Leave of Absence Application Method
Attachments 1
If a student submits a leave of absence form with supporting documents to the administrative office of their primary major's undergraduate department when an unavoidable absence occurs, the administrative office reviews the submitted leave of absence form and processes the absence record as an unavoidable absence. This process reduces the number of absences.
※ The leave of absence form must be submitted immediately after the reason for the absence occurs or within 10 days. Submissions outside of this period will not be accepted.
1. Unavoidable Absence Recognition and Submission Method
- According to Article 26, Paragraph 1 of the Sogang University Enforcement Regulations, absences due to unavoidable reasons will be recognized as unavoidable absences, and the absence period for each reason will not be considered an absence.
- Unavoidable absences must be submitted with supporting documents immediately after the reason for the absence occurs or within 10 days. Students should submit their leave of absence forms to the administrative office of their primary major's undergraduate department.
- → For the College of Engineering, submit to the College of Engineering Administrative Office in Ricci Hall (R514), to the teacher in charge of attendance and course registration.
- The leave of absence form can be downloaded and used from the attachment below.
2. Cases Recognized as Unavoidable Absences (Article 26 of the Enforcement Regulations)
Source: Sogang University website › Attendance and Academic Affairs
1. Death of parents or siblings, marriage of the student (7 days, including holidays), death of grandparents or great-grandparents (3 days, including holidays, up to the funeral date if it exceeds 3 days)
| Category | Supporting Documents | Recognized Period |
|---|---|---|
| Death (parents or siblings) | Death confirmation document and documents proving the relationship between the student and the deceased | Up to 7 days from the date of death |
| Death (grandparents or great-grandparents) | Death confirmation document and documents proving the relationship between the student and the deceased | Up to 3 days from the date of death (※ Up to the funeral date if it exceeds 3 days) |
| Marriage (student) | Marriage registration document | Up to 7 days from the date of marriage |
2. Hospitalization, infectious diseases, or illnesses/injuries that make it impossible to attend classes due to a doctor's opinion, up to 2 weeks from the date specified in the supporting documents
| Category | Criteria | Supporting Documents | Recognized Period |
|---|---|---|---|
| Hospital Treatment | 1. Illnesses that make it impossible to attend classes according to a doctor's opinion 2. Same-day treatment that requires surgery 3. Emergency treatment and stabilization for illnesses such as fractures, burns, or injuries ※ Simple medical treatment or home rest for conditions like the common cold are not recognized | Diagnosis or medical opinion document issued by a doctor or hospital (Must specify that attendance is impossible, surgery, or the name of the illness) | Up to 2 weeks from the date specified in the supporting documents |
| Hospitalization | Submission of documents that confirm hospitalization and period | Hospital admission and discharge confirmation document | |
| Infectious Diseases | Cases where isolation is necessary due to infectious diseases | Diagnosis or medical opinion document that specifies the need for isolation and the isolation period |
※ In cases where the same medical documents were repeatedly submitted, it was found that the documents were forged, and the application for unavoidable absence was deemed invalid, resulting in an FA grade.
3. Military service-related cases, such as conscription examinations and reserve forces training, will be recognized for the number of days specified in the notice
| Category | Criteria | Supporting Documents | Recognized Period |
|---|---|---|---|
| Conscription Examination | Examinations summoned by the military, as well as self-scheduled examinations, are recognized Interviews for active-duty military recruitment support are also recognized | Conscription examination notice or attendance confirmation document | Dates or periods specified in the supporting documents |
| Reserve Forces Training | Basic training for student reserve forces | No additional supporting documents required (Processed in bulk by the reserve forces command and academic support team) | |
| Other Training and National Training | Reserve forces training summons document |
4. For school field practice and academic trips, outdoor practice, and other educational programs sponsored by the university that correspond to educational practice within the teaching profession, the relevant period applies
| Category | Criteria | Documentation | Recognized period |
|---|---|---|---|
| School field practice | In cases where students taking teacher training courses participate in school field practice | No separate documentation required (processed in bulk by the Academic Support Team) | Practice and orientation period |
| Academic trips, outdoor practice, and university-sponsored educational programs | In cases where qualification acquisition or education is necessary as part of the curriculum and recognized by the school | Documentation issued by the relevant department | Dates or periods specified in the documentation |
5. <Deleted>
6. In cases of special meetings requested by government agencies, the relevant time applies
| Category | Criteria | Documentation | Recognized period |
|---|---|---|---|
| In cases where there is a special request from a public institution | Requests for investigation cooperation from investigative agencies | Documentation issued by the relevant institution requesting attendance cooperation (official document) | Dates or periods specified in the documentation |
| Participation in events hosted by local governments, etc., and special requests from public institutions |
7. In cases of international meetings and equivalent events for student activity department officers, the relevant time applies
| Category | Criteria | Documentation | Recognized period |
