I. Notes:

1. The NCKU Regulations for Student Leave of Absence (hereafter, the Regulations) .These regulations are publicized on the webpage of the Student Assistance Division at http://www.cc.ncku.edu.tw/rule/content.php?sn=248 .

★ The Student Leave Application Online System is available at :  http://i.ncku.edu.tw/

2. Students must log into the Student Leave Application Online System to apply for leave according to relevant regulations. Written applications will not be processed except unforeseen contingencies beyond the control of the applicant.

3. Applications for leave of absence, except an application for sick leave, menstrual leave or mental health leave, should be submitted for approval in advance of the leave.  In case of severe illness, emergency, or  unforeseen  contingencies , students will be allowed to complete an application for leave  on the Student Leave Application Online System  within 5 days from the last day of the leave (holidays included).

4. While applications for personal leave or sick leave for three or more days shall be submitted with relevant certificates or documents according to the NCKU Regulations for Student Leave of Absence, applications for personal leave or sick leave for no more than days may be submitted with relevant certificates or documents to facilitate approval administration.

5. How do students apply for leave during a semester, or a summer or winter break?

(1) Non-official leave: During a semester, or a summer or winter break, students who leave NCKU to participate in extramural learning activities during the leave are not required to log into the Student Leave Application Online System to apply for leave.

(2) Official leave: Students participating in various activities on weekdays or holidays for an official purpose, with no courses scheduled at NCKU during the leave, are still required to log into the Student Leave Application Online System to apply for leave.

6. The Student Leave Application Online System is established as a student leave application platform convenient to be operated by NCKU faculty members and students. Applicants must keep their instructors and the offices concerned of approval procedures to complete their applications within the designated deadline.

7. All NCKU members who log into the Student Leave Application Online System to process student leave applications are advised to read “Related Instructions” including Student Leave Application Flowchart, National Cheng Kung University Regulations for Student Leave of Absence, Instructions for Official Leave, and Instructions for non-official Leave, in order to facilitate their operation and secure the rights and interests of students.

II. Q&A (Students)

Q1：

How do students submit a leave of absence application?

How do applicants select the type of leave on the system?

A：

1. Students must log into the Student Leave Application Online System to apply for a leave of absence.

2. Applicants select the type of leave under the link of Leave Application as follows (please read the Instructions for Leave Application):

 (1) Non-official leave :  including sick leave, personal leave, bereavement leave, maternity leave (including prenatal care, postnatal care, baby nurturing, and paternity leave), menstrual leave, leave for organ donation (bone marrow or organ), mental health leave, leave from term examinations and leave for multicultural festivals.

 (2) Official leave :  applications submitted according to the NCKU Regulations for Student Leave of Absence.

 (3) Leave for indigenous rituals and ceremonies :  applications submitted according to the NCKU Regulations for Student Leave of Absence.

Q2：

In terms of type of leave or duration of leave, are applicants required to submit a certificate or supporting document?

How do applicants submit a certificate or a supporting document?

A：

1. Types of leave: Official leave, bereavement leave, maternity leave (including prenatal care, postnatal care, baby nurturing and paternity leave), menstrual leave, leave for organ donation (bone marrow or organ)，leave for indigenous rituals and ceremonies and leave for multicultural festivals.

2. Duration of leave: More than three days.

3. Applicants shall upload a certificate or supporting document as an attachment in the format of image or PDF before they click on “Submit” to complete submission of the leave application.

4. Submitted certificates should be titled in Chinese, English, or numerals. Do not use other symbols.

Q3：

How do students submit a leave of absence application online?

A：

1. Non-official leave: Please select “Type of Leave”, then fill out the designated columns, and click on “Submit” to complete submission of the application.

2. Official leave: Please select “Unit of Authority”, click on the designated approval authority (responsible instructors, department chair, institute or program director, responsible staffer or chief of the administrative unit, and click on Submit to complete submission of the leave application.

