Excused Absence Guidelines

Note: This policy was adopted on under the temporary / emergency policymaking provisions of the University's Policy on Policies on August 20, 2024, and will revert on December 18, 2024 (unless a final policy action is approved or the duration is extended).

Information about this policy change, and any proposals for further policymaking, can be accessed at the University Policy website. Students and employees may submit comments on those proposals through the Proposed Policy Change Comment Form, which is accessible through the site.

It is the policy of Wright State University to excuse student absences that result from circumstances that are unknown and unforeseeable at the time the student registered for classes, and which the student cannot with reasonable diligence reschedule or rectify. This Policy lists some of those circumstances, and establishes the process by which excused absences will be requested and approved.

For purposes of this Policy:

An Absence occurs when a student does not participate in some or all of the formalized instructor-led activities associated with a class or class-related activity. For an in-person class meeting, an Absence means that the student is not physically present; there are also other kinds of Absences, including situations such as not participating in a synchronous lecture, conference, or group activity that requires an active presence through the use of distance communication technology; failure to engage with online materials by utilizing courseware and/or reading material; not participating in asynchronous forums or other situations in which the students' real or virtual presence is required. Not participating in any assessment, such as an exam, will also constitute an Absence.

An Excused Absence is an absence in which the instructor waives missed coursework or agrees to give the student an opportunity to make-up missed coursework at a time, format, or venue other than those in which students in the class were originally expected to have participated.

This Policy requires faculty to approve a reasonable number of excused absences in response to a variety of circumstances listed below. Faculty are directed to use their best judgment in determining what is “reasonable” in light of their legitimate course and learning objectives, and the fact that modern university students are often balancing their studies against full- or part-time employment, self-care and wellness, engagement in society and the University community, family obligations, and other commitments.

• Minimums: Absent extraordinary circumstances, a “reasonable number” of excused absences will include no fewer than three (3) days of class or class-related activities. Faculty may refuse an excused absence even below this threshold if they conclude that the request is factually illegitimate. However, faculty may not refuse an excused absence below this threshold for academic/pedagogical reasons unless the academic/pedagogical basis is substantial (i.e. the class or assignment is truly fundamental to the course learning objectives, and there is no equivalent or make-up opportunity without substantially modifying the learning objectives or imposing a substantial hardship on the faculty).

• Maximums: This Policy does not establish an upper limit on what constitutes a “reasonable number” of excused absences. However, University personnel are advised that applicable regulations generally mandate minimum hours of instructional time per credit-hour. An excused absence that (if approved) would cause the University to violate those authorities is per se unreasonable, a faculty member who receives such a request will refer it—through their supervisory chain—to the Provost (or delegate) for processing.

Exemptions. The Provost may, on their own initiative or upon a faculty member’s request, exempt any course or program from any provision(s) of this Policy. Faculty requests will be submitted to the Provost in writing through the faculty member’s supervisory chain. The Provost will consult with the General Counsel before granting any exemption under this Section, and publish a current list of approved exemptions in the “Resources” section of this Policy.

It is the student’s responsibility to schedule classes on days and times that are compatible with other foreseeable demands on their time, such as work obligations, family responsibilities, and personal commitments. Students are responsible for attending scheduled classes and class-related activities when feasible, as frequent absences are directly correlated with poor academic performance and low graduation rates.

Students are responsible for alerting their faculty, and requesting an excused absence, as soon as practicable after learning that they need or may need to miss a class, assignment, or assessment. If feasible, the request will be submitted in writing and in advance. It will specify the date(s) through which the excused absence is requested, and the reason for the request.

Federal financial aid regulations require each student to establish participation or attendance for each course in which they are enrolled. (See Policy Nos. 3430.2 and 4010.) This is ordinarily accomplished within the first two weeks of each semester in a manner the faculty member determines. (Most faculty choose to verify and document attendance/participation by taking attendance, or by collecting an assignment.) Students who fail to establish participation and/or attendance may be administratively dropped from the course by the Registrar and assigned a grade of “NR” or “X.” Those grades could adversely affect the student’s grade, grade-point average, and/or eligibility for financial aid. Additionally, federal regulations may require the University to recalculate the financial aid of a student who fails to establish participation or attendance, and/or who does not complete a sufficient number of credit-hours per semester (as determined by the federal government). Other than the consequences above, further student absences—excused or unexcused—will not count against a student’s grade unless the faculty member explains (in the syllabus) how attendance will be calculated and accounted-for in the student’s grade. Faculty may develop additional attendance-related expectations, provided they are also explained clearly in the course syllabus on or before the first day of class, and provided further that those expectations are consistent with University policy.

