Taking leave from your graduate research

As a graduate researcher, you have access to a range of leave entitlements, to support your study and your personal wellbeing.

We support you taking leave when you are unwell, to fulfil caring duties or when you need a break from your studies.

Leave entitlements for graduate researchers

Graduate researchers are eligible for the following separate leave entitlements.

Recreation leave

Recreation leave may also be referred to as annual leave. You are entitled to:

  • 20 working days per year (1 EFTSL) (pro-rata for part time).

You can use this leave for periods of rest and recreation away from your studies, every year. There is no minimum requirement for how much recreation leave you can take at one time.

If you do not use the full 20 days within a year, your leave will continue to accrue and roll on into subsequent years of your candidature, right up until the point of thesis submission, or withdrawal.

You will need to submit an application via my.unimelb (SSO login required) to access recreation leave. While this leave is formally recorded, it will not affect your expected thesis submission date or scheduled milestones.

Before submitting an application, please speak with your supervisors about your recreation leave plans.

Sick and carer's leave

Also known as personal leave, graduate researchers are entitled to:

  • 10 working days per year (1 EFTSL)(pro-rata for part-time).

To take sick and carer's leave, submit an application via my.unimelb. The University formally records this leave, but it will not affect your expected thesis submission date or scheduled milestones.

If you do not use the full 10 days within a year, your leave will continue to accrue and and roll on into subsequent years of your candidature, right up until the point of thesis submission, or withdrawal.

If you are receiving a Melbourne Research Scholarship (MRS) or Research Training Program Scholarship (RTP), you will need to use your accrued sick and carer’s leave before accessing other paid leave for compelling and compassionate circumstances. View the terms and conditions of graduate researcher scholarships offered by the University.

If you are taking sick or carer’s leave and your supervisors are expecting you on campus, you should contact them directly using the method outlined in your Supervisory Agreement.

Parental leave

If you have completed 12 months of study, you may access parental leave. This leave entitlement may also be referred to as maternity, partner or adoption leave.

The University offers the following paid parental leave entitlements:

  • Primary carer: 12 months for each birth or adoption placement
  • Partner of primary carer: 8 weeks for each birth or adoption placement.

Parental leave is available to you if:

  • You are pregnant (maternity leave)
  • You are the primary carer of your newborn child or a newly adopted child under 16 years of age
  • You are the partner of the primary carer of a newborn or adopted child (partner leave).

Please include a medical or adoption certificate with your parental leave application. We will adjust your expected thesis submission date and future milestone dates.

Domestic and family violence leave

This new leave entitlement will be available from early July 2026.

The University's Safer Community Program provides resources and guidance around inappropriate, concerning or threatening behaviour.

If you are affected by family/intimate partner violence, you may take time away from your research. If required, you can access:

  • 10 working days per year (1 EFTSL) (pro-rata for part time).

You can also contact the Safer Community Program for support and advice.

Please note, this leave entitlement does not accrue and cannot be carried over to future years of your candidature.

You will need to submit an application via my.unimelb to access domestic and family violence leave, which will be formally recorded in the system.

We will adjust your expected thesis submission date and future milestone dates, depending on how much leave you take.

For more information on these leave entitlements, view the Graduate Research Training Policy (MPF1321) and the Enrolment and Timetabling Policy (MPF1294).

Taking a leave of absence

In addition to the above entitlements, you are also able to apply for a formal leave of absence if circumstances occur that may temporarily impact your studies.

When a formal leave of absence is approved, your expected thesis submission date and academic progress review due dates will be adjusted.

How much leave can I take?

Not including the entitlements specified above, you can apply for a minimum of two weeks and take leave up to the accumulated maximum of 12 months. We may only approve additional leave beyond the accumulated maximum in compelling or compassionate circumstances.

There are a range of reasons for leave outlined in the leave of absence form. Select the option below that best reflects your circumstances.

  • The below reasons for leave are all included within the maximum cumulative 12-month entitlement. Your thesis submission date and future milestone dates will be adjusted, once the duration of leave has been confirmed.

    Leave of absence options where payments may be paused

    In most instances, you will not continue to receive stipend payments if you hold an MRS or RTP scholarship and  apply for a leave of absence using a reason outlined below.

    If you hold a scholarship that has not been awarded by the University, please check the scholarship terms and conditions in your offer letter for further information on your paid entitlements.

    Dissatisfied with course

    This type of leave is usually taken while considering whether to continue with your research.

