Informal Time Off (ITO) form

To take ITO, undergraduate students should complete the ITO form and read the instructions provided. This includes important details relevant if you need more time away.

If you are going to be taking off more than one term of ITO (summers excluded), you will need to submit an official Leave of Absence (LOA).

If you are a graduate student who wants to take time off, please email grad@calpoly.edu for support.

Leave of Absence (LOA) application - Domestic Student

Leave of Absence (LOA) application - International Student

Please review the eligibility requirements and submission process. Select “Taking Time Off" and then "Leave of Absence (LOA).”

Academic advisors are available to help with this process.

First-year students:

Mustang Success Center

Building 52, Room D-37

success@calpoly.edu

success.calpoly.edu

All other undergrad students (Year 2+ and Transfer students):

College Advising Centers

advising.calpoly.edu/advising-centers

Graduate students:

Grad Ed

grad@calpoly.edu

https://grad.calpoly.edu/

Please review information for withdrawals on the Office of the Registrar's website as well as the planning calendar for the term to review information about deadlines.

Withdrawing from the term counts as an attempted term, which means that you do not need to use Informal Time Off (ITO) for that term. ITO would begin the following term if you do not enroll.

If your last date of attendance was prior to the drop deadline, your term withdrawal will be processed as a "true drop" as if you dropped the courses yourself. This means that the term would count as ITO.

If you are a first-time first-year student: you may get blocked into classes for both fall and spring terms. If you receive a block schedule while you're taking time off, you will need to return to your Student Center during your upcoming enrollment appointment and drop those courses from your “Enrollment Tab” in your Student Center in order to avoid paying fees or being assigned a grade of "F"/"WU". You will not be placed on LOA until you are enrolled in 0 units. Please connect with your advising center if you have any questions about this!

Students taking a Leave of Absence (required if taking more than one consecutive term away, not including summer):

• Submitting a Leave of Absence form does not withdraw you from courses.
• If you are currently enrolled in classes and plan to finish out the term, please note that you will not be placed on Leave of Absence status until you are enrolled in “0” units or have dropped/withdrawn from all classes.

Basic Needs Programs basicneeds.calpoly.edu

Cal Poly's Basic Needs Programs seeks to ensure that all students have access to the resources needed to focus on education and success at Cal Poly. Whether you are enrolled in classes or taking time away from Cal Poly, you may still be eligible for the following programs:

• Food Resources
• Housing and Community Resources
• Financial Resources
  • If you have applied for a Cal Poly Cares grant and have questions, please contact the Office of the Dean of Students at student-success@calpoly.edu. 
• Mental Health Resources
  • Additional campus Mental Health resources: SLO Counseling Service at Cal Poly 
• Transportation Resources 

Cal Poly Scholars
Bldg 15, Rm. 116-120

Monday - Friday from 8 a.m. - 5 p.m.
scholars.calpoly.edu

For general inquiries:
cpscholars@calpoly.edu

Phone: (805) 756-5103 

Please refer to the main Cal Poly Scholars website for contact information to program coordinators.  

Students taking time off are not required to complete Scholars program requirements in the terms they are away, but they are eligible to participate if they’d like.

To understand potential financial impacts to your Cal Poly Scholars scholarship, email financialaid@calpoly.edu.

Career Services
Student Services, Bldg. 124
careerservices.calpoly.edu
(805) 756-2501

careerservices@calpoly.edu

General Drop-In: Check for current days/times

To make an appointment:

• log into MustangJOBS

• 1st-time users complete basic profile 
• click “Counseling Appts” (top-right) 
• select “Request New Appointment” 

• If you do not have access to MustangJOBS, please email careerservices@calpoly.edu

Career Services has curated a Career Resource Toolkit for students to access - it includes topics like job searching, considering graduate school, and career specific resources curated for various identities and lived experiences.  

Career counselors are here to support you in all stages of your career and post-graduation planning. Appointments range from 30 minutes to an hour, depending on the topic, and you can make an appointment during your time off.  

Drop-In hours are great for students seeking support for the following three topics: resumes, cover letters, and interview prep.  

Appointments are best for career exploration, change of major discussions, and more in-depth job or graduation school searching. It is recommended that students explore PathwayU, prior to setting up a change of major appointment.  

Campus Health & Wellbeing
Counseling & Psychological Services (CAPS)
(805) 756-2511
Building 27, Room 135
chw.calpoly.edu/counseling

CAPS is currently offering services in-person and remotely by phone and HIPAA-compliant Zoom.

