In Absentia for PhD Students
In certain circumstances it may be desirable for a matriculated graduate student to engage in full-time study or research for a limited period of time at another university, research organization, or scholarly institution and to register for appropriate graduate credit at the University of Rochester.
All such requests must be made in writing and must be approved in advance by the AS&E dean of graduate education and postdoctoral affairs. Requests for study in absentia can be made for a period of up to one year.
While a student’s standing as a full-time student in absentia allows the student to conduct research full time energy off campus, it requires that the student does not simultaneously hold a full-time employment position during the in-absentia period. To apply for in absentia status, students should fill out a Request for In Absentia form. This form must be signed by both the student and the student’s advisor.
To register for in absentia, an in-absentia request form signed by the student and the student’s advisor along with a paper registration form must be submitted to GEPA at least two weeks before the first day of classes.
Frequently asked questions
Yes, you can complete more than one year of study in absentia, but you can only apply for one year at a time, and each request is subject to approval from GEPA.
You can only register for one semester at a time, so even if you're approved to study in absentia for an entire acedmic year, you must complete two separate paper registration forms for each semester when the registration windows open.
Yes, studying in absentia will affect the benefits you receive as a PhD student. You will still receive your tuition scholarship and your stipend (if your funding package hasn’t ended), and you will still be eligible for federal student loans if you maintain full-time status; however, the default is to terminate health insurance for students in absentia. If a student would like to maintain health insurance while in absentia, it is essential that the student contact University Health Services (UHS).
Students studying outside the US should contact UHS to verify the effectiveness of University of Rochester insurance where they will be studying.
When you study in absentia, you don’t need to pay the Mandatory Health Fee (MHF) regardless of whether you have university-sponsored health insurance.
You must register with a paper form registration after receiving an approved Request for In Absentia form. You can’t register for in absentia on UR Student. Standard coursework can’t be completed in absentia unless you’re approved for a study abroad program.
Students approved for in absentia status within the United States should register for 999A for full-time enrollment (after the 90 credit hours have been obtained) or 595A for PhD research in absentia (before the 90 credit hours have been obtained).
Students approved for in absentia status outside the United States should register for 999B for full-time enrollment (after the 90 credit hours have been obtained) or 595B for PhD research in absentia (before the 90 credit hours have been obtained).
Each time you register for In Absentia (either 595A, 595B, 999A, or 999B), you can register for between 9 and 12 credits.
In certain circumstances, a student may be permitted to take a leave of absence (LOA) from their degree program. Students on LOA do not perform active work towards their degree but maintain their place in the program. LOA is not considered an active student status, and has implications for health insurance eligibility, loan deferments, and visa status. Periods of leave count toward the degree time limit. For more information about LOA policies and personal leaves vs. medical leaves, visit the LOA policies.