Student

Q1：Which students are eligible to use the Student Leave System?

A：Students who are enrolled in courses and have an account for the Academic Information Systems are eligible to use the Student Leave System.

Q2：Do I have to apply for leave through the Student Leave System?

A：Unless otherwise specified by the course instructor, leave should generally be requested through the Student Leave System.

Q3：Besides computers, can I apply for leave using a mobile phone or tablet? How do I do it?

A：You can operate through computers, mobile phones, tablets, and the iNTHU App. For detailed instructions, please refer to the "Student Leave System User Manual" (such as the Related Downloads).

Q4：What are the categories of student leave and how is the leave applied for?

A：Student leave is categorized into personal leave, sick leave, psychological leave, menstrual leave, bereavement leave, maternity leave (including prenatal leave), indigenous ritual leave, and official leave. For the application process, please refer to the Student Leave Introduction.

Q5：If you are unable to apply for leave in advance or if you miss the deadline for applying, how should you proceed?

A：In special circumstances, if unable to apply in person due to severe illness, or unforeseen contingencies, leave may be reported to the course instructor by phone, email, or through an entrusted person. Students may complete the application within seven days (including holidays) from the last day of absence with certificates and select "Apply before today" in the Student Leave System, overdue applications will not be accepted. However, menstrual leave, indigenous ritual leave, and official leave cannot be applied for retroactively as they do not require approval from the course instructor.

Q6：If you need to request leave during midterm or final exams due to unforeseen circumstances, how should you proceed?

A：Leave during the designated midterm or final exam period by the course instructor is only permitted for official affairs, acute illness, childbirth, bereavement of close relatives, unforeseen force majeure, or factors not attributable to the applicants, relevant certificates are required and approved by the course instructor before submitting the application through the Student Leave System.

Q7：Does submitting the leave application form indicate that the leave process is complete?

A：After submitting the leave application form, the leave process is only complete for psychological leave, menstrual leave, indigenous ritual leave, and official leave as they do not require course instructor approval. Personal leave, sick leave, bereavement leave, and maternity leave (including prenatal leave) must be approved by the course instructor to complete the leave process. Applications that are not reviewed or not approved are regarded as being absent without leave.

Q8：After submitting the leave application, if the course instructor has not reviewed it for a long time, how should I do it?

A：Once the leave application is submitted, the course instructor will receive an automated system notification for review. If the course instructor has not reviewed the application before class, students are advised to proactively contact the course instructor and regularly check the status of the application to ensure the leave process is completed.

Q9：If you have already submitted a leave request and need to cancel it, how should you proceed?

A：If you have already submitted a leave request and discover an error or the circumstances for taking leave no longer apply, you can cancel it yourself if the leave date has not arrived yet. However, if it is past the leave date (including the same day), you will need to fill out  the "Student Retroactive Leave Cancelation Form" paper application form (such as the Related Downloads), have it approved by the course instructor, and then submit it to the Division of Student Assistance to proceed with the cancellation.

Q10：How can I check my leave record and approval status?

A：Please navigate to the "Student Leave" section of the Student Leave System, then select "Leave History" and " Course and Leave" to check the information you need.

Q11：If the consecutive days of leave span over a holiday, will the system automatically deduct the holiday?

A：Holidays without classes are not counted by the system during consecutive leave days. However, if a leave period includes a holiday, it still counts as consecutive. For example, if you take leave from Friday to the following Tuesday, it counts as 3 consecutive days, not 5.

Q12：Does taking leave affect academic performance (including attendance records) or conduct grades?

A：The Regulations for Student Leave of Absence only specifies matters related to taking leave, academic issues shall be handled according to the Academic Regulations and relevant regulations on grades. According to Article 32 of the Academic Regulations, for each subject per semester, if a student obtains approval or reference of various types of leave from the course instructor beforehand, and the accumulated absences do not exceed one-fourth of the total class hours for that subject in the semester, the "attendance record" for that subject may not be deducted. If the course instructor has additional regulations due to course requirements, those regulations should prevail, but they must be clearly stated in the course syllabus. However, approved personal leave, sick leave, maternity leave (including prenatal leave) due to pregnancy, childbirth, or caring for children under three years old will not result in deductions for absences. As for conduct grades, they are only affected when reported by various units within the school for rewards or disciplinary actions due to violations of school rules. Leave does not impact conduct grades.

Q13：If the course instructor deducts my grades after not approving my leave request or after approving it or noting it for reference, can I seek redress?

A：Students who believe that other measures or decisions of the school are illegal or improper, causing damage to their rights or interests, may accordance with the school's student complaint procedures, file a complaint with the "Student Complaint Review Committee" of the Office of the Secretary.

