Absences from Study & Change of Study Location
Taking a break or changing study location
If you need to take a break from study, or will spend time away from Warwick as part of your programme, this page sets out your options.
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a) Pausing your studies temporarily
If you want to pause your studies you can request a period of temporary withdrawal. During this time you will retain your IT and library access but will not be actively engaged in study, or required to attend any teaching or examinations.
Any time taken as temporary withdrawal will be added to your course registration period, extending your course end date, which means that the overall time spent studying is unaffected by the break.
Temporary withdrawal is available to all students, for a number of reasons, including but not limited to; medical treatment or ill health, maternity, military service, and financial difficulty.
You may also be required to take a period of temporary withdrawal if you do not hold a suitable visa for study or are not engaging with your course.
What about my Student Visa?
If you hold a Student Visa, the University will notify the Home Office of your temporary withdrawal. As you will not be engaging in study during this period you will not be able to stay in the UK and your Student Visa will be cancelled. We'll send you an email once we have reported your study break to the Home Office. You'll then need to leave the UK within 60 days or by your revised visa end date following curtailment, whichever is sooner.
Want to proceed with this option? You can find out more here or request a period of temporary withdrawal in your Student Records Online account.
What is authorised absence?:
An authorised absence is a short, pre-approved break from your studies that does not extend your course end date.
It is not reported to UKVI, so your visa remains valid during your period of authorised absence.
During an authorised absence, you must not take part in any teaching, assessments, or progress monitoring activities.
Who can apply?:
- Undergraduates – for summer internships only
- Postgraduate taught (PGT) – for sickness, medical, maternity, bereavement, annual leave or full‑time work
- Postgraduate research (PGR) – same as PGT, plus special viva‑related provisions
Table of permitted absences allowed via the Authorised Absence regulations:
| Level | Reason | Max per 12 months | Notes |
|---|---|---|---|
| UG | Undergraduate Summer Internship | 3 weeks |
Granted by Student Immigration, on request. Request Form can be submitted within 3 weeks of the end of term 3, once all study complete. Form submission must have the Internship offer & department confirmation attached. |
| PGT |
8 days or less for: Sickness / medical / bereavement |
Must inform department | Administered by departments, with Monitoring recorded based on contact. |
|
More than 8 days for: Sickness / medical / bereavement |
42 days |
Granted by Student Records on request. Request must be submitted via Student Records Online, with evidence attached. Student Records will send confirmation via by email. |
|
|
Working more than 20 hours in the last 4 weeks of term |
4 weeks |
Students must request this from their Department. Granted by Student Immigration on receipt of the Departmental Request Form. Letter issued via email, and will replace Certificate of Status as evidence of Term Dates |
|
| PGR |
8 days or less for: All reasons except full‑time work |
Must inform department |
Administered by departments, with Monitoring recorded based on contact. Work requests must be in 7‑day, Mon–Sun blocks |
|
More than 8 days, up to 42 days for: Sickness / medical / bereavement / working |
42 days |
Granted by Student Records on request. Request must be submitted via Student Records Online, with evidence attached. Student Records will send confirmation via by email. Work requests must be in 7‑day, Mon–Sun blocks |
|
| 43–59 days (no work/annual leave) | 59 days |
Granted by Student Records on request. Request must be submitted via Student Records Online, with evidence attached. Student Records will send confirmation via by email. Rare; sponsorship withdrawn at 60 days unless UKVI extension granted. |
|
| 60–120 days (very exceptional) | Up to visa‑expiry |
Granted by Student Records on request. Request must be submitted via Student Records Online, with evidence attached. Student Records will send confirmation via by email. Detailed evidence; academic & UKVI approval; contact every 59 days |
How to apply for authorised absence:
- Discuss your dates/reasons with your department or supervisor.
- Request Authorised Absence in Student Records Online.
- Attach required evidence (medical note, internship offer, viva date, etc.).
- Student Records will confirm your approved AA dates (and any work rights) by email.
Need longer than 42 days?
Only in exceptional circumstances (e.g. serious illness, fieldwork). If AA isn’t suitable or cannot be approved, consider Temporary Withdrawal or change of study location.
Special provisions for PG Research Students:
- In a period of Limbo between thesis and viva:
Work greater than 20 hours a week only available during a period of Authorised Absence in 7‑day blocks.If viva requires corrections, revert to 20 hrs/week until approved.
- Post‑corrections to visa expiry:
No Authorised Absence coding needed.Once your corrections have been approved in your Student Record, please request a completion letterLink opens in a new window to work full‑time until visa expiry.
b) Changing where you will study
Warwick will be your primary site of study but there is provision to study away from campus under certain circumstances, referred to as a change of study location, if approved by your department.
During a change of study location, you will remain fully enrolled and continue to engage with your studies. Fewer than three months and the change of study location will be recorded by staff within your academic department, any longer and the Home Office will be notified. This will not add any time to your existing registration period and will not impact your Student Visa if you have one.
Doctoral students will typically request a change of study location for data collection, or to write up corrections overseas, although it may also be appropriate for other short periods outside the UK where study can continue as normal.
Students enrolled on undergraduate or postgraduate courses are not usually permitted a change of study location.
I'm a PhD student - do I need an authorised absence or change of study location?
Our helpful summary tableLink opens in a new window sets out the options so you can decide what will be best for you.
Want to proceed with this option? The process is managed by your academic department. You must contact them to ask for their approval to be away from Warwick for a period, and, if approved, they will complete any further administrative steps required.
If your course includes an integrated study abroad year or a placement year in industry, details of this will be reported to the Home Office as a change of study location, along with the date you will resume on-campus study. This will not impact your Student Visa if you have one.
We do not need to inform the Home Office when an undergraduate takes up an internship during an official University vacation period.
Adding a year abroad
If you have added a year abroad to your course after enrolment, you may need to apply for an extension of your Student Visa
c) Ending your studies permanently
Should you decide not to continue with your studies at Warwick then you can request to be withdrawn from your course indefinitely, called permanent withdrawal.
If you hold a Student Visa, the University will report your withdrawal to the Home Office, which will then take action to cancel your leave. We'll send you an email once this report has been sent. You'll then need to exit the UK or apply to switch to another visa category within 60 days, or by the date the Home Office curtail your visa to, whichever is sooner.
Re-starting a course?
If re-starting your studies, you will first need to be permanently withdrawn from the course you are currently enrolled on; this applies whether you will be re-starting the same course or beginning from the first year of another programme.
Want to proceed with this option? You should read more here before you request a period of permanent withdrawal in your Student Records Online account.
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A-Z of Visa Terms
Not sure what something means?
Check our list of common visa-related terminology.