Faculty members are encouraged to work with students who experience legitimate and verifiable absences, as well as with staff and administrators responsible for student success, in such a way that both the faculty and students' educational goals are met. In some instances, however, the only viable option may be for the student to withdraw from the course or to receive a lowered grade for the course.

Unless a different procedure is specified in this Policy, the following procedure will be used to process requests under this Policy:

1. Request. It is the student’s responsibility to request an excused absence, and to do so as soon as practicable after discovering that they need or may need an excused absence, and in advance of the absence (when feasible). Requests will be submitted in writing to the student’s faculty and specify (to the best of the student’s knowledge) the date(s) for which they wish to be excused, and the category under which they are requesting the excusal.
2. Documentation. The student will, upon the request of a faculty member or administrator, provide supporting documentation for their request. The student may redact information of a sensitive, personal, or confidential nature from the documentation. (Examples: social security numbers, the locations or descriptions of military duty to be performed (if operationally sensitive)). However, the University may deny a request if the documentation, as redacted, fails to substantiate the request.
3. Informal Resolution. Upon receipt of a request, the faculty member will schedule a time to discuss it with the student. Absent extraordinary circumstances, the meeting must occur within three (3) business days. At the meeting, the parties will give due consideration to the following options, along with others that the student or faculty may wish to present:
   • Excusing the student from any missed classes, and waiving any missed assignments/assessments.
   • Arranging for the student to make-up classes, assignments, and/or assessments after the excusal. If the excusal is for an indefinite period and/or will continue through the end of the semester, consider awarding a temporary grade of “I” and allowing the student to make-up classes, assignments, and/or assessments the following semester (excluding Summer Semester).
   • Attending class remotely, and submitting assignments/assessments remotely. Note that the student may not have the time or resources/technology to make this option successful. This option will not be required if the student is not confident they have the time and resources/technology to succeed.
   • If substantial coursework has been completed before the absence, consider awarding a final grade based on that progress.
   • Drop without academic penalty (“W”). Students are cautioned that this may or may not result in a federally-required recalculation of their financial aid, and possible repayment of a portion of financial aid. Students should consult the Office of Financial Aid if they require additional information about the possibility of recalculation/repayment.
4. Stalemate. If the student and faculty member are unable to determined how to implement the excused absence, the matter will be referred to the Dean, who will make the final determination.
5. Resolution. University personnel who approve, disapprove, or take other action on a student’s request for an excused absence will document their action(s) and furnish a copy promptly to the student.
6. Update. It is the student’s responsibility to notify their faculty of any relevant change in circumstances, particularly including (but not limited to) the fact that a previously-approved excused absence is no longer needed.
7. Abuse. Abuse of this Policy may result in disciplinary action up to and including expulsion. University employees who suspect that a student has abused this Policy will report their concerns to the Office of Community Standards and Student Conduct. Examples of abusive conduct include, but are not limited to:
   • Submitting a request without a legitimate basis (e.g. there is actually no conflict), or for an ineligible event (e.g. the student requests an excused absence to care for a sick family member, but actually plans to go fishing alone).
   • Requesting a longer excused absence than is required (e.g. the student’s employer orders them abroad for three (3) days, but the student requests a seven (7) day excused absence so they can tour the country for pleasure);
   • Requesting an excused absence for a conflict that was known to the student when they registered for the class, or requesting an excused absence when the student has not made a good faith effort to resolve the conflict through rescheduling their other activities;
   • Knowingly submitting falsified documentation in support of a request.

Faculty will approve a reasonable number of excused absences, not to exceed thirty (30) days per semester, for students who request them due to their service in the United States Uniformed Services (Army, Navy, Marine Corps, Air Force, Space Force, Coast Guard, Public Health Service Commissioned Corps, or National Oceanographic and Atmospheric Administration Commissioned Officer Corps).

