Informal Time Off (ITO) form

If you haven’t already, be sure to complete this 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 consecutive term of ITO (summers excluded), you will need to submit an official Leave of Absence (LOA).

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 students (Year 2+ and Transfer students):

College Advising Centers

advising.calpoly.edu/advising-centers

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.

If you are a first-time first-year student: you may already be blocked into classes for the next term. If this is the case, 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please note that you will not be placed on Leave of Absence status until you are enrolled in “0” units or have dropped/withdrawn from all classes.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

Maritza Perez
Basic Needs Coordinator
mpere148@calpoly.edu
Building 27
(805) 756-1045

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 not, you may have access to the following programs:

• Food Resources
• Housing and Community Resources
• Financial Resources
• Mental Health 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

Current Year 1 Scholars:

Trisha Hongcharti
Program Coordinator
thongcha@calpoly.edu
(805) 756-5198

Current Year 2 Scholars:

Ana Garcia
Program Coordinator
agarc596@calpoly.edu
(805) 756-5125

Current Transfer/Year 3+ Scholars:

Everardo Vences
Program Coordinator
evencesg@calpoly.edu
(805) 756-5123

Students taking time off are eligible to participate in Scholars events but are not required to complete Scholars program requirements in the term(s) they are away.

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: Monday – Thursday, 1p.m. - 4 p.m.
Zoom Drop-in : Monday – Thursday, 1p.m. - 4 p.m.

To make an appointment:

• log into MustangJOBS

• click “Career Center” (top-right of screen)

• select “Appointments”

Scheduled appointments are your opportunity to meet individually with your Career Counselor and address your specific needs. Appointments range from 30 minutes to an hour, depending on the topic, and you can make an appointment during your time off.

• Appointments are best for career exploration and change of major discussions.

• Drop-In hours are great for students seeking for support for the following three topics: resumes, cover letters, and interview prep with help from our Career Services Ambassadors.

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 additional support during this process, please contact the Disability Resource Center (DRC) for assistance. Services are currently offered in person or virtually and may include:

• Online test-taking support

• Alternative media services

• Note-taking service coordination

• Remote assistive technology support

• General problem-solving support (e.g. transportation around campus)

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 (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.

Notify the Financial Aid Office of your plans for internship, co-op, study abroad, or taking terms off by sending an email to financialaid@calpoly.edu. Include your full name, EMPL ID, and major in your email, and send any communication 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.

Mustang Success Center

Building 52, Room D-37

success@calpoly.edu

success.calpoly.edu

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

Students who are time off (ITO) may be seen at Health Services but are subject to fee-for-service charges.

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.

University Housing
Building 31
(805) 756-1226
housing@calpoly.edu
housing.calpoly.edu

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 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 are in an ICMA currently, it is important to email whomever is listed as "Change of Major Approver #1 Username" on your agreement to request an extension of the terms. This must be done 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.

Transportation Services
UPD, Building 36
(805) 756-6654
parking@calpoly.edu
afd.calpoly.edu/parking

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 is a $25 fee and your refund will be prorated based on the number of weeks 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.

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

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

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

SLO Campus:

Building 01, Room 213
805-756-1428

Solano Campus:

707-654-1030, ext. 6

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

Completion of up to 60% or end of drop period of the term: entitled to pro-rata refund of Category I and II mandatory system wide and campus fees including non-resident tuition if applicable.

Holds:

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 students from being able to enroll and receive other University services.

To ensure your 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.