Leave of absence

A leave of absence is a break in a student’s studies. Here, the studies are interrupted for an important reason — usually related to their studies — on a semester-by-semester basis. A leave of absence may be requested on the following grounds:

  • Prolonged illness
  • Caring for close relatives
  • Maternity and parental leave
  • Study program abroad or work abroad that benefits the study or related career prospects, provided that this is not stated as mandatory in examination regulations
  • An internship that is not mandatory as per examination regulations
  • Funding the studies
  • Involvement in committees of JGU, either by law or its statutes, in a student council or a Studierendenwerk

In order for the leave of absence to be processed, the semester fee and any applicable tuition fees must be paid on time.

If you have any questions regarding the leave of absence that are not answered on the homepage, the persons in charge in the Student Services will be glad to help you in person during the office hours or via e-mail at studsek@uni-mainz.de.

Deadlines

The application for leave of application must be filed before the beginning of the semester for which you want leave. The application and necessary evidence must be submitted by the re-registration deadline if possible, however no later than the last day before the semester begins.

In the event of unforeseen, prolonged illness that prevents the student from pursuing the course, the application can also be submitted during the semester.

Please submit the application for leave of absence including the required evidence immediately, i.e. without undue delay. You may not take a leave of absence retroactively for previous semesters.

 

Filing an Application

In order for the leave of absence to be processed, the semester fee and any applicable tuition fees must be paid before the re-registration deadline.

Once the application has been successfully processed, you will receive a notification about the approval of the leave of absence and the new certificates of enrollment on the JOGU-StINe web page under Service > My Documents, which you can download. You will receive the notification about this via email to your student e-mail address. If your application is rejected, you will receive a letter by mail at the address provided.

The application for leave of absence is valid for one semester. If you wish to take leave of absence for more semesters, you must submit a new application each semester.

Withdrawing an application for leave of absence

In special cases, the leave of absence can be withdrawn by submitting an informal application no later than the last calendar day before the beginning of the semester (March 31/September 30.). In order to do this, please send an informal application with the reasons for withdrawal to Student Services via email, mail or in person.

Number of semesters

Semesters off are counted as university semesters (no. of semesters that a student is enrolled for at German universities), but not as academic semesters (no. of semesters that a student is enrolled for in a certain course).

Completing credits

If you have taken a leave of absence, you cannot attend lectures or take exams. Exceptions to this rule are the following lectures and courses:

  • Language classes at the Language Center with a language certificate at the end of the course
  • Computer classes at the Data Center
  • Sports offered by the general university sports department
  • Writing the Physikumsprüfung (state examination, not coursework and examinations necessary to take the state examination)

Credits earned during a semester abroad can be recognized despite the leave of absence.

Leave of absence and semester fee

You are considered a student even when you are on a leave of absence. Therefore, you must re-register regularly before the re-registration deadline by paying the semester fee.

If you have to pay any tuition fees, you must first also pay these fees regardless of the planned absence. Since students who have taken a leave of absence are exempt from paying tuition fees, you can apply to the Student Service for a refund of the tuition fees paid, provided that your application for leave of absence has been granted.

If you can prove that you have not used your semester ticket during your leave of absence, you can apply to the General Student Committee (AStA) for a refund of the semester ticket.

Leave of absence and BAföG

BAföG is not usually given out during the leave of absence. Please contact the BAföG office to clarify the details.

Leave of absence and child benefit

Students continue to receive child benefit if they take leaves of absence owing to pregnancy, illness or an internship.

Please note that a leave of absence is either not at all possible or only possible to a limited extent for the following special categories:

First-year students and students changing subjects in the first academic semester can only be granted leave on grounds of unexpected events (e.g. illness) that prevent them from participating in their regular course of study.

In master’s programs, a leave of absence in the first semester can only be granted on grounds of unexpected events that prevent them from participating in their regular course of study or for course-related reasons (a study abroad program or internship, unless these are mandatory as per examination regulations). However, a leave of absence in the first master’s semester is not possible for course-related reasons if the student has received conditional admission (i.e. the bachelor’s degree certificate or subject-specific admission requirements are yet to be submitted).

Students attending the German course or preparatory college (Studienkolleg) cannot apply for a leave of absence in the application procedure of Student Services. For more information, please contact the student advising office of the International Preparatory and Language Center (ISSK) of Johannes Gutenberg University Mainz.

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Please note the different deadlines and additional documents to be submitted for different grounds for leave of absence.

A leave of absence due to illness can only be granted if the illness prevents the student from participating in their regular course of study during the semester in question.

The leave of absence due to illness can usually be granted for a maximum of six semesters, and the student must apply for this every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • Medical certificate stating the extent to which the ability to study and take exams is restricted, including the probable duration of illness

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

The leave of absence due to illness can usually be granted for a maximum of six semesters, and the student must apply for this every semester with the relevant proof.

Different application deadlines

The leave of absence due to illness can usually be granted for a maximum of six semesters, and the student must apply for this every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • Medical certificate stating the extent to which the ability to study and take exams is restricted, including the probable duration of illness

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

A leave of absence due to illness of and caring for a close relative can be applied for if the care-giving responsibilities prevent the student from participating in their regular course of study in the semester in question.

Different application deadlines

The semester off due to illness of or caring for a close relative can usually be granted for a maximum of six semesters, and the student must apply for leave every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • Proof of the relative’s need for care by submitting the current care assessment level, in which the student is named as a caregiver, as well as proof by medical care service of the time required for care.
  • In the case of temporary illness/care that does not have an immediate care classification: Proof by means of a medical certificate

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

Maternity and parental leaves of absence can usually be granted for a maximum of six semesters, and the student must apply for this every semester with the relevant proof.

In the case of leave due to pregnancy, data will be forwarded to the supervisory authorities to carry out a risk assessment and report the pregnancy.

Documents to be submitted

  • Application for leave of absence
  • During maternity leave: Proof in the form of the maternity log (copy of the page with the expected date of delivery)
  • After the baby's birth: Copy of birth certificate

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

An application for a leave of absence due to a stay abroad can only be granted if the stay abroad is not mandatory in the examination regulations.

The leave of absence due to a course-related stay abroad can usually be granted for a maximum of two semesters, and the student must apply for this every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • Proof of the stay abroad (e.g. a DAAD/Erasmus certificate, a certificate from the foreign university, employer, etc.) This proof is not required for linguistic courses of study.
  • An information confirmation by you stating that the study abroad does not count as a mandatory study abroad as stated in the examination regulations.

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

An application for a leave of absence due to an internship can only be granted if it is not mandatory in the examination regulations.

The leave of absence due to an internship can usually be granted for a maximum of two semesters, and the student must apply for this every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • Copy of the internship agreement
  • A confirmation by you stating that the internship does not count as a mandatory internship as stated in the examination regulations.

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

The leave of absence in order to fund the course can usually be granted for a maximum of two semesters, and the student must apply for this every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • A copy of the employment agreement with the details of the scope and duration of employment.

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).

An application for a leave of absence owing to involvement in committees can be granted for involvement in committees of JGU Mainz formed either by law or its statutes, in a student council or a Studierendenwerk.

The leave of absence due to involvement in committees can usually be granted for a maximum of two semesters, and the student must apply for this every semester with the relevant proof.

Documents to be submitted

  • Application for leave of absence
  • Proof of type and extent of committee involvement

The application is made by submitting the application for leave of absence in person or by mail, and submitting the necessary supporting documents to the Student Service Center (Forum 1, 1st floor).