Excused
Absence Policy UPPS
No. 02.06.03
Effective Date: 11/6/2007
Issue No. 2
Review:
May 1 E3Y
01. POLICY STATEMENT
01.01 The
purpose of this UPPS is to provide guidelines for students to receive excused
absences from instructors when students are unable to attend classes because
they are involved in official university-sponsored functions. Students absent
for active military service should contact the Registrar’s Office.
02. DEFINITIONS
& EXPECTATIONS
02.01 An
official university-sponsored function is a function that occurs under the
sponsorship of any university academic, administrative, athletic department, unit,
center or institute and is generally university funded. The function should
offer a forum for the development of student academic or leadership skills;
provide an educational opportunity; provide a venue in which the reputation of
the institution will be enhanced; or serve as an officially sanctioned athletic
event. Examples of official university
functions include participation in athletic competitions; attendance as an
official student organization representative at statewide leadership or
development conferences; participation in scholarly conferences and workshops;
participation in official creative or scholarly competitions as a
representative of Texas State or a Texas State department or organization; and
participation in university-sponsored trips for performing groups, including
the band, Strutters and vocal music ensembles.
02.02 The sponsor who requests approval for an excused
absence must be a regular university employee.
02.03 An excused absence is an absence for which the
student is not penalized by the instructor for being absent from class and is
allowed to make up any missed class work or examinations.
02.04 Whenever
possible, students will schedule classes at times that will not conflict with
times when they know they will be absent (e.g., if the volleyball team will
miss numerous Tuesday evenings due to travel, a member of the volleyball team
should not sign up for a Tuesday evening class).
02.05 To the
fullest extent possible, it is the student’s responsibility to inform faculty
of expected absences upon receipt of the course syllabus. The student and instructor should work out
arrangements for exceptions to the absence policy in the course syllabus by the
third class day of the semester.
03. PROCEDURE
FOR REQUESTING AN EXCUSED ABSENCE
03.01 As soon
as possible after learning that he or she will be absent because of an official
university function, a student should submit the “Request for Excused Absence”
form (Attachment
I) to the instructor for each class that will be missed. When the student presents the Request for an
Excused Absence form to the instructor, the student and instructor should
discuss the coursework for which the student will be responsible upon his or
her return. The student is responsible for obtaining this information and
completing the assignments in a timely manner.
03.02 The form
requires the signature of the official advisor or director of the organization
or department sponsoring the event and the instructor’s approval.
04. VERIFICATION
PROCEDURES
04.01 In order
to verify that an officially-sanctioned university function will occur, a
website (https://www.studentaffairs.txstate.edu/excusedabsence)
is administered through the Vice President for Student Affairs (VPSA)
office. Advisors and selected staff
members in the VPSA office as well as the Office of Campus Activities have
access to this site in order to list upcoming officially sanctioned university
functions.
04.02 Information
listed on the website will include the organization, description of event, date
and time of event, travel time required (if any), a list of students who will
be involved in the event, and a phone number for the instructor to call if
there are questions or concerns.
04.03 The
advisor or director of the organization sponsoring the event must assure that
the correct information is posted on the website in a timely manner.
04.04 For
non-athletic events, the student is responsible for assuring that the
appropriate travel documentation is completed prior to the travel.
04.05 Events
registered on the website listed above must be submitted by the sponsor or
organization advisor to the Office of Campus Activities who will in turn seek
approval from the Office of the Provost.
When events have been approved, the Office of Campus Activities will
post to the website.
05. RESPONSIBILITY
FOR COMPLETION OF COURSEWORK
05.01 Class absences covered by this UPPS do not excuse a
student from completing all work associated with the classes that are missed.
06. REVIEWERS
OF THIS UPPS
06.01 Reviewers
of this UPPS include the following:
Position Date
Dean of Students May
1 E3Y
Associate Vice President for May 1 E3Y
Academic Affairs
Associate Director, Campus Activities May 1 E3Y
System Supervisor, VPSA Office May 1 E3Y
Associate Athletic Director May 1 E3Y
Dean,
07. CERTIFICATION STATEMENT
This UPPS has been approved by the following
individuals in their official capacities and represents
Dean
of Students; Co-Senior Reviewer of this UPPS
Associate
Vice President for Academic Affairs; Co-Senior Reviewer of this UPPS
Provost
and Vice President for Academic Affairs
Vice
President for Student Affairs
President