Viewing and managing a student's leave of absence (SGASTDN)
- Denise Kidd
- Nicole Westerfield
Leave of Absence (LOA) is viewed and managed in SGASTDN. NTC (for undergraduates) and Graduate program directors are responsible for entering the below information in SGASTDN.
In the SGASTDN key block, enter the student’s ID and Term. Go.
Enter the LOA reason
Select the Miscellaneous tab. Enter the LOA reason in the Leave of Absence field. To see all reason values, click the lookup button.
Enter the LOA period
Enter the From and To dates. Save.
Leave of absence should be no longer than 180 days.
LOA Checklist
The following is a list of items to consider when a student goes on or returns from a leave of absence.
Going on LOA
Full withdrawal/resignation from the term.
If LOA is effective for a future term and the student is registered for a future term, submit resignation to our office for the future registration.
If LOA is effective for the current term and the student is registered, submit resignation form to our office for all current and future registrations.
Once all courses are dropped, inactivate the student using the IS code in SGASTDN/SFAREGS.
Enter the reason for LOA and begin/end dates in SGASTDN. By law, LOA cannot exceed 180 days within a 12-month period from the start of the LOA.
If a student is dismissed, the dismissal trumps the LOA.
Practical example: A student is currently registered in the current term and they are leaving all classes this term and will be out for the next term. Record the LOA as the start and end date of your part of term for the next term.
Add a hold to prevent the student from registering before consulting with an advisor.
Returning from LOA
Activate the student in SGASTDN for the term they’re returning. If needed, create a new effective term.
Check the following screens and update as needed:
Attributes/classification – SGASADD
Advisor(s) – SGAADVR
Curriculum, fee assessment rate code, and student type – SGASTDN.
End the registration hold.
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ID numbers should never be released via ticket, phone, or email. Students can access their ID numbers via Gibson. Students needing ID numbers for transcript orders can enter their SSN or 9 0's in the ID number field.