Q14：What rules should be followed when taking a "psychological leave"? Is it necessary to obtain the course instructor's approval to take leave?

A：Students who have difficulty attending classes due to psychological or mental reasons may submit applications for leave to the course instructor on the same day. For a maximum of five days in a semester and no relevant certificates are required. However, if unable to apply for leave on the same day due to special circumstances, after stating the reasons, proceed with the supplementary application process. Amounts to three accumulated days in a semester, the advisor and department counselor should be notified to provide priority care, and will refer the applicant to the Counseling Center if necessary. At our school, requests for psychological leave are directly submitted to the course instructor for reference. Therefore, there should not be instances where leave requests are not approved by course instructors. However, the only exception for taking leave during midterm and final exams is if the student meets the special circumstances outlined in Article 4 of the Regulations for Student Leave of Absence and obtains the course instructor's approval.

Q15：In what situations can one apply for "official leave"? What is the application process, and to which department should the application be submitted?

A：Students requesting official leave must meet one of the specific circumstances outlined in Article 3, Paragraph 1, Subparagraph 8 of the Regulations for Student Leave of Absence. However, they cannot apply directly through the leave system and must submit the "Student Official Leave Application Form" paper application along with certificates to the organizing unit, providing electronic copies (such as Related Downloads). The application will be reviewed by the organizing unit, the responsible unit, or the dispatching unit's administrator, followed by a review by a second-level supervisor and final approval by a first-level supervisor based on the official leave reason. For example, student associations or varsity teams require the approval of the administrator(Division of Student Activities or Physical Education Office ), director, and dean of the Student Affairs Division; departmental activities, military service, or other unclassifiable activities require the approval of the administrator, director, and dean of the department/program; students assigned by an administrative unit to be responsible for official duties require the approval of the administrator, second-level, and first-level supervisor of the administrative agency. After approval, the system will send a notification email to the course instructor.

 

Teacher

Q1：How do I review student leave requests?

A：After a student submits a leave request, the system automatically sends an email to the course instructor. When the course instructor views the email, it includes the student's leave information and the leave request number. Please click on the leave request URL and enter your staff ID to proceed with the review. However, you can only review the specific student leave request assigned to you. If there are other leave requests pending review, the system will also remind you of the relevant information. Alternatively, you can log into the Student Leave System, verify your credentials, and proceed to review all leave requests.

Q2：Besides computers, can I apply for leave using a mobile phone or tablet? How do I do it?

A：You can operate through computers, mobile phones, and tablets, for detailed instructions, please refer to the "Student Leave System Teacher's User Manual" (such as Related Downloads). However, currently unable to use the iNTHU App to review student leave requests.

Q3：Do I need to review all types of student leaves?

A：Currently, the types of student leaves that require review by the course instructor are personal leave, sick leave, bereavement leave, and maternity leave (including prenatal leave). Leaves for psychological leave, menstrual leave, indigenous ritual leave, and official leave are notified to the course instructor for reference but do not require review. For the approval process, please refer to the Student Leave Introduction.

Q4：If I exceed the deadline for reviewing student leave requests, can I still review them?

A：Sure, as long as you haven't reviewed student leave requests, you can complete the review in the system before switching to the new semester.

Q5：After reviewing the students' leave requests, I discovered I clicked the wrong button, either selecting the wrong review result or reviewing the course of another course instructor for the same class. Can the review result be corrected?

A：If the student's leave date has not yet arrived (including the same day), the review results can be directly changed, such as changing approved to not approved, and vice versa. However, if the student's leave date has passed, the review results can no longer be changed. If the course has more than two course instructors, both course instructors will receive a review notification. The final review result will be based on the last course instructor who reviews it.

Q6：Is it necessary to use the Student Leave System?

A：If the course instructor has established specific procedures for requesting leave related to that course, it may not be necessary to use the Student Leave System. However, if leave is not requested through the Student Leave System, the school cannot track the student's leave situation. For instance, timely counseling and support for psychological leave may not be possible.

Q7：How to inquire about students' leave records and approval status?

A：Please navigate to the "Student Leave Form" section of the Student Leave System, then select " Course Leave List " to check the information you need, and you can export it to an Excel file.

Q8：After a student completes their leave, can I deduct their attendance grade?