To schedule an appointment:
call (805) 756-2511

If you are in crisis: 
call (805-756-2511) anytime*

*After hours, follow the prompts to speak with a counselor.

Eligibility for services:

• Currently enrolled Cal Poly students (graduate and undergraduate)

• Students who have chosen not to enroll for summer term, but were registered in the previous spring term and are registered for the following fall term

• For couples counseling, all partners must be currently enrolled Cal Poly students

• Students who have withdrawn from a term and do not receive a refund of fees maintain eligibility for services at CAPS through the end of that term.

• A student who is no longer eligible (loss of matriculation status and/or refund of tuition and fees) and for whom termination of care would present significant risks, may receive authorization for continued care until the student can be referred to another appropriate treatment option.

Disability Resource Center
Building 124
(805) 756-1395
drc@calpoly.edu
drc.calpoly.edu

If you have a temporary or permanent disability and need support, please contact the Disability Resource Center (DRC) for assistance.

Even if you do not have verification of documentation of a disability, you can fill out the DRC Online Student Application to initiate the process. A DRC Access Specialist will contact you to request necessary information and schedule an individual intake appointment to discuss individualized support options. 

Services are currently offered in person or virtually and may include:

• Disability management

• Online test-taking support

• Alternative media services

• Note-taking service coordination

• Remote assistive technology support

• On-campus transportation

• Sign language interpretation

If you are taking time off, it is helpful to notify your Access Specialist when you plan to return so you can coordinate services in advance, if needed.  

International Center
Library: Building 35, Room 319
(805) 756-1477
international@calpoly.edu
international.calpoly.edu

Students on an F-1 visa, please check with the International Center before dropping classes or discontinuing from Cal Poly. Changes to your class schedule could impact your visa.

If you are an international student or scholar, please send your email correspondence to: intlservices@calpoly.edu

Financial Aid Office
Building 01, Room 212
calpoly.edu/financial-aid

Most general questions can be answered via email at financialaid@calpoly.edu or phone at (805) 756-2927. 

Walk-up Window: Mon-Fri • 10-12 & 1-3 

Phone Hours: Mon-Thurs • 1:30-3:30 

Counseling Appointments: Mon-Fri • 8-5 

Taking a leave from Cal Poly, even for one term, could have implications for your financial aid. 

To view the type of aid you receive, log into your Student Center and select “Financials” on the sidebar, then select ”View Financial Aid." 

Notify the Financial Aid Office of your plans for internship, co-op, study abroad, or taking time off by sending an email to financialaid@calpoly.edu or by meeting with a financial aid counselor and inquire how your aid might be impacted if you take time off. Include your full name, EMPL ID, and major in your email sent from your Cal Poly account. 

Student Loans: After six months of not being enrolled in at least half-time status (at any institution), you may be in repayment mode for disbursed loans. This is an important topic to review with your financial aid counselor when considering time off.

Federal, State & University Repayment: If you receive federal, State, or University Financial Aid and withdraw from all classes prior to completing 60% of the term, you may need to pay back a prorated portion of your aid.

Cal Grants: If you’re not enrolled at least half-time for any term, you must request a Leave of Absence from the Cal Grant program. You are allotted a maximum of 4 semesters/6 quarters (200%) of Leave of Absence throughout the lifetime of your Cal Grant award. Extensions may be granted for extenuating circumstances for students that submit a Cal Grant Appeal. Please review this website for important information and processes. 

Return of Title IV Funds - Unsubsidized Federal Stafford Loan, Subsidized Federal Direct Loan, Federal PLUS Loan, Federal Pell Grant, Federal SEOG Grant, and Other Title IV Programs:

• The Federal Return of Title IV Funds policy mandates that students who officially or unofficially withdraw from all classes may only keep the financial aid they've earned up to the time of withdrawal. Federal aid recipients who withdraw from Cal Poly may need to repay a portion of their financial aid money. You are not required to repay any money you have earned via Federal Work-Study.

• The portion you may need to repay will be calculated by the Financial Aid Office and returned to federal or state programs. You may need to reimburse Cal Poly for what has been returned on your behalf.

• No repayment is required if you withdraw after completing 60% of the term. If you are considering withdrawing for a term, contact the Financial Aid Office to determine the impact of doing so.

