Authorised absences
There are limited circumstances in which the University will not withdraw its sponsorship of a student’s visa during a period of authorised absence.
An authorised absence requires prior approval whether the student is remaining in the UK or travelling outside the UK.
- Students will need to agree to the terms and conditions from an absence that are explained below.
- Students are required to confirm their return in person to the academic department office/reception on the first working day after the end of the absence to close and update the record.
- Taught students do not need to request an authorised absence during University holiday periods.
| Length of planned absence | How can you authorise this absence? |
|---|---|
| Absence of seven days or fewer |
|
| Absence of up to 30 days |
|
| Absences of 31 to 60 days - Research students only |
|
| Absence of more than 60 calendar days, Leave of Absence - Research students only |
|
| Under 60 calendar days, Leave of Absence - Research students only |
|
Annual leave
This information is only valid for research students.
All annual leave that is due to be taken after 16 September 2024 will need to be requested via FlexiApp. This should be available on 16 August for requests to be submitted.
Any leave that is to be taken before this date still needs to be requested via eVision. If you require leave for less than 7 days you will need to complete a paper form. Please contact student-visa@york.ac.uk if you require a paper annual leave form.
Once the FlexiApp system is in place, the Visa Compliance Team do not need to be informed about annual leave requests and will not have oversight of leave allowances.
Changing study location
These requests can only be made by postgraduate taught students during their Capstone Module/dissertation period or postgraduate research students.
It must be agreed in advance and requested through e:Vision.
Student Visa holders are required to reside within a reasonable distance of the University of York, and to attend all instruction of study and supervisions, at the University of York campus unless prior approval has been made for students to temporarily change their study location in order to collect data, research or attend field trips which directly contribute to their studies.
This applies to all changes of study location over three working days. The change of study location will be reported to the UKVI. The UKVI expects that a Student Visa holder is attending campus for the majority of their studies, so any request over six months requires the additional approval of the Visa Compliance Manager.
Please be aware that the Visa Compliance Manager may deny requests if a student is spending a significant period(s) of time away from the University and it is assessed that this would not be seen as compliant by the UKVI.
Early departures
Undergraduate students
Student Visa holders are required to reside within a reasonable distance of the University of York and to attend all instruction of study at the University of York campus unless prior approval has been made.
An undergraduate student, returning next academic year, must remain in York until the end of Semester 2 when the exams period has finished. They are not permitted to leave early, and not permitted to request an Authorised Absence in order to do so.
Students at the end of their programme of study (Finalists)
The University has an obligation to report any Undergraduate finalist student leaving more than two weeks before the end of Semester 2 to the UKVI, this will be done within 10 days of their departure and the UKVI will cancel the Student Visa.
Early departure will need to be requested via your e:Vision account.
You will not be able to re-enter the UK unless you have obtained new entry clearance, this includes for Graduation, and you will not be eligible for the Graduate Route Visa.
Postgraduate taught and research students
Student Visa holders are required to reside within a reasonable distance of the University of York and to attend all instruction of study at the University of York campus unless prior approval has been made. For postgraduate taught students only, this includes the Capstone Module period.
For postgraduate research students, this includes the continuation period, if a Student Visa holder leaves the UK prior to the end of their writing up and plans to submit from home, the Visa Compliance Team will report the departure to the UKVI and withdraw sponsorship.
If a student requests to leave the UK during this period, they must complete the below form and adhere to the following conditions:
- they must seek prior authorisation to leave the UK from their Supervisor; and
- the student must ensure that their dissertation is received on the agreed deadline; and
- the student must agree that leaving the UK will result in their right to remain in the UK being withdrawn.
Early departure should be requested via e:Vision.
You will not be able to re-enter the UK unless you have obtained new entry clearance, this includes for Graduation, and you will not be eligible for the Graduate Route Visa.
Frequently asked questions
Your request is sent to your academic supervisor/s who will respond and make a decision. Please note, you need approval before you depart for your absence. You will need to contact your supervisor for an update of your request.
You need to confirm your attendance in person at your Academic Department reception/office on the first working day after your absence has ended. The absence will be closed down and your record updated. Please take your student card. If your absence is not closed correctly, then you will receive email notifications.
In order to extend your absence, please contact student-visa@york.ac.uk. It may not be possible to extend your absence if you have already reached the permitted amount of time.
If you need to leave the UK in an emergency, please email student-visa@york.ac.uk and copy in your department and/or supervisor indicating how long you expect to be absent. You will then be advised what further steps need to be taken.
Should you wish to amend your absence, please email student-visa@york.ac.uk and include your department or supervisor with the correct dates. Please note, any approval given is only for the dates originally booked until you have received further confirmation.
To confirm the amount of days you have remaining, please contact either your department/supervisor who can confirm or email student-visa@york.ac.uk.
To cancel a current request, please contact student-visa@york.ac.uk and include your department or supervisor.