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Authorised Absence (AA)

Section 1: Purpose and Contents of this page:

This page has been created to give guidance for students who require a short break in studies (not the same as Temporary Withdrawal).

Please ensure you have carefully read the guidance provided for your situation BEFORE you contact Student Immigration.


Section 2: What is Authorised Absence (AA)?

Authorised Absence (AA) is a defined period of time during which a student does not engage with their course and undertakes no academic activity. It is only available to students holding a Student Visa sponsored by the University of Warwick and is intended to provide short term respite from study where Temporary Withdrawal (TWD) may not be desirable.

During an agreed period of Authorised Absence a student may be inside or outside the UK.

Authorised Absence can only be granted by a student's academic department by prior agreement. Depending on the reason for the period of AA, students may be required to provide evidence to support their request.

A student's course registration cannot be extended to 'gain back' time taken as AA, and there are strict limitations to the amount of time which can be taken during a single 12 month period. Departments are not obliged to approve a student's request for AA and may recommend a period of TWD instead, particularly where there are concerns that a student could not complete their studies with the original course registration period if AA were to be approved.

Section 3: Who can request a period of AA?

Authorised Absence is available to students who require immigration permission to study in the UK who hold a current, valid, Student Visa sponsored by the University of Warwick.

There are specific reasons why a period of AA might be requested and they differ for each level of study; this is covered in detail in Section 4.

Section 4: For what reasons can AA be requested?

There are specific reasons why a period of AA might be requested and they differ for each level of study:

Undergraduate

AA is only available to undergraduate students during the final three weeks of the summer term for the purpose of undertaking an internship.

Undergraduate students who need a break in studies for any other reason will need to take Temporary Withdrawal.

Postgraduate Taught

AA may be requested by students on Postgraduate Taught courses for any of the following reasons:

  • Illness
  • Medical treatment or surgery (including maternity)
  • Bereavement

PGT students cannot request AA in order to undertake an internship, take a vacation or work more than the 20 hours a week permitted by their Student Visa.

Postgraduate Research

PhD students can request a period of AA in any of the following circumstances:

  • Illness
  • Medical treatment or surgery (including maternity)
  • Bereavement
  • Vacation
  • To work full-time (more than 20 hours a week)

PGR students cannot request AA to do an internship.

In addition, all enrolled students who do not hold a UK/EU/EEA/Swiss Passport, at any level of study may be required by the University to take a period of AA if they find themselves without a valid visa either because:

  • Their visa has expired
  • They have received a visa refusal/rejection
  • Their visa has been curtailed/cancelled by the Home Office



Section 5: How long can be requested as AA?

There are limits as to how much time can be taken as Authorised Absence per single 12-month period (this 12-month period is always calculated from the original course start date, even if there has been a period of temporary withdrawal in between).

Periods of authorised absence are calculated as calendar days and do not discount public holidays or weekends.

Academic departments are not obliged to grant the full amount of AA requested.

The amount of time which can be requested as AA differs per level of study and is set out below:

Undergraduate

  • AA can be requested for up to a maximum 3 weeks at the end of the summer term in any academic year i.e., from weeks 8-10 of the summer term, in order to work more than the 20 hours a week permitted by a Student Visa, typically as part of a summer internship. For a request to be considered, the student has to have completed ALL elements of study for the year PRIOR TO the official end date of Term 3.

Requests for AA for any other reason or for a longer period of time, will be refused.

Postgraduate Taught

  • Authorised Absence can be requested for up to 42 calendar days in a single 12-month period for any of the reasons set out in Section 4, above.

AA requests in excess of 42 days or for the purpose of annual leave or vacation for any duration will be refused.

Postgraduate Research during the main registration period

  • Authorised Absence can be requested for up to 42 calendar days in a single 12-month period for any of the reasons set out in Section 4, above.

Where the request for authorised absence is to work full-time then the request must be for a minimum of 7 consecutive calendar days (Monday to Sunday) or in blocks of such 7 consecutive calendar days.

  • In exceptional circumstances up to 59 calendar days in a single 12-month period may be requested as AA for illness, medical treatment or bereavement.

Requests in excess of 42 calendar days will not be authorised for the purpose of employment or annual leave.

  • In very exceptional circumstances, usually health related, longer than 60 calendar days may be granted up to the maximum length of absence allowed by the remaining Student Visa leave (this will normally be no more than 120 calendar days).

