IEP Leave of Absence Policy
LEAVE OF ABSENCE POLICY FOR IEP STUDENTS
CCLS Houston ensures that, under special circumstances, students may temporarily pause their language studies without facing withdrawal or cancellation penalties, as outlined in this policy.
This policy applies to in-person students enrolling in IEP (Intensive English Program).
CCLS Houston’ IEP students may request a Leave of Absence (LOA) for a temporary pause in their studies, provided that:
- Request form is signed and submitted in advance (unless an emergency prevents it).
- Students communicate and document the reason.
- Students provide an expected return date.
Process of Approval.
After receiving the Leave of Absence request:
- The Academic Coordinator documents the case.
- The President/CEO approves the request.
- The Administrative Operations Specialist uploads the LOA into the student’s file.
- The student’s attendance record is flagged to prevent unintended withdrawal or misreporting of enrollment status.
- The Administrative Operations Specialist follows up with the student before the re entry date for confirmation.
Reentry Evaluation.
- Upon return, the Academic Coordinator meets with the student to assess their readiness. Student may complete a placement check to confirm resuming at the correct level.
- The Instructor provides feedback within the first week to ensure a good transition and provide support as needed.
- The Academic Coordinator continues to monitor the student’s progression and attendance.
Failure to return as scheduled may result in:
- Withdrawal from the program
- Financial and academic consequences as outlined in the Cancellation and Refund Policy.
Documentation.
- All documentation must be recorded in the student’s file.
- CCLS Houston’ will not add additional charges and will not charge tuition while the student is on leave of absence.
- Time spent on leave will not count against the maximum 36 month enrollment to complete the program.
PROVISIONAL CLAUSE: (IEP – International students)
This clause will become effective after CCLS Houston is granted authorization by DHS and SEVP to enroll F-1 students:
- LOAs will only be granted for authorized and documented reasons consistent with SEVP and DHS regulations
- Student’s SEVIS record may be marked “Authorized Early Withdrawal” depending on the duration and reason.
- Student may stay abroad for up to five months and return to the USA on their current SEVIS ID and visa.
- If the student does not return within five months, the student will need to request a new I-20 with a new SEVIS ID.
- Student must notify CCLS Houston 3 weeks before returning to allow for requesting reactivation of SEVIS ID.
- Failure to follow proper procedures may result in loss of F-1 status.
- CCLS Houston cannot guarantee re-entry into the U.S. after an extended LOA.
Medical Leave:
- In emergency medical situations and documented illness, students will be allowed to request a medical leave to take a reduced course load while remaining in the United States.
- Request must be submitted in writing (unless an emergency prevents it) with documentation provided by a USA licensed medical professional specifying the time needed.
- Student must continue their program of studies at the end of the approved period.
Vacation:
- A vacation may only be granted after a student completes at least 12 consecutive weeks of attendance and must occur at the completion of a student’s term or session.
- Request must be submitted in writing prior to the start date of the vacation, attesting the understanding of procedures to return and consequences of failing to return from vacation and providing a date of return.
- CCLS Houston will document the decision and will not charge tuition or additional fees for the vacation period.
- Student will be evaluated upon return for accurate placement.
Time spent on a leave of absence, medical leave, or vacation does not count as part of the student’s maximum cumulative total length of 36 months language training at CCLS Houston.
This policy becomes effective during the second quarter of 2025.
This policy is subject to periodic review and may be updated as necessary. Any updates must be approved by the President as specified in CCLS Houston’s Policy for Institutional Policy Development.