    Employment Commitments

    You might select this reason if you need to take leave when an existing employer needs a greater commitment or time fraction from you, for a limited period. Consider selecting the ‘Financial’ leave option, if this is more relevant to your circumstance.

    Employment Opportunity

    Choose this leave option if you have an opportunity with a new employer for a defined period. You may consider the ‘Financial’ leave option, if this is more relevant to your circumstance.

    Financial

    Select this reason if you need to pause your research to undertake paid work due to financial hardship.

    Jury Duty

    Use this leave option where you are required to participate in mandatory jury duty. This leave entitlement is available to Australian citizens only.

    Study difficulties

    Please choose this option when you are struggling with your study commitments and feel an extended break, beyond recreation leave, may assist you in getting back on track.

    Transport problems

    This leave can be used where regular travel to and from campus, or your approved outside institution is disrupted for an extended period and you are unable to continue your required research while working from home.

    Travel

    Use this leave option for extended personal travel unrelated to your research (see also Study Away).

    Work experience

    Choose this option when you have a work opportunity for a specified period related to your studies.

    Please note, this option does not include internships. You should not take leave while undertaking an internship.

    Other

    Select this where the available options do not reflect the reason for your leave.

    Leave of absence options where payments may continue

    You may continue to receive your stipend payments, if your leave of absence qualifies for one of the following reasons.

    Family Commitments

    You would use this reason if you are taking leave due to family obligations. You may choose this if you have exhausted your 10-day allocation of carer’s leave.

    • Paid (if receiving UniMelb stipend*): generally no, unless considered additional carer’s leave (after 10-day entitlement is exhausted). Please supply supporting documents to access this leave entitlement.
    • Qualifies for Compelling and Compassionate (for student visa): generally no, unless considered additional carer’s leave (after 10-day entitlement is exhausted). Supporting documents are required to access this leave entitlement.
    Health

    Select this reason if your physical or mental health will  prevents you from pursuing your research for an extended period.

    This reason may be considered compelling and compassionate reasons for further leave with qualifying documentation.

    • Paid (if receiving UniMelb stipend*): yes. Please submit supporting documents, such as a medical certificate. You must also have used your accrued sick and carer’s leave to access this entitlement.
    • Qualifies for Compelling and Compassionate (for student visa): yes, with supporting documentation, such as a medical certificate.
    Personal

    This leave is intended for extended periods of sick and carer’s leave once you have exhausted that entitlement.

    • Paid (if receiving UniMelb stipend*): yes, up to 60 working days with the relevant supporting documents.
    • Qualifies for Compelling and Compassionate (for student visa): yes.
    Multiple reasons

    Choose this option where there is no single primary reason for the leave.

    • Paid (if receiving UniMelb stipend*): usually no, unless one of the reasons qualifies as a paid entitlement with supporting documentation.
    • Qualifies for Compelling and Compassionate (for student visa): usually no, unless there are supporting documents to demonstrate the leave is required for compelling and compassionate reasons.

    *Different stipend scholarships have different paid leave entitlements. The information outlined above only reflects stipends governed by the University of Melbourne Graduate Research Scholarship Terms and Conditions.

  • This leave is available to Aboriginal and Torres Strait Islander candidates.

    When applying for this leave entitlement, select ‘Other’ as the category within the leave of absence form. Please note ‘Cultural leave’ as the reason in the relevant field.

To check on the progress of a submitted leave request, log in to my.unimelb. Search for the form to view its status.

Applying for a leave of absence as an international graduate researcher

If you are unable to study due to unforeseen compassionate or compelling reasons, you can apply for a leave of absence. Taking leave may affect your visa status.

If your leave of absence is approved for compassionate or compelling reasons:

  • We will notify the Department of Home Affairs (DHA)
  • You will receive an updated Confirmation of Enrolment (CoE) with a new end date.

If you take leave for a reason that does not meet the criteria to be considered compassionate or compelling circumstances, or you do not provide the appropriate supporting documentation, your  CoE will be cancelled for the period of leave.

You will need to continue to comply with your visa conditions to maintain your visa status. You may also need to apply for a new student visa, if your updated course end date extends beyond your current visa expiry date. You can also check your student visa terms and conditions for information on leave of absence restrictions.

Learn how to request a new CoE.

Apply for leave

You will need digital copies of your supporting documentation.

Apply for leave

How do I get my leave approved?

Your faculty or department will decide whether to approve a leave of absence. We encourage you to discuss any planned leave of absence with your supervisors. Your principal supervisor will usually receive your submitted leave of absence form for approval the day after you submit it.

