout their graduate program. If you need to take one or more quarters off without registering, you may request on-leave status for each quarter. This prevents loss of graduate student status and avoids the reinstatement/re-entry process. See Graduate School Policy 3.5 for full details.

LOG IN TO MYGRAD TO REQUEST ON-LEAVE STATUS

Who Can Request On-Leave Status

You may request on-leave status if all of the following apply:

  • Your graduate program approves the leave request.  Note that some programs, by program policy, do not approve on-leave status.
  • You were registered or on leave the previous quarter
  • You have completed at least one quarter of graduate study at UW
  • You are not currently registered, graduated, inactive, non-matriculated, or in a visiting student status
  • International students (F-1/J-1) must confirm eligibility with International Student Services

Additional notes:

  • Students in two graduate programs must have both programs approve the request; only one request and one fee is required.
  • Students may drop all courses before the first day of the quarter to become eligible for leave.
  • Students with financial aid, loans, or GAIP insurance should consult the Office of Financial Aid or UW Benefits Office to avoid loss of coverage.
  • Students do not need to be registered to maintain graduate student status in Summer and on-leave status is not available.  Students in programs that require summer work should contact their program if they require a pause in study.

What On-Leave Status Provides

Status You Keep You Lose
On-Leave UW email, library access, very limited faculty and staff counsel/resources, Hall Health Primary Care Center (pay-for-service basis), IMA (UW Seattle campus students only, extra fee) Most faculty advising/resources, exam privileges, thesis/dissertation filing, university housing, student insurance, financial assistance

Students not registered in summer maintain the same privileges as students in on-leave status.

How to Request On-Leave Status

  1. Log in to MyGrad and click “Request Leave”.

  2. Review leave requirements before starting the request.

  3. Submit your request in MyGrad (opens two weeks before the quarter starts).

  4. Obtain departmental approval (both programs if enrolled in two).

    • If your department approves, you will receive an email notification from the Graduate School with instructions and the deadline.

    • If your department does not approve, contact your graduate program advisor for next steps.

  5. Pay the $25 non-refundable fee via MyGrad by the deadline.

    • Military personnel with deployment orders must still log in and click “Pay” after approval but you will not be charged.

  6. Receive email confirmation for your records.

Multi-Quarter Requests:

  • Peace Corps, military deployment, UW Fulbright, or Bonderman fellows may request up to three consecutive quarters.

  • Fees: $25 per quarter (e.g., $50 for two, $75 for three)

  • Summer quarter: no fee required.

  • Military with deployment papers: no fee required.

Deadlines & Reminders

  • Request opens: Two weeks before the first day of instruction each quarter

  • Student request deadline: 5:00 p.m. PST, last day of instruction (one week before quarter end).
  • Early requests: Students are encouraged to submit their requests 5 business days before the first day of classes to better ensure that they can register for credits if their request is denied.

  • Department approval deadline: 5:00 p.m. PST, last day of the quarter

  • Payment deadline: 5:00 p.m. PST, last day of the quarter

  • Loan deferment: Complete the request and pay by the 2nd Friday of the quarter to stay eligible for loan deferment reporting.

  • Incomplete Requests: Requests not paid or approved by the deadline will be withdrawn automatically. You must request reinstatement and/or re-entry to return.

Reinstatement & Re-Entry

If you did not maintain graduate status (no registration or complete the on-leave status process in full with approval):

  1. Request reinstatement (degree programs) and/or re-entry (certificate programs) through your department

  2. Pay the reinstatement fee to the Graduate School, only for degree programs.

Students enrolled in both degree and certificate programs must submit separate requests for each program.

For more information, see Reinstatement & Re-Entry.

Contact & Support

For questions about:

  • Eligibility, requirements, or department approval → Contact your Graduate Program Advisor (GPA/GPC) first. 

  • International student status (F-1/J-1) → Contact International Student Services (ISS) at iss.washington.edu or 206-221-7857.

  • Financial aid or loan deferment → Contact the Office of Student Financial Aid at finaid.uw.edu or 206-543-6101. 

  • Technical issues with MyGrad or leave payment problems → Email uwgrad@uw.edu or call 206-685-2630. 

  • Reinstatement after missing deadlines → Contact your graduate program first, then the Graduate School if needed. 

Revised October, 2025, April 2026

Policy 3.5: Graduate Student Status: Leave, Withdrawal, Reinstatement, and Re-Entry Policies.

Washington Administrative Code (WAC) 478-161-015 establishes registration expectations for graduate students at the University of Washington as follows:

“Graduate students are required either to be registered each quarter (except summer) or to be officially on leave until the completion of all requirements for the graduate degree toward which such a student is working. Graduate students who do not maintain continuous enrollment must file an on-leave application with the graduate school. An “on-leave graduate student” is a graduate student in good standing who is away from the university and has been granted on-leave status. Failure to register each quarter (except summer) or to go on leave will constitute presumptive evidence that the student has withdrawn and resigned from the graduate school. The quarter-off eligibility is not available to graduate students.”

Students who meet the conditions above have “graduate student status,” at the University of Washington. Graduate student status applies across all graduate programs in which a student is enrolled. The following policies establish procedures for students who are not registered for classes to maintain or regain graduate student status.

3.5.1 On-Leave Status

On-leave status allows students to pause their studies during the academic school year while maintaining graduate student status.

