Submit leave request - intermissions & absences, extending student status, status 'Researcher Completing Thesis, or withdrawal

Submit the form to request intermission, leave of absence, status 'Researcher Completing Thesis', extension of student status or to withdraw from the programme.

Eui

Submitting the form will send your request to department and to your supervisor(s), who will provide their approval or support to the request as (and if) needed. The request will be presented to next **Department Meeting**, provided it is received in time (typically by the Monday of the week before the Department Meeting). After this, it will go to the **Entrance Board** for final approval. You can track the status of your request by accessing the portal. You will also receive email notifications if your request is approved by your supervisor, Department and Entrance Board. Important note - if your request is supported by sensitive documentation, such as medical notes, please make sure you will send these details via email directly to the dedicated ESR Medical Certificates inbox [esrmedicalcertificates@eui.eu](mailto:esrmedicalcertificates@eui.eu)

Completing a form in MyEUI

Go to My EUI portal (my.eui.eu) and log in to your EUI account (with your EUI credentials)

Submit a form, accessible under section "Cases". You can open Cases from the main page or via left hand menu:

To start a new request, click + to add new:

Select "Request for leave, intermission, status change or withdrawal" (if prompted - the requirement to indicate a case type may be skipped automatically if there are no other types available at the time you start your request)

Next, select "Request to Entrance Board":

Complete the form as needed. If you wish, you can save it as a draft and continue later. You will see the saved draft in the my EUI portal under 'Active cases'. Note - the department will not see, nor start considering the request until it has been submitted.

Select the absence/request, e.g. "Leave of absence with grant"

Note, the follow-up information that needs to be completed depends of which absence/status you are requesting. Also, after you have selected the request type, you will see a short description of eligibility etc. as defined in Academic Rules and Regulations, to help to ensure you select the correct request.

Indicate the dates applicable for the request, following the instructions on the form, where applicable. Note, some requests, such as intermissions and extensions, need to be indicated by entire month-periods, starting with first of the month.

Where applicable, you can upload one or more documents (up to 5 are allowed). Medical certificates should not be uploaded, but sent via email to the ESR Medical Certificates inbox [esrmedicalcertificates@eui.eu](mailto:esrmedicalcertificates@eui.eu) Note - you do not need to upload your supervisor's approval as evidence at this point, since the submitted request will be forwarded to your supervisor for review and, where applicable, their support. However, it is recommended that for absences and extensions that require supervisor support, you would have discussed your plans with your supervisor in advance.

Once the form is completed, click "Submit". This will start a workflow. **NOTE**: If your request is of **medical nature, duty of care** or **parental leave**, it will be first reviewed by the designated staff in Academic Service, upon receipt of your medical supporting documentation sent to [esrmedicalcertificates@eui.eu](mailto:esrmedicalcertificates@eui.eu). Therefore, please send the evidence as soon as possible to ensure timely processing of the request, in view of the upcoming Departmental meeting. After the medical evidence has been reviewed, the request will be sent to Department and to Supervisor.

Tracking & viewing your request in the portal

To see the details as well as status of the ongoing request, open Cases and click on the request (listed under section Active cases):

On the right you see the overview of your request, as well as a button to withdraw the request. The option to **withdraw** the submitted request from the portal is available only at the start of the flow (until either the Department or designated staff in Academic Service have received and reviewed the request details). Should you wish to withdraw the request at a later stage and you no longer see the withdraw button, please contact the department.

You will be able to see the progress of the request under Overview, along with the dates the different activities have been completed. You will also receive email confirmations to keep you updated (e.g. after Supervisor review (where applicable), Department Meeting decision as well as with the Entrance Board decision).

To view the details you submitted (incl uploads), click on Documents and Forms:

To view, click "Request form" or on the upload(s)

View requests after Entrance Board decision

You can see also your past requests in the My EUI portal (apart from those that you withdrew). Open Cases:

Click "Completed cases"

Here will be listed all requests with the recorded outcome (e.g. Approved) and the date. You can open the request to see more details:

Here you can view all the steps and dates of your past request, as well as the request form and associated documents.