SAP Appeals (Satisfactory Academic Progress): if you did not meet satisfactory academic progress requirements during your last term attended, you may be required to submit a Satisfactory Academic Progress appeal in order to receive financial aid for the term you plan on returning. The appeal must be submitted in advance of the term you plan to return and by the applicable deadline. 

• If you recently had a SAP appeal approved and you are currently on financial aid probation (FA SAP probation), but need to take time off, please contact the Financial Aid Office as soon as possible to inquire about your options.  
• Not sure if you need to submit a Satisfactory Academic Progress appeal? Check your Cal Poly emails for emails from the Financial Aid Office or see your Cal Poly To Do List. You may also see a hold in your Holds section in your Student Center. You can also reach out to the Financial Aid Office directly at financialaid@calpoly.eduor (805) 756-2927 to inquire. 

Changes in Financial Status: If your financial situation has changed and your current financial aid award does not reflect the change, you can request a review of your financial information through Special Circumstances forms, which may result in an adjustment in your financial aid award.  

• View these webpages for more information: 

  • Special Circumstances Appeals 

  • Cost of Attendance Appeals 

  • Dependency Appeals 

• Special Circumstances forms are accessible on: https://calpoly.studentforms.com 

Mustang Success Center

Building 52, Room D-37

success@calpoly.edu

success.calpoly.edu

First-year students cannot use time off to defer their admissions. If you are a first-year student who does not plan to attend your first term at Cal Poly, please email admissions@calpoly.edu for support.

We recommend that first-year students start by taking Informal Time Off (ITO) if interested in taking the spring term off.

Submitting an Informal Time Off form does not prevent first-year students from being block enrolled in classes in future terms. It is important to drop any classes you are blocked into during your enrollment appointment for the term(s) you plan to be away to avoid owing fees or receiving grades of F/WU.

Health Services

Building 27

health@calpoly.edu

chw.calpoly.edu/health/health-services

If you were enrolled in the previous term, you may be eligible to receive medical care at Health Services at a fee-for-service basis.  

Campus Health & Wellbeing strongly recommends carrying private health insurance for medical and surgical problems beyond the scope of Cal Poly's Health Services. Each student is encouraged to have their own coverage for major medical, surgical and emergency expenses. Cal Poly cannot pay for off-campus care; therefore, an individual is responsible for those charges. We recommend consulting with an insurance broker to find the best available insurance coverage for you or Covered CA to choose a plan.

To find community health resources, reach out to the SLO County Public Health department and San Luis Obispo County Health Access for helpful information or call 805-781-4838.

If you are not insured, you may be eligible to receive some medical care through the SLO Noor Foundation. 

University Housing:

housing@calpoly.edu
housing.calpoly.edu

San Luis Campus:
Building 31
(805) 756-1226

Solano Campus:

Upper Residence Hall, 1st Floor

(707) 654-1400

You must be enrolled in courses at Cal Poly to remain in University Housing. It is your responsibility to cancel your Housing contract. Notifying other campus departments does not automatically cancel your contract.

Prior to canceling, please review the Housing Cancellations website and FAQS to learn more about their specific policies.

To cancel, go to your Housing Portal in your Cal Poly Portal. Select the Housing Cancellations link and complete the necessary steps. You will receive an email confirmation when the cancellation request has been received. Housing staff will review your submission and get back to you. This does not guarantee you will be let out of your contract.

Cal Poly requires 30-days' notice to cancel Housing contracts. Students who give 30-days' notice are not charged lack of notice fees. Students who don't give the required notice may be assessed lack of notice fees at the rate of $10 for each day. For example, if the cancellation is submitted 25 days prior to vacating, the student is assessed $50 for 5 days lack of notice. 

In some circumstances, exceptions may be made for students who are taking one term off but plan to continue their academics at Cal Poly the following term. For more information about this option please contact University Housing at housing@calpoly.edu.

Change of Major

Your ICMA is accessible through PolyProfile. In the Faculty/Staff approvals section of your agreement, find the “username” for “Approver #1”

If you find you need to take time off after accepting an Individual Change of Major Agreement (ICMA), you may request to have your agreement paused. ICMAs can be extended up to one full semester. Approval and conditions are up to the discretion of each department. See section VI. Request for Extension of an ICMA of the 2025-26 Change of Major policy for more information. 
 

To request a pause of your ICMA, email the Change of Major Approver #1on your ICMA agreement to request a pause and extension of the terms. Approval should be obtained before you take time off. 

