Leave of Absence

Source: https://doktorat.univie.ac.at/en/doctoralphd-programmes/leave-of-absence/ Parent: https://doktorat.univie.ac.at/en/doctorateunivie/admission/

A leave of absence is only possible due to several well-defined reasons. It cannot be granted for an individual degree programme but affects all of your studies at the University of Vienna. First, read which consequences a leave of absence has, then decide if you want to submit your application.

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• Legal reasons for leave of absence

• Pregnancy\ Proof: mother-child pass or medical confirmation of the expected date of birth

• Child care or other care obligations\ Note: You can apply for a leave of absence multiple times until the child reaches age of majority.\ Proof: birth certificate(s) and copy of the residential registration form (Meldezettel) of parent and child to proof both live in the same household or else proof of relationship (birth certificate, marriage certificate) and official notification of care level or confirmation by a medical specialist about need for care (no diagnosis needed!)
• Military service, training service or civilian service\ Proof: confirmation of military or civil service agency
• Voluntary year of environmental protection, memorial, peace or social service abroad (§ 22 to 27a Voluntary Service Act)\ Proof: confirmation by the agency or mediating authority
• Disease which prevents you from pursuing your studies\ Proof: medical confirmation of a considerable impairment from your studies due to disease/injury with a duration of at least four weeks (no diagnosis needed!)
• Temporary impairment in relation to a disability\ Proof: disability card, expert evaluation
• A significant interference with your studies of at least four weeks due to professional activities or training and qualification measures related to your professional activity\ Proof: confirmation of the employer of a significant interference with your studies during at least four weeks due to your employment (which exceeds the minor employment threshold).\ In case of training and qualification measures: additionally, a confirmation of participation/registration by the training institute including number of lessons and course duration.
• A significant interference with your studies during at least four weeks due to the settlement of issues with authorities abroad\ Proof: summons, official order or other confirmation letter by an authority, including at least two appointments with a gap of at least four weeks. Additionally, a confirmation of attendance by the authority is required retrospectively.
• Study prevention due to the current situation in Ukraine

Due to the current situation in Ukraine, students from Ukraine and the Russian Federation can apply for leave of absence in summer semester 2025 until 28 February 2025.

Write a short explanation for your prevention from studying via e-mail at doktorat.beurlaubung@univie.ac.at;).

What do you have to keep in mind?

• During your leave of absence, you have to pay the Students' Union fee on time each semester. Whether or not you have to pay the tuition fee depends on the time of submitting your application for leave of absence.
• If your application for leave of absence has been denied, you have to pay the prescribed tuition fee including the Students’ Union fee. The same applies if you withdraw an application for leave of absence that has already been granted.
• If want to take an additional leave of absence at another university, you need to apply separately at that university.
• A leave of absence due to child care is possible until the child reaches the age of majority. Both parents can be on leave of absence at the same time.
• After the leave of absence ends, you may take exams (even those of the semester you were on leave).
• Your enrolment remains intact and you may still use the u:account services and the university library.
• You only receive a student record sheet (“Studienblatt”), but no confirmation of enrolment (“Studienbestätigung”). The u:card cannot be validated or used as a student ID while you are on a leave of absence.
• Having been granted a leave of absence does not mean that your residence permit is going to be granted or renewed. The MA 35 has its own procedure. Please contact the MA 35 for any questions regarding your residence permit before you apply for a leave of absence.
• It is possible to take a leave of absence while you participate in the University Preparation Programme of the Vienna Universities (VWU). Make sure to contact the MA35 for any question regarding possible effects on your visa/residence permit!
• You might not get a semester ticket at the Vienna Transport Authority (Wiener Linien).
• You might not be entitled to family allowance (Familienbeihilfe) or federal study grant (Studienbeihilfe).
• Your co-insurance with relatives or student self-insurance may be cancelled (ask your insurance company).
• A leave of absence does not prevent the automatic change to a new curriculum.

How to apply for a leave of absence?

Send the required form including the required proofs as one file (i.e. as PDF-file) from your u:net-email adress to doktorat.beurlaubung@univie.ac.at

Be advised to apply as soon as possible as you have to pay your tuition fee timely in case your application gets rejected.

After your application has been processed, you will be notified via e-mail to your u:account-e-mail-address. As soon as your fee is registered as paid in u:space (Financial matters > Tuition fee/Students' Union fee), you can print your student record sheet (u:space > Personal matters > My documents).

Within the general application period (before the start of the semester at the latest) you can also withdraw your application (via E-Mail to doktorat.beurlaubung@univie.ac.at). The raised tuition fee may also apply in this case.

Leave of absence before the beginning of the semester

Required Documents

• the form "application leave of absence for degree students" or "application leave of absence for students in the VWU"
• the required proofs according to the reason
• if applicable proof by a medical specialist
• your student ID

Deadlines

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• Summer semester 2026: from 07 January to 28 February 2026
• Winter semester 2026/27: from 13 July to 30 September 2026
• Summer semester 2027: from 11 January to 28 February 2027

Leave of absence during the semester

Based on the legal reasons below you can apply for a leave of absence during the semester aswell. A leave of absence during the semester is only possible, if one of the following reasons comes to pass after the beginning of the semester:

• Pregnancy\ Proof: mother-child pass or medical confirmation of the expected date of birth
• Child care or other care obligations\ Note: You can apply multiple times for a leave of absence until the child reaches age of majority.\ Proof: birth certificate(s) and copy of the residential registration form (Meldezettel) of parent and child to proof both live in the same household or proof of relationship (birth certificate, marriage certificate) and official notification of care level or confirmation by a medical specialist about need for care (no diagnosis needed!)
• Disease that prevents you from pursuing your studies \ Proof: medical confirmation of a considerable impairment from your studies due to injury/disease with a duration of at least four weeks (no diagnosis needed!)
• Temporary impairment in relation to a disability\ Proof: disability card, expert evaluation

Deadlines

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• Winter semester 2025/26: from 01 October 2025 to 28 February 2026
• Summer semester 2026: from 01 March 2026 to 30 September 2026
• Winter semester 2026/27: from 01 October 2026 to 28 February 2027
• Summer semester 2027: from 01 March 2027 to 30 September 2027

Necessary requirement for an application during the semester: You have to verify (or at least make credible suitably), that the legal resason given has occured in an unforeseen and unavoidable way.

Application for leave of absence in October/March

If you were admitted at the University of Vienna in the preceding semester and apply for leave of absence from 1 to 31 October (for the winter semester) or from 1 to 31 March (for the summer semester) you may:

• attend lectures/classes
• hand in academic papers
• take examinations (study achievements – especially classes/exams remain valid if completed before the submission of the application for leave of absence remain valid)

After the following deadline the aforementioned things are no longer possible:

• leave of absence in winter semester: from 1 November to 28/29 February
• leave of absence in summer semester: from 1 April to 30 September

Application for leave of absence from November/April

If you apply for leave of absence during the semester after 31 October (for the winter semester) or 31 March (for the summer semester), you are not allowed to do the following after submitting your application:

• attend lectures/classes
• hand in academic papers
• take examinations (study achievements – especially classes/exams remain valid if completed before the submission of the application for leave of absence remain valid)

These rules apply for the following periods:

• Winter semester: from the time of application until 28/29 February
• Summer semester: from the time of application until 30 September