| Procedure | 3 days or less﹟ | 4-14 days﹟ | 15 days or more﹟ |
| Step 1 | Student lodge an application using the online UIC Portal (https://portal.uic.edu.cn). For details on how to use the system, please refer to the attached User Guide. | Students are to fill in the leave application FORM I* and submit it to the Faculty/School Office together with supporting evidence. | Students are to fill in the leave application FORM II* and submit it to the Faculty/School Office together with supporting evidence. |
| Step 2 | Home Faculty/Department will process your case within 3 working days. | Faculty/School Officer to give the application to the Associate Dean for endorsement (Associate Dean to consult PD if necessary). | Faculty/School Officer to give the application to the Dean for endorsement (Dean to consult PD if necessary). |
| Step 3 | Students can check the application status by visiting the “Service Centers” under “UIC Portal”. Alternatively Notification of approval or rejection will be sent via email and WeCOM message. | Students are to collect the copy of endorsed application from the Faculty/School Office after three working days (the office will keep the original one for record). | Faculty/School Officer to submit the application to Dean for endorsement. |
| Step 4 | The relevant teacher(s) will automatically receive a notification by email if students application is approved. | Students are to present a copy of the approved leave to the relevant teacher(s). | Students are to collect the copy of endorsed application from the Faculty/School Office after three working days (the office will keep the original one for record). |
| Step 5 | Students are to present a copy of the approved leave to the relevant teacher(s). |
Notes:
﹟Calendar days (include weekends and holidays).
*The application FORM I& II for an official leave of absence can be downloaded from the Faculty/School website:
Under special circumstances, a student may be permitted to take leave of absence from his/her studies for a period of up to two semesters. This is granted in cases of health problems, financial difficulty, urgent family affairs, or other circumstances as deemed acceptable by the College.
For detailed application procedures, please send an email to ar_record@uic.edu.cn or visit the Academic Registry in person for consultation. In all cases, the application form, supporting documents together with an explanatory letter must be submitted to the Academic Registry via email: ar_record@uic.edu.cn or in person normally no later than four weeks before the commencement of the semester examination for approval.
The Academic Registry will inform the student of the application result. If the application is approved, the student will be notified of the approved period of leave of absence.
Upon expiration of the leave period, the student must resume studies. If the student fails to report to the Academic Registry according to schedule, he/she will be classified as unofficially withdrawn.
For leave of absence approved on medical grounds, a medical document certifying that the student is fit for study may be required before the student is allowed to resume studies.