Absence Policies

Review the guidelines below and collect your documentation before submitting a request for an excused absence.

Request an Excused Absence

Note: In an emergency (student's unexpected hospitalization, death of a parent/guardian, etc.) that would prevent a student from being on campus to physically provide the form above to their faculty, an Emergency Excused Absence may be requested from the Interim Dean of Students by emailing Jeff Hamilton: jhamilton@shawnee.edu. Emergency Excused Absences may be requested by parents/guardians in the event a student is unable to make such a request.

Excused Absence Guidelines

These guidelines are designed to assist those students who are unable to attend classes for a period of time exceeding five (5) days due to a military, civic, medical, emergency reasons or university-sponsored activities. Students absent from classes for a period of five (5) or fewer days should consult with individual faculty and the Dean of the appropriate college for assistance.

Students absent as described in these guidelines should provide documentation to the Dean of the appropriate college, who will review the documentation and may issue an Excused Absence notation to the student for presentation to faculty.

Students who are excused from class for any reason are responsible for all work, materials, learning experiences, and requirements listed in the course syllabus and from the instructor. Faculty should work with the individual student to allow appropriate time and support for the student to complete the work, materials, learning experiences, and requirements.

Students enrolled in courses with minimum attendance requirements because of accreditation, licensure, or other reasons are expected to meet all attendance requirements of the course. If the student is unable to make up the missed hours for any reason, s/he may be permitted to withdraw from the course.

Applicability of Guidelines

The following situations entitle students to an excused absence:

University-Sponsored Activities

Students representing Shawnee State University at an official function or in an official capacity, e.g., official athletic competitions, scholastic competitions, student activity competitions and governing activities.

Military Service

Students called to active duty in the Armed Services of the United States due to national, local, or state emergencies. “Activation” is defined as a written order to report for active duty. This applies to students who are current and former members of the United States Armed Forces, including reserve Units, National Guard, and other such military organizations.

Civic Duty

Students required to attend jury duty, a legal hearing, or as part of a proceeding as a party to legal action, for a period exceeding five (5) days.

Medical Conditions Documented, Including Illness and Accident

Students subject to inpatient hospitalization to a hospital or health care facility for a period exceeding five (5) days. Also includes students with an illness or medical condition requiring absence from the University for contagion, recovery, healing, or similar reasons for a period exceeding five (5) days.

Emergency Reasons

Students absent from class for a period of five (5) or more days for emergency, uncontrollable circumstances, such as:

• Death of an immediate family member
• Serious, documented, life-threatening illness of an immediate family member
• Documented natural disaster or crisis event

Documentation Required

University-Sponsored Activities

The participant’s name will be included on an official attendance list provided by the faculty sponsor, coach, or other university officer.

Military Service

Students must submit a copy of the written orders showing activation, to the Dean of the appropriate college for verification. A copy of the orders will be filed in the appropriate Dean’s Office. Written documentation will be forwarded to the Office of the Registrar.

Civic Duty

Students must provide copies of legal proceeding information, summons, or jury duty summons to the Dean of the appropriate college. A copy of the documentation will be filed in the appropriate Dean’s office.

Medical Conditions Documented Including Illness and Accident

Students must present documentation from a treating physician or health care provider, accompanied by the appropriate history and documentation specifying the nature of the medical condition and the restrictions on attendance to the Dean of the appropriate college. The University will review the documentation, and at its sole discretion, consult with appropriate University staff and other professionals external to the University who can assist in reviewing the request. The Dean’s office will not retain copies of medical documentation, but will keep a record of the decision of excused or non-excused absence.

Emergency Reasons

Students must provide verified documentation of all emergency reasons, which may include:

• Funeral notices published in local newspapers
• Medical records demonstrating illness
• Birth certificates, court records, or similar information documenting the immediate familial relationship
• Public records or government agency documentation demonstrating the natural disaster or crisis event.

Determination of Action

The individual circumstances of the student will be evaluated by the Dean of the appropriate College, who may consult with the Registrar, appropriate faculty member(s), and Chair(s). A determination will be made as to the most appropriate action to benefit the student:

Complete withdrawal

The determination may include withdrawal to a specific point in the semester, to the date of the request, the beginning of the semester, or any date between. In cases of military service, the withdrawal may be backdated to the start of the term.

Individual course withdrawal

The determination may include withdrawal to a specific point in the semester, to the date of the request, the beginning of the semester, or any date between. In cases of military service, the withdrawal may be backdated to the start of the term.

The student, in consultation with the faculty member, will determine which courses, if any, from which to withdraw.

Continued enrollment with special grading options

With the approval of the appropriate faculty member/s, the student may continue enrollment, with special grading options of Pass/Fail, Credit/Non-credit, or award of an Incomplete.

In the case of award for an Incomplete, the faculty member may specify a longer period of time, not to exceed one year, for a grade to be considered incomplete, before conversion to “F”.

If a student disagrees with the Dean’s determination that the absence is not excused or believes that the faculty member did not follow the Dean’s determination of an excused absence, she or he may follow the Academic Concerns Guidelines.

Excused Absence Decision Matrix