[See Also: Guidance (Student Status) – Graduate On-Leave Status]

3.5.1.1 Academic Program Requirements while on Leave

Students in requested on-leave status may be required to complete administrative tasks to maintain graduate student status but cannot be required to make any specific academic progress, including expectations described in Academic or Final Academic Alerts, except to meet time to degree limits.

Deadlines for resolving an ‘Incomplete’ grade remain unchanged while a student is on leave.

3.5.1.2 On-Leave Status Eligibility and Requirements

To be eligible for on-leave status during the academic year, a student must:

  1. satisfy any graduate program(s) policies pertaining to going/remaining on leave.
  2. receive approval from all graduate programs in which they are enrolled.
  3. be in graduate student status at the University of Washington the quarter immediately prior to going on or continuing leave.
  4. not be registered on the first day of the requested on-leave quarter.
  5. not be registered in any other student status (e.g., Non-Matriculated or Graduate Non-Matriculated), as this will terminate on-leave status—even if the student later drops those courses.
  6. not be suspended from the University (except in the case of emergency suspensions).

[Note: The “good standing” referenced in the WAC quoted above is separate from “good academic standing.” As such, the WAC does not prohibit students in Academic Alert or Final Academic Alert from being granted on-leave status.]

Students must request leave on a quarterly basis (except summer) and pay a non-refundable, quarterly fee.

On‑leave requests may be approved or denied at the program’s discretion, consistent with the program’s written policies. The program is responsible for monitoring requests and issuing decisions in a timely manner. For requests submitted at least five business days before the first day of classes, any denial must be issued no later than the sixth day of the quarter, in order to provide the student with sufficient opportunity to register for courses. This requirement does not apply in those circumstances where program policy states that on-leave status will not be approved.

[Note: Eligible international students should consult with International Student Services regarding the student’s immigration status prior to final approval of on-leave status.]

3.5.1.3 Access to University Resources while on Leave

On-leave students are entitled to the following:

  • use of the University libraries
  • access to student email accounts
  • use of the Husky Health Center Primary Care Center on a pay-for-service basis
  • pay for use of the Intramural Activities Building (IMA)

On-leave students are not entitled to the following:

  • extensive faculty and staff counsel
  • examinations of any type (except for language competency)
  • thesis/dissertation filing
  • appointments as Academic Student Employees
  • University housing
  • student insurance
  • any form of financial assistance

3.5.1.4 Time to Degree and Limits for On-Leave Status

Time in on-leave status counts toward the time to degree limits (See Graduate School Policy 1.1 for information on time to degree limits), except in the case of emergency suspensions (see 3.5.1.5)

3.5.1.5  On-Leave Status during Emergency Suspensions

Students placed on emergency suspension, and meeting requirements 3 through 6 in section 3.5.1.2 are also placed in on-leave status at the request of Community Standards and Student Conduct Office.  Any revocation of campus privileges established in the suspension supersede the privileges typically afforded students on leave. Time in emergency suspension will not count toward time-to-degree limits.

    3.5.2 Graduate Student Status in Summer

    In summer quarter, graduate student status is maintained regardless of registration. On‑leave status as described in 3.5.1 is not available.

    3.5.2.1 Academic Program Requirements in Summer

    Programs may require summer registration and can issue Academic Alerts as described in Policy 3.7.3 if students fail to register for required summer curriculum.

    If described in written program guidelines, programs may require some academic work (e.g., workshops, research, or exams (not general or final)) between spring and autumn quarters for students regardless of registration status.

    Because on‑leave status is unavailable in summer, programs with registration or other summer requirements should define how they will handle student requests—made only for good cause—to delay required summer work. Approval of such requests is at the program’s sole discretion. Programs must document decisions and plans for meeting requirements at a later time (which may be a subsequent summer).

    Students cannot be required to meet expectations described in Academic or Final Academic Alerts if not registered in summer, except to meet time to degree limits. Academic Alerts issued at the beginning of summer quarter by programs that do not require summer registration should extend through fall quarter, ensuring students have time to complete required work.

    3.5.2.2 Access to University Resources during Summer

    Unregistered students in summer maintain the same access to university resources as described for students in on-leave status in 3.5.1.3.

    3.5.3 Program Withdrawal

    Students in graduate student status can request withdrawal from a graduate program, effective the quarter following their request. For doctoral students, with program approval, this request can be made in conjunction with a request to move into an “exit master’s,” if one exists for that program. Students who withdraw from a program may only re-enter through reinstatement (see below).

    3.5.4 Reinstatement for Graduate Programs except for Stacked Degree or Graduate Certificate Programs

    Students previously registered in the Graduate School who have failed to maintain graduate student status but wish to resume studies within the same degree program must file a request for reinstatement to the Graduate School as described in Scholastic Regulations 102.7E.  This must be approved by the program, requires a non-refundable fee, and is not official until the student registers for coursework.

    [See Also: Guidance (Student Status) – Reinstatement & Re-Entry].

    3.5.5 Re-Entry for Students in a Stacked Degree or only in a Graduate Certificate

    As described in Scholastic Regulations 102.7F, the Graduate School will review and approve reentry requests for students who were previously enrolled solely in a Graduate Certificate or Stacked Degree program and who have not maintained graduate student status. This must be approved by the program and is not official until the student registers for coursework

    [See Also: Guidance (Student Status) – Reinstatement & Re-Entry].

    Policy 3.5 revised: November 2021; December 2022; December 2024; April 2026