Student Bereavement - UTDSP5016

Policy Statement

Policy Statement

In the event a student experiences a death of an immediate family member or relative, as defined below, the student will be excused from class for funeral leave, subsequent bereavement, and/or travel considerations. The Dean of Students Office (DOS) will help students by providing support during this difficult time in their lives by advocating for them and support faculty members in applying this policy. 

Section 2 – Absences Related to Bereavement

Students shall be eligible for up to three (3) consecutive days (not including weekends or holidays) of excused absence in the event of a death of immediate family member or relative as defined in this policy. The DOS will determine whether travel considerations should be included in the calculation of the number of excused absences needed by the student as indicated in Section 3 of this policy. Faculty members may contact the DOS if they have questions about the calculation of the total number of excused absence days.

The student will notify the Dean of Students Office in the event of a death of an immediate family member or relative and provide appropriate documentation including but not limited to an obituary, celebration of life/memorial program or death certificate. Students utilizing this policy are expected to submit appropriate documentation (examples listed above) to the DOS within the timeframe listed below and DOS will provide the documentation to each of the course instructors. The DOS may ask for additional documentation, if necessary.

The Dean of Students Office will notify the student’s instructors of record about the excused absence and the reason for the absence. Each faculty member shall excuse the student from class according to this policy and provide them an opportunity to complete missed exams, quizzes, and other required work. Ultimately, the student is responsible for all material covered in class and must work with each individual instructor as soon as they return to complete any required work. Instructors have the discretion to allow students to make up any missed course material before being notified by the Dean of Students Office.

If a student will be absent because of a death covered by this policy, the student is responsible for notifying the DOS and their instructors as soon as possible, but no later than 14 calendar days after the first day missed.  When the death takes place near the end of the semester, notice cannot be made later than the last day of final exams published in the Academic Calendar of the semester in which leave occurred.

Section 3 – Definitions and Travel Considerations

Immediate Family and Relatives

For the purpose of this policy, immediate family and relatives are defined as spouse, domestic partner, parent, legal guardian, child, grandparents, grandchild, sibling, uncle, aunt, niece, nephew, first cousin, in-law, or step-relative. If a death occurs to a family member or friend not specifically covered by the policy, students may communicate the circumstances to the DOS to determine on a case-by-case basis if it is covered by this policy.

Travel Considerations

The DOS will use the following guidelines in determining the impact of travel considerations in the number of excused absence days provided by this policy. Students with F-1 and J-1 visas should contact the International Students and Scholars Office for additional travel considerations prior to departure. Travel within:

• Between 150 miles of UTD campus or less: 1 day
• Between 150-300 miles from UTD campus: 2 days
• Over 300 miles from UTD campus: 3 days
• Outside the 48 contiguous United States: 5 days

Section 4 – Appeals

If an instructor fails to follow the Student Bereavement Policy, the student will follow the grade grievance policy as outlined in Student Grievances – UTDSP5005 Subchapter B.

Related Policies and Statutes (if applicable)

• Student Grievances – UTDSP5005 Subchapter B