Q4：

Are students allowed to keep track of their leave application approval status?

Are applicants allowed to delete/cancel the leave application?

A：

1. Yes. They are allowed to check out the details of Approval Status under the link of Application Inquiry.

2. In the event of an incorrect application, applicants are allowed to delete/cancel it under the link of Application Inquiry as follows：Select Serial No.> Delete/Cancel> Save> Confirmed (Completed)

Q5：

If applicants fail to submit an application for approval in advance of the leave, or if applicants submit an overdue application, what should they do to complete the leave application?

A：

1. Applicants are required to inform their instructors in advance by phone, by mail or by proxy. Should they fail to contact their instructors, they are required to report the leave to their advisors or department chair (director of the graduate institute or the program), as is stipulated in the second and third paragraphs of Article Four of the NCKU Regulations for Student Leave of Absence.

2. In case of (1) acute or sudden illness, (2)a short notice of obituary, and (3) emergency or unforeseen contingencies, applicants are allowed to complete an application for leave on the Student Leave Application Online System within 5 days from the last day of the leave.

3. Those who submit a written application after the designated deadline set in (2) should specify reasons for an overdue application, which shall be processed according to the rule of approval authority.

4. Please be reminded that in accordance with Article 4 of NCKU Regulations for Student Leave of Absence, students must report to the course instructor before submission of an application for leave. Also according to the regulations, the application for leave must be completed within five days after the end of the leave period. An application for leave submitted after the end of the five-day application period is considered overdue. Students are allowed to complete overdue applications for leave within 14 days after the end of the five-day application period. Applications submitted after the 14-day grace period will not be processed.

 Ex :  Student A taking a leave for illness on August 25, 2018 should submit a leave application on the Student Leave Application Online System.

(1) Not overdue:

Student A submitted an online application on August 30 within the designated period from August 26 to August 30.

(2) Overdue:

Student A submitted an online application on September 2 after the designated deadline of August 30. Student A must specify reasons for an overdue application.

Q6：

If I have submitted an application on the Student Leave Application Online System, does it mean that I have completed my application? What should I do for a failed submission?

A：

1. No. You have not completed your application.

2. Notes for a failed submission:

 (1) The system indicates some columns required to be completed.

 (2) The applicant fails to specify reasons for an overdue application.

 (3) Applications may be rejected by instructors or unit chiefs, or automatically rejected by the system for reasons as follows:

 a. Applications with inconsistent or unspecified reasons

 b. Submission of certificates is required.

 c. Reasons are inconsistent with the type of leave.

 d. The application is disapproved by instructors or unit chiefs.

e. Upon submission, an application that fails to be approved within the following 20 days  will be automatically rejected online.

★Applicants should keep their course instructors and the offices concerned informed of the approval procedures to avoid application rejection. In the event of a rejected application, applicants shall submit a new application online if they are required to do so.

Q7：

How do applicants know why their applications have been rejected? In the event of a rejected application, can applicants submit a new application online?

A：

1. Students applying for leave online must enter their email address. The system will inform the applicant of a rejected application by email.

2. Yes. Applicants are allowed to “revise the rejected application” to submit a new application online if they are required to do so (just re-send it).

Q8：

How do female students apply for menstrual leave?

A：

According to the Gender Equity Act promulgated by the Ministry of Education, female students are entitled to apply for menstrual leave for a maximum of one day per month. No certificate is required. Applicants should apply for menstrual leave online, which shall be filed by the Student Assistance Division for administrative verification, with course instructors informed.

Q9：

If my application fails to pass through the stage of approval procedures online due to a replacement of the department chair (graduate institute or program director), or chief administrator of the responsible office, what should I do to complete the application?

A：

1. Non-official leave:

An applicant whose application fails to be processed through the stage of approval procedures online due to a replacement of the department chair(graduate institute or program director) shall contact the Student Assistance Division at (06)2757575#50340 to process an application.

