Volume 69 Number 15

The PhD Student Leave of Absence Policy and the Family Friendly Policies for PhD Students have been amended, in partnership with the Graduate Council of the Faculties and the Council of Graduate Deans, in order to ensure that PhD students with external funding can access one semester of health insurance coverage while on medical or family leave, effective July 2022. The updated policies have now been adopted and published in the Pennbook.

—Beth A. Winkelstein, Interim Provost—Karen Detlefsen, Vice Provost for Education

PhD students will be granted a leave of absence for military duty, medical reasons, or family leave; any of these may require documentation. Military, medical and family leave "stops the clock" on time to completion. Personal leave for other reasons may be granted with the approval of the Graduate Group Chair in consultation with the Graduate Dean of the student's school, but does not, absent exceptional circumstances, "stop the clock" on time to completion.

Notification of permission or denial of leaves of absence will be communicated in writing by the student's Graduate Group Chair. The terms of the leave will be specified at the time the leave is granted, including the extent to which the student will have access to resources, facilities, or campus – either physically or remotely – during the leave period. Requirements for return may be imposed by the Graduate Group Chair in consultation with the Graduate Dean of the student's school; such requirements will be provided in writing to the student when the leave is approved.

Leaves of absence from PhD studies are typically granted for one or two semesters. Leaves requested for a longer period are approved only in exceptional circumstances (for example, mandatory military service). Students may request an extension of leave, to be approved by the Graduate Group Chair in consultation with the Graduate Dean. Extension requests should be made by the student at least 30 days before the expiration of the original leave of absence.

Continuous registration as a graduate student is required unless a formal leave of absence is granted. A student is considered to have withdrawn from candidacy for the degree if the student: (1) fails to return from leave as scheduled, (2) fails to secure an extension of a prior leave, or (3) does not have an approved leave of absence and fails to register each semester. In these cases, approval to return by the Graduate Dean and recertification are required as outlined in the Academic Rules for PhD Programs.

While on leave, a student's funding from the University is deferred until the student returns from leave. Students receiving funding from external sources, such as government grants, are subject to the conditions established by the funding source. Students whose University funding includes coverage of the Penn Student Insurance Plan will continue to receive coverage for their individual health insurance while on medical or family leave for one full semester; students may petition for an additional semester. Students with external funding that includes health insurance coverage that will not continue if on leave will also receive coverage for their individual health insurance from their school while on medical or family leave for one full semester; these students may also petition for an additional semester. No language or other degree examinations may be taken while a student is on a leave of absence. Students may not earn credit for courses taken at another institution during a leave of absence. Leave should not be granted for the purpose of evading tuition charges.

Students returning from leave are not guaranteed to return to the same research group, project, or lab. If necessary, the Graduate Group will make every effort to find a suitable new research group, project, or lab for the student.

In order to ensure successful completion of the PhD, a student's leave(s) should generally not exceed two years over the course of the doctoral program. If, however, it is determined in an individual case that extension of the leave period(s) beyond two years is appropriate, students may need to repeat coursework or other requirements, as determined by the Graduate Group Chair. Original funding limits remain in place for students who must repeat requirements. In addition, the Graduate Group Chair, in consultation with the Graduate Dean, will annually review each case in which a further extension has been granted, or repeated leaves have been taken, to assess if the length and/or number of leaves have made it impossible for a student to make sufficient continuous academic progress to complete the degree. In such a case, the student will be advised that no further extensions will be granted and that they will be withdrawn from the program.

Important note: Students taking Family Leave who anticipate adding a dependent (e.g., newborn) to their Penn Student Insurance Plan must remain in active student status at the start of the fall semester. See more information at https://catalog.upenn.edu/pennbook/family-friendly-policies-phd-students/.

The procedures for requesting and returning from leave are outlined here.

To read in Pennbook: https://catalog.upenn.edu/pennbook/phdstudentleaveofabsence/.

A student in a PhD program at Penn is eligible for time off of eight weeks for the birth or adoption of a child. The student must complete the online New Parent Accommodation/Family Leave Request Form at least 60 days prior to the anticipated start date of the leave so that appropriate arrangements can be made to cover any teaching/research responsibilities.

The graduate group chair and dissertation advisor will be notified via email of the details of the student's accommodation request. The graduate group is responsible for making the necessary arrangements within their department and school.

A. Normally the "Time Off" period commences within two weeks of the birth or adoption.

B. During the "Time Off" period, the student remains enrolled full-time. In order to facilitate a rapid return, students may participate in the program as fully as they deem appropriate. By remaining on full-time status, student visa status and loan repayment schedules, if any, will remain unchanged.

C. The student is entitled to academic accommodation including relief from academic requirements, such as postponement of exams and course requirements.

D. A student receiving stipend support is entitled to continuation of support during the "Time Off" period as follows:

1. Students receiving stipends from University/school funds are entitled to draw support for eight weeks during the academic year.

2. Students funded by government grants or other external funding sources are entitled to benefits as determined by the funding agency.

Family Leave of Absence Policy

A student in the PhD program at Penn may take an unpaid Family Leave of Absence for the birth or adoption of a child, child care, or care of an immediate family member (spouse, domestic partner, child, or parent) with a serious health condition.

The graduate group chair and dissertation advisor will be notified via email of the details of the student's leave request. The graduate group is responsible for making the necessary arrangements within their department and school.

A. Students may take a Family Leave of Absence for one semester or for two semesters.

B. The student must complete the online New Parent Accommodation/Family Leave Request Form at least 60 days prior to an anticipated leave so that appropriate arrangements can be made to cover any teaching/research responsibilities. In unanticipated and/or emergency situations, students should fill out the form as soon as possible.

C. Family Leave "stops the clock" on the student's academic requirements, including service requirements, for the duration of the leave.

D. Students whose University funding includes coverage of the Penn Student Insurance Plan will continue to receive coverage for their individual health insurance while on family leave for one full semester; students may petition for an additional semester. Students with external funding that includes health insurance coverage that will not continue if on leave will also receive coverage for their individual health insurance from the University while on family leave for one full semester; these students may also petition for an additional semester. Upon paying a fee, students on approved Family Leave will retain their PennCard, e-mail accounts, library privileges, and building access.

E. Funding commitments from the institution are deferred until the student returns from Family Leave. Students receiving funding from external sources, such as government grants, are subject to the conditions established by the funding source.

F. Service requirements (e.g., teaching, research) will be met by the student following return from Family Leave.

G. Requests for extension of Family Leave beyond one year, or for repeated Family Leaves, may be made. Approval of an extension, deferral of funding, and continued academic accommodation is at the discretion of the Graduate Dean.

*Important: If you anticipate adding a dependent (e.g., newborn) to your Penn Student Insurance Plan while on Family Leave, you must remain in active student status at the start of the fall semester. Students should arrange with their school/division to maintain full-time student status for at least 31 days from the start of fall classes, after which time the Family Leave status can be recorded in the student's record. After the birth/adoption, contact the SHS Insurance Coordinator to enroll the dependent. The premium for dependent coverage is payable directly to the PSIP carrier.

To read in Pennbook: https://catalog.upenn.edu/pennbook/family-friendly-policies-phd-students/.