A：The Regulations for Student Leave of Absence only specifies matters related to taking leave, academic issues shall be handled according to the Academic Regulations and relevant regulations on grades. According to Article 32 of the Academic Regulations, for each subject per semester, if a student obtains approval or reference of various types of leave from the course instructor beforehand, and the accumulated absences do not exceed one-fourth of the total class hours for that subject in the semester, the "attendance record" for that subject may not be deducted. If the course instructor has additional regulations due to course requirements, those regulations should prevail, but they must be clearly stated in the course syllabus. However, approved personal leave, sick leave, maternity leave (including prenatal leave) due to pregnancy, childbirth, or caring for children under three years old will not result in deductions for absences.

Q9：Why set up "psychological leave"? Do I have to approve a student's request for " psychological leave"? Can I deduct grades for it?How to handle taking leave for semester exams?

A：The Ministry of Education encourages schools to actively promote and enhance campus mental health. The goal is to help students understand how to manage emotional or psychological stress, and to encourage school staff to address students' mental health issues. Schools are urged to support students in need at appropriate times and provide counseling mechanisms to assist them in resolving problems and adapting to challenges. Psychological leave applications shall be submitted to the course instructor for reference, course instructors are only notified and their consent is not required. As such, course instructors still have the right and responsibility to determine grades according to their own assessment criteria. However, to avoid disputes, it is recommended that you clearly specify the grading criteria for student absences in the course syllabus. The only exception for taking leave during semester exams is if the student meets the special circumstances outlined in Article 4 of the Regulations for Student Leave of Absence and obtains the course instructor's approval.

Q10：Do I have to approve a student's request for " official leave"? Can I deduct grades for it?

A：Students requesting official leave are entitled to leave as required by law for official purposes, in addition to meeting one of the conditions specified in the Regulations for Student Leave of Absence for official leave, the application will be reviewed by the organizing unit, the responsible unit, or the dispatching unit's administrator, followed by a review by a second-level supervisor and final approval by a first-level supervisor based on the official leave reason. Course instructors are only notified and their consent is not required. As such, course instructors still have the right and responsibility to determine grades according to their own assessment criteria. However, to avoid disputes, it is recommended that you clearly specify the grading criteria for student absences in the course syllabus.

 

Faculty

Q1：What is the application process for students requesting official leave?

A：Students requesting official leave must meet one of the specific circumstances outlined in Article 3, Paragraph 1, Subparagraph 8 of the Regulations for Student Leave of Absence. All applications are to be assisted by faculty and staff. Students may submit the "Student Official Leave Application Form" paper application along with certificates to the faculty or staff of the organizing unit, or the faculty or staff may directly submit the application and provide an electronic copy (such as the Related Downloads). The faculty or staff of the organizing unit will then upload an Excel file of the "preview list" and "verified leave information" once confirmed correct, the application will be reviewed by the organizing unit, the responsible unit, or the dispatching unit's administrator, followed by a review by a second-level supervisor and final approval by a first-level supervisor based on the official leave reason. After approval, the faculty or staff of the organizing unit should upload the stamped official leave certificates to the Student Leave System for reference by the course instructor. For detailed information on the official leave application process, please refer to the “Official Leave Application Process Instructions”(such as the Related Downloads).

Q2：How is the organizing unit of a student's official leave determined?

A：Student associations or varsity teams require the approval of the administrator(Division of Student Activities or Physical Education Office ), director, and dean of the Student Affairs Division; departmental activities, military service, or other unclassifiable activities require the approval of the administrator, director, and dean of the department/program; students assigned by an administrative unit to be responsible for official duties require the approval of the administrator, second-level, and first-level supervisor of the administrative agency.

Q3：If a group official leave includes students from different departments, does each student's respective department need to approve the leave?

A：Students' official leave is approved by the organizing unit, responsible unit, or dispatching unit based on the nature of the reason, and does not require approval from the students' respective departments. Once approved, the system will send a notification email to each student's course instructors.

Q4：How can I check if my assistance application for a student's leave has been successful?

A：Please navigate to the "Student Leave Form" section of the Student Leave System, then select " Official Leave Record" to check whether the application was successful.

Q5：If I have assisted a student in submitting an official leave application but later discover that the dates are incorrect or the student requests cancellation, can it be revoked or corrected?

A：After submitting the official leave form, if errors are discovered or if the reason for leave no longer applies, you can cancel it yourself if the leave date has not yet arrived. If it is past the leave date (including the same day), you will need to fill out the "Student Retroactive Leave Cancelation Form" paper application form(such as the Related Downloads), which will be reviewed by the organizing administrator, the second-level supervisor, and approved by the first-level supervisor before being submitted to the Division of Student Assistance for cancellation. However, cancellations apply to the entire leave request under the same leave course; it is not possible to cancel only specific periods. After cancellation, a new application must be submitted (no late applications allowed), and direct date changes are not permitted.