2. Official leave:

You should cancel your application that fails to be processed through the stage of approval procedures online due to a replacement of the department chair (graduate institute or program director), or chief administrator of the responsible office before you are allowed to submit a new application. Or deal with the same (one).

Q10：

If I fail to log into the leave application online system, can I submit a written application?

A：

1. No. In principle, students should log into the system to apply for a leave of absence.

2. No written application will be processed except under special circumstances as follows:

     (1) Courses without designated codes.  (2) Courses offered for a summer session without designated codes, and (3) Failure to submit an online application due to unforeseen contingencies.

Q11：

How is a leave from “term examinations” defined? When should a student apply for a leave from term examinations?

A：

1. Definition: Term examinations refer to final examinations scheduled for the final week of the semester, as is stipulated in Subparagraph 3 of Article 18 under Chapter 7 of the NCKU Academic Regulations.

2. As Article 21 under Chapter 7 of the NCKU Academic Regulations states:

 (1) In Paragraph 1: Students who cannot attend regular midterm/term examinations due to a major incident, and thus need to complete make-up examinations afterwards, shall apply for a leave of absence from regular examinations according to the NCKU Regulations for Student Leave of Absence. All examinations scheduled for the dates during the leave of absence shall be specifiedon the application form.

 (2) In Paragraph 2: Those taking leave of absence from regular end-of-term examinations due to official duty, illness, pregnancy, care for their children aged below three or a spouse, or the funeral of a relative by the first or second degree of kinship,...

3. According to the rules stated above, students who fail to attend term examinations shall apply for a leave of absence on the Student Leave Application Online System.

4. According to Article 4 and Article 6 of the Student Leave of Absence, students should inform the instructors in advance and confirm with the instructors whether there is (are) an exam(s) on the day of leave (or during the period of absence). Then students may submit the application for leave of absence as needed.

Q12：

    What regulations should students know when they apply for mental health leave?

A：

1.A maximum of five days in a semester.

2.Applications for mental health leave, which are exempted from approval by the instructor, should be submitted to the Student Assistance Division under the Office of Student Affairs for administrative verification.

3.If mental health leave amounts to two consecutive days, the system will notify the advisor to provide priority care.

4.Applications for mental health leave for three consecutive days or more shall be submitted on the system with a medical certificate issued by the medical institute or related counseling institution.

5.Applications for mental health leave during the end-of-term examination period shall be

administered in accordance with Article 6.

Q13：

In accordance with Article 4 of NCKU Regulations for Student Leave of Absence:

(1) Students can apply for menstrual leave or mental health leave, starting from 00:00 on the day of leave.

(2) Students may submit a delayed application within five days after the

day of leave.

Q14：

In case of a leave application for extramural activities, do I need to complete registration for off-campus activities at the Military Training Division under the Office of Student Affairs?

A：

1. Yes. Upon submission of your leave application for an extramural activity, please complete the National Cheng Kung University Registration Form for Extramural Activities at http://b3c008.web3.ncku.edu.tw/p/412-1055-5465.php?Lang=zh-tw, which shall be printed out and submitted to the Military Training Division.

2. In the event of a team/group activity, please inform your leader (captain or instructor) to complete and submit the form on behalf of all applicants.

Q-15：

What regulations should students pay attention to when applying for "leave for indigenous rituals and ceremonies"?

A：

1. Only students with indigenous ethnicity can apply.

2. It is deemed as a public holiday and must be approved by the department head (director of the institute or degree program director).

3. It is limited to five days per academic year (including the seasonal ceremonial holidays of each ethnic group announced by the Aboriginal Affairs Council in that year).

4. Relevant supporting documents must be submitted.

Q-16：

What regulations should students pay attention to when applying for "leave for multicultural festivals"?

A：

 Explanation of the relevant regulations of "leave for multicultural festivals":

1.  All students in the school can apply for it according to their own needs.

2.  Limited to two days per academic year.

3.  Approved by the teaching teacher.

4.  Proof of participation in the activity must be submitted.