Kennedy Library
Building 35
library@calpoly.edu
lib.calpoly.edu

Circulation Desk:
(805) 756-5760
circulation@calpoly.edu

Students in need of technology, please go to the ITS Tech Rentals page or call (805) 756-7000.

• You may return books and other physical materials (including CSU+ and Interlibrary Loan) at the main desk or drop bins in front of the library. If you are away from campus please email circulation@calpoly.edu and inform them you are on leave and cannot return the book or item at the present moment.

• Please contact Access Services at circulation@calpoly.edu with any questions about your checked-out items.

• Please contact Interlibrary Services at ils@calpoly.edu with any questions about CSU+ or Interlibrary Loan.

Cal Poly Transportation & Parking Services 
UPD, Building 36 
(805) 756-6654 

parking@calpoly.edu 

Cal Poly Maritime Academy Parking 

Police Department, Vallejo 

(707) 654-1179 

parking-maritime@calpoly.edu 

To request a parking permit refund, please send an email from your Cal Poly email address to parking@calpoly.edu. Be sure to include:

1. Your phone number

2. Your mailing address

3. The reason for canceling your permit.

There may be a cancellation fee. Your refund will be prorated based on the number of days you had your permit. 

Campus Dining
Building 19
(805) 756-5939
campusdining@calpoly.edu
calpolydining.com

First-time First-Year students who are living on campus will have their dining plan canceled once University Housing cancelation paperwork is received. Unused dining dollars are credited back to the student, less any non-refundable amounts.

For First-Year dining plans, up to $500 in unused Dining Dollars will carry over from Fall to Spring semester. At the end of the Spring semester, you can roll over up to $500 into a Community Dining Plan for the next academic year—as long as you purchase the new plan by June 20, 2027. If you don’t purchase a Community Dining Plan by that date, any remaining Dining Dollars will be forfeited. 

Continuing or Transfer students who wish to cancel, must complete a cancellation form* to cancel your Community Dining Plan. Note: Poly Grub and Poly 275 plans are not eligible for cancellation. As part of the cancellation process, their analyst will send a confirmation email. Processing may take 4-6 weeks.

*You must be logged into the Cal Poly Portal to complete the form

Community Dining Plans don’t have a limit on Dining Dollar rollovers from one semester to the next. However, at the end of the Spring semester, all community dining dollars can be carried over into the next academic year— only if a new Community Dining Plan is purchased by the deadline. Any remaining Dining Dollars will be forfeited if a new plan isn’t purchased by that deadline. 

For questions about dining dollar rollover, visit the FAQs on the Campus Dining website.

Recreation Center
(805) 756-1366

Active students who are taking time off may purchase a memberships for "non-enrolled students". Students not enrolled in classes are eligible to purchase memberships or self-sponsor their own guest access. This membership is eligible for pre-pay or auto-renewal for up to three months. 

Learn more at asi.calpoly.edu/facilities/recreation-center/membership/

Student Accounts
studentaccounts@calpoly.edu
afd.calpoly.edu/student-accounts

Cal Poly Student Accounts 
Building 01, Room 213 
(805) 756-1428 
 

Cal Poly Maritime Student Accounts 

Admin. Building, Room 18 

(707) 654-1059 

For both campuses, check the website for current drop-in days and times. 

To qualify for a full refund of mandatory campus fees, all courses must be dropped prior to the first day of the academic term.

• Students who drop or withdraw from all classes may only keep the financial aid they've earned up to the time of drop or withdrawal and will need to repay a portion of their financial aid award.  

• You are not required to repay any money you have earned via Federal Work Study.  

• Students who withdraw from classes after the 60% mark of the term will not be required to repay that term’s financial aid award.  

Students who have an overdue balance will have a financial hold placed on their academic records until the balance is paid to zero. The hold restricts the student from being able to enroll and receive other University services.  

Holds:

To ensure their ability to register on time when returning from time off, students should regularly review their account balance on their Cal Poly portal. Payment can be made online through the CASHNet portal or in person at the Cashier's Office:

• SLO Campus: Administration Building (Bldg 1), Room 131E
• Solano Campus: Administration Building - Room 18

Student Payroll
Building 01, Room 107
payroll-services@calpoly.edu
afd.calpoly.edu/payroll/students

Students who are employed and take time off may remain employed for one term after being enrolled in at least 6 units.