Documentation: A student will substantiate their request with documentation, as provided in Section .4 of this Policy. A copy of the student’s orders will conclusively establish their need for an excused absence on the dates indicated, unless the student specifies that they desire the excused absence for a different period. If the student does not wish to provide the documentation to their faculty, they may alternatively provide the documentation to the Veteran Military Center, which will authenticate the orders and inform the student’s faculty of the date(s) for which the student may be eligible for an excused absence. Students may redact their orders of a sensitive personal (e.g. SSN) or operational (the location and nature of duty, if sensitive) nature.

Stalemate: If the student and faculty are unable to agree on the method by which they will implement the excused absence, the faculty member will notify the VMC, which will facilitate an informal mediation. If the mediation is unsuccessful, the faculty member will notify the Dean, who will make the final determination.

Faculty will approve a reasonable number of excused absences for eligible students who request them as a medical or disability-related accommodation.

Request: The student is responsible for submitting their request in writing as provided in Section .4 of this Policy, with the following modifications. The student will submit their request exclusively to the Office of Disability Services. ODS is the only unit of the University that is authorized to receive and process medical or disability-related accommodation applications and supporting documentation, including accommodations in the form of excused absences. Under no circumstances will faculty request or require a student to disclose information or records about their medical conditions or disabilities, except to personnel in ODS. Faculty who are approached by students who wish to inquire about or request a medical or disability-related accommodation will:

• Refer the student to ODS;
• Not ask the student for information or documentation concerning their medical conditions or disabilities;
• Not examine the student or evaluate the student’s medical conditions or disabilities, either physically or through documentation, whether or not the faculty member is trained or licensed to conduct such examinations or evaluations;
• Not approve a medical or disability related excused absence “informally” or outside of any processes or procedures authorized by University policies. (However, faculty may approve a no-questions-asked excused absence for routine medical appointments or short-term / occasional illnesses or injuries under Section .10 (Other Excused Absences).

Processing. Requests under this Section will be reviewed and processed by ODS, which will—after substantiating that the student is eligible—facilitate an interactive process within which the student and their faculty will be determine whether the requested accommodation is reasonable, and how to implement the accommodation if approved.

Syllabus. The Provost may develop and require faculty to incorporate into their syllabi specific language regarding medical or disability-related accommodations.

See Policy No. 3380: Religious Excused Absences.

Faculty will approve a reasonable number of excused absences for student-athletes who must miss classes, assignments, or assessments due to their participation in intercollegiate (NCAA and USCAA) athletics. Faculty have discretion to—and are encouraged to—excuse absences for students who participate in non-varsity (“club”) sports, and for dual-enrollment students who are active in varsity sports at their high school.

Documentation: In addition to the default documentation standards in Section .4, the following provisions apply to requests under this Section. Student-athletes will provide their team schedule to their faculty on or before the first week of each semester, and following any material revisions. Students will also notify their faculty of (and provide documentation of, upon faculty request) any post-season or off-season competitions and other team events that may require an excused absence.

The Wright State experience often includes academic, service, co-curricular, and extra-curricular activities, including without limitation participation in academic competitions, activities approved by or sponsored by an academic unit (e.g. conference presentations, performances and exhibitions, and special events associated with coursework, such as off-site trips), and off-campus student leadership opportunities or significant student organization events. A student’s participation in those activities may conflict with their course obligations, and necessitate an excused absence. Faculty will approve a reasonable number of excused absences due to such participation.

Documentation: In addition to the default documentation standards in Section .4, the following provisions apply to requests under this Section. The unit or organization sponsoring a University-sanctioned activity that will or may conflict with a student’s class obligations will, upon the student’s request, provide documentation of the dates and times when the student may need an excused absence.

Faculty will accommodate a reasonable number of excused absences resulting from the student’s participation in compulsory civic obligations (including but not limited to jury duty, subpoenaed testimony in a trial or hearing), provided that the obligations were unknown and unforeseeable to the student at the time they registered for the course, and provided further that the student has tried unsuccessfully to resolve the conflict with the governmental unit that is requiring their service.

Faculty will accommodate a reasonable number of excused absences resulting from personal or family emergencies that were unknown and unforeseeable to the student at the time the student registered for the course. Examples include, but are not limited to:

• Death or serious illness of a family member.
• Eviction or loss of housing.
• Major life events, such as a divorce, miscarried pregnancy, adoption.
• Significant events involving the military service of a family member or dependent (e.g. a parent or child is being deployed on short-notice, or is injured in the line of duty and requires care or assistance).