|---|---|---|---|
| In cases where a student activity department officer participates in an international event as a representative of the school | Only school-level events are recognized; events at the college, department, or major level are not recognized | Documentation issued by the relevant institution (official document) | Dates or periods specified in the documentation |
8. In cases of emergency work for newspaper publication by the editor-in-chief, the relevant time applies
| Category | Criteria | Documentation | Recognized period |
|---|---|---|---|
| In cases of emergency work for newspaper publication by the editor-in-chief | In cases where prior approval is obtained from the head of the Student Culture Department | Documentation issued by the Student Culture Department | Dates or periods specified in the documentation |
9. In cases of scholarship award ceremonies, international competition participation, finals and award ceremonies of events hosted by reputable institutions, presentation at academic conferences where the advisor is officially included, and school-approved internal and external important events, the relevant period applies
| Category | Criteria | Documentation | Recognized period |
|---|---|---|---|
| Scholarship award ceremonies | Only in cases where the student support team has confirmed the scholarship foundation | Official document from the department in charge with attached documentation confirming the student's attendance | Dates or periods specified in the documentation |
| International competition participation | Only in cases where the competition has international authority | ||
| Finals participation | In cases where the event is hosted by a reputable institution such as a government agency, local government, or major corporation, and the institution requests the student's attendance in an official document | ||
| Award ceremonies | |||
| Academic conference attendance | Only in cases where the advisor is officially included in the academic conference and the student participates as a presenter | ||
| School official promotional activities | Only in cases where the Development and Promotion Team has confirmed the promotional activities |
10. In cases of disasters, first-degree infectious diseases, or other infectious diseases designated by the president, the relevant period applies
| Category | Documentation | Recognized period | Remarks |
|---|---|---|---|
| Reasons designated by the president (disasters, first-degree infectious diseases, etc.) | Submitted based on the president's designation document | Dates or periods specified in the documentation | This article was established as a temporary measure to prevent the spread of COVID-19 and is currently not in operation |
11. In the case of one's own childbirth, 20 days; in the case of a spouse's childbirth, 10 days (application is possible before and after childbirth, including the day of childbirth)
| Category | Documentary evidence | Recognition period |
|---|---|---|
| Childbirth (one's own) | Birth-related documentary evidence issued by the hospital | 20 days from the date of childbirth |
| Childbirth (spouse's) | Birth-related documentary evidence issued by the hospital and documents proving the relationship with the individual | 10 days from the date of childbirth |
12. Special cases determined by the President
| Category | Documentary evidence | Recognition period | Remarks |
|---|---|---|---|
| Special cases determined by the President | Submission based on documents designated by the President | Date or period specified in the documentary evidence | Limited to unavoidable absences of students with disabilities and other separate reasons determined by the President |
3. Cases where absence due to unavoidable circumstances is not recognized (Article 26 of the College Regulations)
- Newspaper publication work as a newspaper reporter
- Practice and performance of each club
- Sports matches with other schools
- Delay in transportation
- Family illness
- Household and personal affairs
4. Q&A on absence due to unavoidable circumstances
Q. Does absence due to job interviews or club activities constitute a reason for absence due to unavoidable circumstances?
A. In principle, cases outside the regulations are not subject to absence due to unavoidable circumstances. Therefore, newspaper publication work, practice and performance of each club, sports matches with other schools, delay in transportation, military service, family illness, household and personal affairs, outpatient treatment, job interviews, etc. are not recognized as absence due to unavoidable circumstances.
Q. I attended the school's reserve forces training. Do I need to submit a leave of absence form to the College of Engineering Administrative Office?
A. It does not apply. Students who participate in reserve forces training conducted by the school are subject to collective absence processing by the school's reserve forces brigade. Therefore, students do not need to submit a leave of absence form separately. For collective processing, please contact the reserve forces brigade.
However, if you attended the reserve forces training personally, not as part of the school's mobilization, it corresponds to the reason for absence under Article 26 of the College Regulations, and you must submit a leave of absence form to the College of Engineering Administrative Office for processing.
Q. I was absent due to a job interview for employment. Is this considered an absence due to unavoidable circumstances?
A. It does not apply. Based on Article 26 of the College Regulations, classes within the university take priority, so job-related matters are not recognized as reasons for absence due to unavoidable circumstances. Additionally, personally participating in competitions, seminars, etc. is also difficult to recognize as an absence due to unavoidable circumstances, so please check in advance if it corresponds to the reason for absence under Article 26 of the College Regulations.
5. Inquiries
- Inquiries about absence due to unavoidable circumstances: College of Engineering Administrative Office attendance manager ☎ 02-705-7934