Documentary evidence of your absence
In most cases, documentary evidence is required to support requests for authorised absences, suspensions, or extensions.
Evidence should be emailed to the Graduate School, and submitted at the time of the absence, or as quickly as possible afterwards, to allow us to handle your request quickly
Please note:
- We will respond to your University of Leeds email address
- Your Graduate School will not obtain documentary evidence on your behalf
- Retrospective requests for absence will only be approved in exceptional circumstances
- False declarations or fabricated documents are serious disciplinary offences under University regulations.
Types of evidence
Supporting evidence should be:
- Signed by a relevant third party who knows you professionally.
- On letterhead and include details of circumstances, dates, and duration, as well as the impact.
- From verifiable addresses and provided in English. Non-English documents must include certified translations.
Absence on health and wellbeing grounds
For health-related absences or extensions, acceptable medical documents include:
- Medical certificate, letters, or reports from a qualified medical practitioner (e.g., GP, hospital doctor, registered nurse, counsellor).
- For disability or chronic conditions, a Summary Support Sheet from Disability Services may suffice, though additional evidence may be required in some cases.
Please note:
- For ongoing conditions we may not require repeated medical evidence
- Where the absence relates to your wellbeing, please talk to your Graduate School regarding your individual circumstances. They will let you know what evidence, if any, is required.
- Where we require evidence, we expect evidence from non-NHS counsellors to come from professionals accredited by BACP or UKCP.
- We can often accept other letter-headed documents signed by a professional that explain how your health and/or wellbeing has affected your studies. This should also specify dates of incapacity. Your Graduate School can advise you on acceptable forms of evidence related to your condition.
- Prescriptions, appointment confirmations, or medication boxes are not acceptable forms of evidence.
- Documentary supporting information will only be accepted from verifiable addresses.
Absence related to bereavement
Evidence is not usually required.
Documentary evidence for a disability
We can often use the Summary Support Sheet from Disability Services if the request relates to your disability. Your Graduate School can confirm if additional information is required.
Unexpected/unplanned domestic disruption
Your Graduate School will confirm if evidence is required.
If evidence is required, it should show the dates and explain how your progress was disrupted (eg a landlord's or counsellor's statement).
Maternity leave
Please submit your MATB1 certificate.
Unpaid parental leave must be completed within 12 months of the birth or placement of the child. This leave may be taken in up to three blocks of leave or all at once.
Paternity leave
Evidence can be a MATB1 certificate, issued by a registered midwife, or a birth certificate.
Adoption leave
Provide a letter from your adoption agency or matching certificate.
Jury Service
Submit official correspondence from HM Courts and Tribunals Service.
Victim of crime
Provide a crime reference number from the police.
For sensitive cases, evidence from a medical professional, counsellor, or relevant person is acceptable.
Absence related to the health/wellbeing of a third party
Personal information or documentary supporting information about third parties is unlikely to be requested. If third party information is provided or deemed essential to the consideration of the case, it must be accompanied by consent for the University to process the data.
The request will focus on the impact on you. You will be asked to explain how the circumstances of the third party have impacted your research.
Your Graduate School can confirm whether evidence is required to support your request and, if so, what form this may take.