University Affiliated Absences

Students representing the University or who are participating in University-sanctioned activities may submit an online absence notification request and select “University Affiliated Absence” from the nature of absence dropdown list.  

  • For university-sanctioned activities (e.g., competitions, field trips)
  • Needs documentation from university sponsor
  • Processing time: up to 5 business days
  • Should be submitted in advance

Official University activities may include but are not limited to participation in academic or experiential competition, field trips as part of a course, design team, or degree program, intercollegiate athletic competition, band, or serving as a delegate for regional or national conference.  This may also include other university-sponsored events endorsed by a student success or academic department, instructor, or faculty advisor or for participating in university-related business (e.g., student representative attending meetings related to University governance, serving on official committees or hearing panels, etc.).

Students are required to submit documentation from their faculty or staff sponsor regarding the activity. This may include a signed letter from the faculty or staff representative along with an event schedule.

In addition, students should present documentation to each instructor at the beginning of each semester or as early as possible to discuss their options and a plan forward.  

Due to the special nature of Intercollege competition, any Intercollegiate Student Athlete who misses class due to official athletic events and competitions should present their signed letter from the Faculty Athletic Representative in addition to their intercollegiate event schedule to each faculty member at the beginning of each semester or as early as possible to arrange a plan to complete assigned/missed work as appropriate. In addition, student athletes are encouraged to remind their faculty members of their upcoming intercollegiate absences one week prior.  

  • Athletes should provide signed letter from the Faculty Athletic Representative along with their event schedule at semester start.
  • May need additional documentation.
  • Student athletes should coordinate with their coach for any additional required information.

The following guide can be used to consider additional absence time to account for travel considerations based on the distance from campus, as follows:

  • Within 150-mile radius - no additional absence days
  • Between 150–300-mile radius - one additional absence days
  • Beyond 300-mile radius - two additional absence days
  • Outside the contiguous United States - four additional absence days.
    • International students are required to submit an International Travel Authorization form through the ISSS portal for any international travel.

Student Absence Request Procedure                                                                   

View Student Absence Request Flowchart

Step 1: Determine Eligibility
  • Absence is for three or more consecutive days.
  • Falls under one of the five extenuating circumstance categories listed above.
Step 2: Submit Request
Step 3: Dean of Students Review Process
  • Review typically takes 3 to 5 business days.
    • 15 or more business days may be required for complex cases or when additional documentation is necessary.
    • Requests submitted without the required documentation may be denied. 
  • Health-related requests take additional time for review by Student Health Services.
  • The student will receive either a copy of the absence notification or will be informed if notification cannot be issued.
Step 4: Communicate with Faculty
  • It is the student's responsibility to contact each instructor as soon as possible to discuss managing your absence and options for missed coursework.
  • Instructor decisions regarding attendance, make-up work, or missed exams remain at their discretion unless legally mandated, or they prefer to rely on the Dean of Students Office to make the determination.
Step 5: Additional Support
  • Student Rights:
    • Expect privacy to be respected in accordance with FERPA.
    • Access educational and support resources.

  • Student Responsibilities:
    • Review course syllabi, attendance, and grading policies.
    • Communicate directly with instructors regarding absences.
    • International students are required to submit an International Travel Authorization form through the ISSS portal for any international travel.
Absence Notice

For defined extenuating circumstances with the required documentation.

Request a Notice