Postgraduate Research in Limbo (after date of final thesis submission until date of viva)

  • Authorised Absence can be requested for up to a total of 42 calendar days in a single 12-month period (including any previous AA taken within the last 12 month period) for the reasons listed in Section 4. Any requests for Authorised Absence to work more than 20 hours per week need to be for a minimum of 7 consecutive days (which must run Monday to Sunday) or multiplies of the 7-day block.
  • Students can request Authorised Absence of more than 42 calendar days up to day before their viva date (once this date is confirmed) for the purpose of full-time work.

Postgraduate Research after final submission of corrections have been approved

  • Students are permitted to work full time, for any period until their Student Visa expires, after their final corrections have been approved by the University; the Doctoral College will email the student once corrections have been approved.

This does not need to be requested as Authorised Absence. Instead a letter confirming revised work rights may be requested from the Immigration Service here.

Section 6: Will a period of AA affect my Student Visa?

No. Periods of approved Authorised Absence are recorded internally by the University but not reported to the UKVI Home Office. This means that they will not trigger any curtailment action which could lead to the cancellation of your Student Visa.

However, you may be required to take a period of Temporary Withdrawal (TWD) if:

  • you do not return from a period of AA by the date agreed with your department, or
  • you request an additional period of AA which would go beyond your yearly allowance, or
  • you request an extension to the AA period which your department do not approve

In this circumstance the TWD would be reported to the UKVI as a break in study which would usually result in your Student Visa being curtailed.

You must complete the following from before the next working day after your period of AA has ended.

SO: Immigration & Compliance | Confirmation of re-engagement with studies

This is very important so that we know you have resumed your studies and can conclude your AA record.

    If there are mitigating circumstances which mean you cannot return from a period of AA as originally intended then you should notify your academic department and Student Immigration & Compliance as soon as possible

    Section 7: What if my request for AA is not approved?

    Academic departments are not obligated to approve all requests for AA, or to grant the full period of time requested.

    Time taken as AA cannot be 'claimed back' as with temporary withdrawal.

    You must not repeat any element of your course or extend your course end date because of the AA.

    Therefore your department will need to assess whether you can satisfactorily complete your course within the original time frame and this may affect the decision to approve your request or may limit the amount of time your department is able to grant.

    It is not possible to 'carry over' unused AA days from one 12 month period to the next.

    If you request more time off as AA than you are entitled to within a single 12 month period, or if you request AA for a reason not permitted for your level of study, then the request will be refused.

    The time limits set out by the University for an approved period of Authorised Absence are informed by UKVI Home Office guidance on student engagement and are non-negotiable.

    If you still require a break in your studies which cannot be accommodated by a period of AA then you will need to consider taking Temporary Withdrawal (TWD) instead.

    Section 8: How do I request a period of AA?

    Undergraduate

    To request AA for a summer internship you will need to submit evidence that you have secured an internship along with confirmation from your department that all elements of study for the academic year have ended.

    This process is managed by the Student Immigration and Compliance Team based in Student Opportunity.

    For more information, please click here.

    Postgraduate Taught

    You will need to provide your academic department with documentary evidence, e.g. medical certificate/doctor’s note. This will then be sent to Student Records with the AA request. Once the absence has been approved, you will receive an email from Student Records confirming the authorised absence. This email also confirms that full-time work is not permitted during this period of absence.

    Postgraduate Research

    You will need to provide your academic department with documentary evidence, e.g. medical certificate/doctor’s note. This will then be sent to Student Records with the AA request. Once the absence has been approved, you will receive an email from Student Records confirming the authorised absence. T

    Where the request for authorised absence is to work full-time then you will receive written confirmation from Student Records that you are able to work full-time during the period of agreed Authorised Absence. The letter will state that you have full-time work rights for the approved dates.

    AA must be requested before the period of work starts as approval cannot be given retrospectively.

    Section 9: If you have further queries and useful links:

    If, after reading the guidance above, and you are still unsure of what you should do next, please contact Student Immigration to discuss your situation via the following methods:




      Please click on the following links for more information


      University of Warwick:


      UK Government:


      Other contacts:

      Page Change Log:

      Page Audit Review:
      Previous Review Date Reviewed By Next Review Date
      13/Mar/2022 ISA: JL 13/Mar/2023
      Page Updates:
      Section Updated Sub Section Short summary of update Updated By Updated When
      All All Page Created ISA: JL 13/Mar/2022
      All All Re-format / Re-write ISA:JB 04/May/2022
      Section 4 Section 4 Added in 'including maternity' to PGT and PGR reasons CO: RJM 30/Jun/2022