  • You are unlikely to gain approval for a leave of absence if you are:

    In the first half of probationary candidature

    Only approved in exceptional circumstances or for compassionate reasons.

    In the last month of candidature

    Only approved in exceptional circumstances, such as for compelling personal, medical or compassionate reasons.

    If an extension to candidature is possible, you should first apply for an extension before requesting a leave of absence.

    Applying for retrospective leave

    You must apply for a leave of absence in advance, except in unavoidable circumstances. You will need to submit any retrospective leave applications within two weeks of the date of return to study. You must provide appropriate documentation such as a medical certificate.

    Currently enrolled in coursework

    You cannot take leave while enrolled in coursework subjects. If leave is required, you will be withdrawn from any enrolled coursework subjects. Making changes to your enrolment after the subject census date listed in the Handbook can impact your fee liability and your academic record.

    Completing a degree with live examination of a performance or exhibition or creative works

    The University will not approve your leave of absence once your public performance or exhibition has been examined.

    The thesis must be submitted within six months of examination of a public performance or exhibition. This limit is measured in calendar months; part-time or full-time enrolment does not affect the six-month limit, nor does leave of absence.

    During a period of ‘at risk’ or unsatisfactory progress

    Leave of absence is only likely to be approved if discussed with your supervisors as part of your progress plan and in exceptional circumstances for compelling or compassionate reasons. This requires a higher level of approval.

    Recreation leave will not be approved at this time.

What to include with your application

You must provide supporting documents:

  • For retrospective applications
  • For parental leave
  • For further personal leave beyond your accrued sick and carer’s leave entitlement (if required for stipend payments)
  • If you have had a total of more than 12 months LOA previously
  • If you are considered 'at risk' or making unsatisfactory progress
  • If you are applying for leave in an instance where leave normally is not approved
  • If you are an international candidate on a student visa.

The supporting documentation (such as a medical certificate) needs to include indicative dates for the period of leave. If your documents are in a language other than English, you must include a certified translation.

Please have your supporting documents ready to attach when submitting your leave of absence application.

Managing leave for ongoing chronic health conditions

We encourage you to register with Student Equity and Disability Services (SEDS) on enrolment, or as early as possible if you:

  • Experience or develop a chronic health condition
  • Care for someone with a chronic health condition
  • Have a condition you do not wish to disclose to your supervisors but require adjustments to manage the impacts to your progress plan.

Registering with SEDS will provide you with an opportunity to create an adjustment plan that recognises your needs. Your condition can remain confidential. It does not need to be included in your adjustment plan, which will be held on your record.

You can then refer to your adjustment plan when making leave or other relevant applications. This means you will not require separate medical certificates.

Please submit separate leave applications, so we can manage your scholarship payments correctly.

You may anticipate needing frequent and/or recurrent short periods of leave (less than two weeks) due to your health condition. After discussing with your supervisors, you can submit an application for an estimated equivalent block of leave every six months (at the start of the year and in early July).

If your request for prospective leave is approved, you should meet with your supervisors and review how much leave was taken in the previous six months. You should also discuss the anticipated amount of leave for the next period.

Please note you must be registered with SEDS and have shared your adjustment plan with your principal supervisor to apply. This will not prevent you from applying for leave for other purposes.

How leave impacts your scholarship

If your formal leave of absence is approved, we will automatically consider you for scholarship leave. You do not need to submit a separate application.

Your scholarship will normally be extended for the duration of your approved formal leave. However, we will pause your scholarship payments while you are on leave, unless your scholarship conditions include paid leave entitlements, such as additional sick and carer’s or parental leave.

Not all research scholarships provide full leave entitlements. Please check the scholarship terms and conditions in your offer letter to understand what applies to your award.

Your scholarship payments may be affected by the type of leave you take and when it is processed.

  • If you are granted a leave of absence retrospectively and you are not entitled to paid leave, you may need to repay scholarship payments you were not eligible to receive.

    We may pause some or all of your scholarship payments until you return from leave. In some cases, you may need to repay the amount by bank transfer. If this applies, we will contact you with further details.

  • Once we confirm your return from leave, scholarship payments will resume from the first available pay day.

    If your return from leave is processed in the same week as pay day, your first payment might be slightly reduced. Any reduction will be included as a back payment in your next pay.

Notify the University when you return from leave

Please let us know when you return from a leave of absence. This is especially important if you are studying with a scholarship.

Return from leave