An Out of Term Leave of Absence is a request to separate from a prior term due to extenuating circumstances beyond the student's control. An Out of Term Leave of Absence is only permissible within two years of the end of the term from which the leave is requested (Example: If a student wishes to separate from the Spring 2026 semester, the request must be submitted before the end of the Spring 2028 semester).

 

Minimum steps required to submit an Out of Term Leave of Absence request
 If the student has questions, contact the Student Services Office of the College of the student's primary program of study to discuss the request and explore other possible options.
 

Students who want to proceed with an Out of Term Leave of Absence must submit a petition to the Out of Term Leave of Absence/Withdrawal Committee for consideration. A complete petition consists of four components:

  1. A completed Out of Term Leave of Absence request.
    • Students with access to Workday should complete the "Out of Term Leave of Absence" request within their Academics dashboard.
    • Students without access to Workday should complete the Leave of Absence form.
  2. A written statement from the student explaining the circumstances beyond the student’s control that prevented the student from leaving during the applicable term.
  3. A formal statement from an appropriate third party to document the extenuating circumstance (Example: a licensed medical professional or a university staff/faculty member familiar with the situation). If you are requesting an Out of Term Leave of Absence based on a medical circumstance, medical documentation is required in order for your appeal to be considered.
  4. A written statement from the student’s academic advisor/major professor. The advisor/major professor will submit this statement directly to the Out of Term Leave of Absence Committee by email: otwc@iastate.edu. The advisor statement may include any information the advisor is aware of —or not aware of—regarding the circumstances that prevented the student from withdrawing during the academic term, including details about what occurred, when it occurred (specific dates are especially helpful), the guidance provided, and any applicable supporting documentation.

Upload your complete petition or:

EMAIL: otwc@iastate.edu
FAX: 515-294-2034 - Attention: Tuition and Fees
MAIL: Tuition and Fees

2433 Union Drive
210 Enrollment Services Center 
Ames, IA 50011

Workday Out of Term Leave of Absence Request Steps
  • Log into Workday
  • Search “Create Request”
    • Request Type = “Out of Term Leave of Absence”
    • Click “OK”
    • Fill out the questionnaire
    • Click "Submit"
 Complete petitions will be reviewed at the next regularly scheduled meeting of the committee. Students requesting an Out of Term Leave of Absence should allow at least 60 calendar days for a decision related to any leave petition.

Details

An Out of Term Leave of Absence is a request to leave a prior term due to circumstances beyond the student's control. Specifically, the extenuating circumstance must have prevented the student from initiating a standard leave of absence during the applicable term. The student must provide appropriate documentation of significant extenuating circumstances when requesting an Out of Term Leave of Absence. An Out of Term Leave of Absence is only permissible within two years of the end of the term from which the leave is requested (Example: If a student wishes to separate from the Spring 2026 semester, the request must be submitted before the end of the Spring 2028 semester).

Out of Term Leave of Absence requests are held to a higher standard, given that these requests alter an established academic record and could significantly impact financial aid eligibility, academic status, and capacity for future success. As such, special consideration and coordination is required beyond the College level.

Committee: The Out of Term Leave of Absence Committee (OTWC) is a centralized university committee charged with authorizing a student’s petition to leave a prior term. The Out of Term Leave of Absence Committee is comprised of representatives from the College Student Services Directors, Office of Student Financial Aid, the Dean of Students Office, Thielen Student Health Center, Accounts Receivable, Student Counseling Services, and the Office of the Registrar.

Decisions: The Out of Term Leave of Absence Committee will determine whether to approve or deny the request, and determine appropriate academic record and/or financial adjustments. This process does not automatically change any prior academic standards decisions. Any subsequent changes to a student’s academic standing will be determined by the College Academic Standards Committee for the student’s primary major. After the decision has been communicated, students should contact their advisor and College regarding academic-related questions. 

Communication and Appeal: The decision of the Out of Term Leave of Absence Committee will be communicated in writing to the student and the appropriate College official(s) within 60 calendar days. If an Out of Term Leave of Absence is approved, the student’s record will be updated to reflect the committee’s decision. Any decision of the Out of Term Leave of Absence Committee may be appealed, in writing and on the record, to the Associate Provost for Academic Programs. An appeal, stating the reasons why the decision is not supported by substantial evidence or is contrary to law, must be filed within ten (10) class days of the committee’s decision.