For purposes of this Section, “family” includes a spouse, child, parent, grandparent, grandchild, sibling, equivalent step-or foster relations, and other legal dependents. Faculty are also encouraged but not required to approve excused absences for personal or family emergencies involving others with whom the student can demonstrate a similarly close relationship, potentially including more-distant relatives, significant others and romantic partners, roommates, close friends, etc.

Documentation: For purposes of request under this Section, the default documentation provisions in Section .4 are supplemented with the following. In lieu of providing supporting documentation to their faculty, students may submit documentation to the Office of Student Advocacy and Wellness, which will authenticate it and notify the student’s faculty of the date(s) for which an excused absence may be appropriate. All documentation will be treated as private, and (except as legally required) not disclosed except to University personnel with a work-related need to know.

Stalemate: For purposes of requests under this Section, the default stalemate provisions in Section .4 are modified as follows. If the student and faculty cannot agree on how to implement the excused absence, the faculty member will refer the matter to the Office of Student Advocacy and Wellness, which will attempt to mediate a resolution. If the mediation fails to produce a resolution, the Office will refer the matter to the Dean, who will make the final determination.

Faculty are encouraged to accommodate a reasonable number of excused absences requested on account of other circumstances that were unknown and unforeseeable to the student at the time they registered for the course, and which are beyond the student’s control.

Excused absences under this section may include those that are attributable to a student’s routine or short-term illness, injury, or other physical/mental condition. Students will not divulge to their faculty (and faculty will not request or require) detailed information about their illness, injury, or condition. Rather, the student will state that they require an excusal under this Section due to an illness, injury, or condition. If requested by the faculty member, documentation in support of a request under this section is sufficient if it originates from a healthcare provider and states the dates on which the student was or will be seen, and/or the dates on which the provider recommends excusing the student from class.

Excused Absence Maximums.

In most circumstances, state and federal regulations require a total of at least 2,250 minutes (37.5 hours) of total instructional time for each credit-hour, composed of:

• At least 750 minutes (12.5 hours) of formalized instruction, and
• At least 1,500 minutes (25 hours) of time spent on out-of-class assignments.

A request for an excusal that would result in the University failing to meet instructional time requirements is ordinarily unreasonable and should not be approved.

Model Syllabus Language: Faculty will incorporate the following language regarding medical/disability accommodations into their course syllabi:

Medical or Disability-Related Accommodations

Accommodations may be available to any eligible student who requests them on account of a bona fide medical condition or disability. Common accommodations include (but are not limited to):

• • • Excused absences and other attendance/deadline adjustments;
    • Assistive technology;
    • Accessible media;
    • Sign language interpreting / transcribing;
    • Notetaking support.

The Office of Disability Services is the only University office authorized to accept applications for medical or disability-related accommodations. Faculty are not authorized to grant medical or disability-related accommodations “informally,” or outside of the process administered by ODS. Faculty will not ask a student to divulge information about the student’s medical conditions or disabilities, or ask the student for documentation regarding their medical conditions or disabilities. (But ODS may request such information or documentation for use in evaluating an accommodation request.)

It is each student’s responsibility to determine whether they require a medical or disability-related accommodation, and whether they wish to apply for it. A student will not be required to request or accept an accommodation, and the University will not approve an accommodation without a student’s request (even if the student has a known or suspected medical condition or disability). But each student will be held to and evaluated against the criteria in the syllabus without accommodation unless and until such time as they request and the University approves a medical or disability accommodation. Accommodations are not retroactive.

Medical or disability-related accommodation requests must be submitted to the Office of Disability Services, 180 University Hall, disability_services@wright.edu, (937) 775-5680. Requests are processed in the order in which they receive: processing times vary based on volume. Students are also advised that the University may and ordinarily does require documentation (from a medical provider) of the medical condition or disability, and obtaining that documentation can take additional time. It is the student’s responsibility to request an accommodation sufficiently in advance of their need to allow for processing.

Accommodations are approved on a class-by-class basis. Students may not presume that an accommodation has been or will be approved for this class merely because one may have been approved for a different class.