Class Absence Notification

The Office of the Dean of Students provides Class Absence Notifications for students with documented emergent situations and extenuating circumstances. Formal documentation/verification must be submitted including the dates in which the student was or will be absent from class.

Notification of a class absence does not excuse students from classes and/or course requirements. It is a means through which information can be shared regarding emergent and extenuating circumstances. It is the responsibility of the student to contact the instructors and determine a mutually agreed upon arrangement for missed work. The ultimate decision regarding absences and the resulting influence those absences have on grades or course progression is at the discretion of the instructor in consideration of policies outlined via course syllabi.


Emerging/Extenuating Circumstances

Health (including but not limited to):
  • Hospitalization
  • Acute medical illness, or injury
Personal/Family Event (including but not limited to):
  • Death of a loved one
  • Impacted by natural disaster
  • Immediate homelessness
  • Interpersonal Violence
Military Orders (including but not limited to):
  • Official military orders placing a student into active duty status
Pregnancy and Parenting

If you are seeking a class absence notification for pregnancy or parenting please contact the Office of Title IX Compliance


Class Absence Notifications will not be approved for:

  • Non-urgent doctors appointments (dentist visits, annual exams, physicals, etc.)
  • Job interviews/fairs
  • Non-emergency medical conditions
  • On-going medical or mental health conditions or concerns
  • Temporary Impairment (please review resources and support offered through the Office of Disability Resources)
  • Vacations
  • Participation in University Sponsored Events (please work with your faculty and/or advisor directly)

Documentation

Documentation must be clear, concise and submitted as follows:

Health

Documentation must be provided on official letterhead and dated by a licensed medical or mental health provider, including the dates of treatment or hospitalization and the student's anticipated return date. Medical records should not be provided.

Please note: on-going or chronic health concerns should be addressed through the Office of Disability Resources. 

Personal/Family Event

These types of emergencies or extenuating circumstances involve the student themselves, a family member, or loved one. The Office of the Dean of Students must be able to establish a relationship between the student and the immediate family member in order to advocate for a Class Notification Absence.

In cases of family illness (immediate family members only), the student must provide documentation on offical letterhead, dated by a licensed medical or mental health provider. The letter should include the dates of treatment or hospitalization, and the student's antcipated return date. The documentation must also include verification that the student was present with the family member.

In the event of a loss of a loved one, the student must provide an obituary, memorial service pamphlet, or other documentation. Such documentation must include the date of the loved one's passing, date of funeral/memorial service, and the city and state the services were held.

In the case a student has been impacted by a natural disaster or is involved in a situation of interpersonal violence, the student will need to meet with a Case Manager in the Office of the Dean of Students unless the student already has documentation, or a form of verification that the incident(s) occurred (ex: insurance, police report, protective orders, verification through Red Cross, etc.). This meeting should take place prior to submitting a Class Absence Notification Request Form. 

Military Orders

Official military orders must be signed and dated by a commanding officer/designee and include dates of departure and return. Such documentation may include but is not limited to: Title 10 Active Military Orders, Title 32 Training Orders, or DD-214. The Office of the Dean of Students recognizes that official military documentation may not be provided to a student upon receipt of orders. A letter from the Office of Student Veteran Services will be accepted in these situations. 


Submitting a Class Absence Notification

The Class Absence Notification request must be made within 10 business days of the absence. Should a student be unable to provide documentation within 10 days of an absence, the Office of the Dean of Students reserves the right to evaluate, on a case-by-case basis, the documentation and determine whether a Class Absence Notification will be approved. Requests will not be processed without support documentation.

Once the request and documentation have been submitted, the office will review and verify the submitted information. Submitted requests will generally be reviewed within two (2) business days. 

Upon verification, a Class Absence Notification will be sent to instructors via email, and the student submitting the request will be Cc'd on the email.

NOTE: Notification of a class absence does not excuse students from classes and/or course requirements. It is the responsibility of the student to contact the instructors and determine a mutually agreed upon arrangement for missed work. The ultimate decision regarding absences and the resulting influence those absences have on grades or course progression is at the discretion of the instructor in consideration of policies outlined via course syllabi.

The Office of the Dean of Students reserves the right to grant or reject notification requests at any time.

All University student records are protected by the Family Educational Rights and Privacy Act (FERPA); therefore, any information regarding the outcome of this request will not be shared without the direct written consent of the student(s) involved, unless law permits. Students may grant individuals permission to their educational records by utilizing Appalnet and following these instructions.

 

Class Absence Notification Request Form