UTDSP5018
Excused Absence for University-Sanctioned Activities
Policy Statement
Policy Statement
On occasion, students involved in University-Sanctioned Activities may need to miss class meeting sessions but are expected to take full responsibility for their own academic work and progress. Students, to progress satisfactorily, must meet all the requirements of each course for which they are registered. Students are expected to attend classes regularly. Consistent attendance offers students the most effective opportunity to gain command of course concepts and materials. Excused absences must be requested promptly from faculty members for each course and must be supported by appropriate documentation.
Excused absences do not alter the academic requirements for the course. Students are responsible for information and material missed on the day of absence. Students are, within reason, entitled to receive any materials provided to the class during their absence. Students are responsible for making provisions to determine what course material they have missed and for completing required exercises in a timely manner.
Definitions
University-Sanctioned Activity: This definition is limited to activities where students represent the university in a competition or other similar activities, where funding is provided by the university, and travel, if applicable, is coordinated and approved by the university department or unit. Examples of these activities include participation in the Debate Team, Moot Court, NCAA legislated intercollegiate athletic team competitions, and Chess Team competitions.
Absences Related to Required Participation in a University-Sanctioned Activity
The Vice Provost for Academic Success and Innovation, or their designee, will be responsible for verifying and approving students whose participation in University-Sanctioned Activities are eligible for an academic accommodation covered under this policy. The Vice Provost, or their designee, will establish and maintain procedures for receiving documentation for these requests. The Vice Provost, or their designee, will provide a memo of approval confirming that a student is eligible for an academic accommodation through this policy for students to distribute to each of their course instructors. The notice must include the signature and contact information of the responsible university official (e.g., the academic department head or equivalent, the university administrator sponsoring the activity, or the compliance director or athletic director for varsity athletic events).
Students participating in University-Sanctioned activities that follow the respective department’s requirements, have the right to receive, and the instructor has the responsibility to provide, academic accommodations. These requirements will vary across units but notice to each of the student’s course instructors must be given by the student as early as possible at the beginning of the semester to provide enough planning for the faculty and student. In instances where travel dates are determined during the semester or as part of post-season competition, students should notify the faculty member within 7 days, or more if practical, from when the conflict with a course is determined. Notice cannot be made later than the last day of final exams published in the Academic Calendar of the semester in which the absence occurred. In instances where the absence is near the end of the semester, faculty and students may consider using the Incomplete Grade policy outlined in both the undergraduate catalog and graduate catalog.
The accommodation provided should, within reason, neither advantage nor disadvantage either the student or the rest of the class. If the accommodation is a makeup assessment, it shall be scheduled at a time and place agreed upon by the instructor and student, ideally a period equal to the length of the absence, up to a maximum of one week. It shall cover the same material and be at the same level of difficulty as the original assessment. If makeup work is not feasible, an alternate accommodation for excused absences will be provided. Alternate accommodations will be according to the principles established by the unit offering the course.
Appeals
Students who feel that they have unfairly been denied either excused absence or appropriate accommodation for an excused absence should first seek to resolve the disagreement with the course instructor. If the student and instructor are unable to find a mutually agreeable resolution, the student may appeal to the program head and/or the dean of the school of the unit offering the class for resolution, who serve as the President's designees for these rulings.
Related Policies and Statutes (if applicable)
Student Grievances: UTDSP5005 Subchapter B
Policy for Reasonable Accommodations: UTDBP3100
Religious Holy Day: UTD Undergraduate and Graduate Catalogs
Student Bereavement: UTD SP5016