Purpose/Rationale: The purpose of the Short-Term, Temporary Absence Policy is to permit students to continue progress in a course of study if unable to attend and participate in proximate instruction and learning while seeking treatment and/or recovering from a medical or mental health event, a family emergency/crisis, or other extraordinary circumstance. The short-term nature of this Policy not only facilitates student access to their education, but also minimizes the impact and disruption to the educational process, and preserves the integrity of the delivery of academic course(s).
Policy: This Policy defines and guides an institutional position regarding how long a student may be absent from classes and instruction before a course(s) may not be recoverable. This Short-Term, Temporary Absence potentially provides relief from requirements for physical attendance in classes. The student is responsible for any material covered or work done during such a short-term, temporary absence.
This Policy applies to undergraduate, graduate, and continuing education courses in which the course length is presented in traditional semester format. This Policy does not apply to courses that are delivered in a compressed or accelerated design, including summer courses.
Duration of Short-Term Absence: This Policy provides for short-term absences of an anticipated duration of one to two weeks during the traditional 16 week Fall and/or Spring semester. For absences longer than two weeks in duration, options are course(s) withdrawal, a Personal Leave of Absence, or a Medical Leave of Absence. The Short-Term, Temporary Absence is consecutive weeks in duration. The student may not take more than one Short-Term, Temporary Absence per semester. The student must leave campus during the short-term, temporary absence.
Process:
- Identification of Need: The student identifies the need for a short-term, temporary absence. In cases in which a student is not available, a parent or guardian serving as proxy may be considered.
- Request Form: The student is encouraged to complete the Short-Term, Temporary Absence Request Form as soon as possible after the precipitating circumstance has occurred. The student submits the Request Form with the supporting documentation (defined below)
- *The student should be aware that any lag in the submission of the Request Form and documentation may result in delay of approval.
- *The student should be aware that the start of the Short-Term Temporary Absence is retroactive to the date of first occurrence of absence from classes.
- Documentation Guidelines
- Types of Documentation -
- Medical and Mental Health : Documentation from treating licensed health care provider
- Family emergency/crisis: Personal statement from student
- Other qualifying circumstances: Documentation as appropriate
- If supporting documentation is not immediately available, the Committee may proceed based on the body of evidence and interview with student and/or parent or guardian proxy, as appropriate, while awaiting documentation.
- Types of Documentation -
- Meeting: The student meets with designated college administrator(s) to review the circumstance and documentation.
- Committee Review: The Request Form, including required documentation or personal statement will be reviewed by STTA Committee to make determination about preliminary approval pending individual faculty determination of viability of the request for their individual courses.
- Time period of absence: 1-2 weeks
- Deadline to apply for the request: Fall semester, November 20; Spring Semester, April 20.
- For medical, mental health, or family emergency/crisis that necessitates an absence of longer than two weeks in duration, the Committee will consult with the student and faculty members to discuss options, which include a course(s) withdrawal, a Personal Leave of Absence, or a Medical Leave of Absence.
- Faculty Notification and Faculty Determination: Individual faculty for each course will communicate with the STTA Committee to determine if the short-term absence would constitute a fundamental alteration of the course requirements and/or manner of delivery or undue administrative burden, thus rendering it an unreasonable request for that individual class.
- Note: In extraordinary circumstances, the Committee may waive certain components of this process.
Short-Term, Temporary Absence General Information:
- This Short-Term, Temporary Absence potentially provides relief from requirements for physical attendance in classes. The student is responsible for any material covered or work done during such a short-term, temporary absence.
- The number of allowable absences is dependent on the essential elements and participatory nature of the course (i.e., class participation, group projects, presentations, in-class performances) as established in each faculty member's syllabus.
- If the total number of absences exceeds an allowable range, the student understands there may be an impact to the course grade.
Student Responsibilities:
- The student is responsible for any material covered or work done during such a short-term, temporary absence.
- Timely initiation (see process above) of the request process including completion of the Short-Term, Temporary Absence Request Form and submission of relevant documentation.
- Maintain ongoing communication with designated STTA Committee members about their personal situation causing the short-term absence including plan for return.
- Maintain ongoing communication with faculty about progress with coursework when situationally possible.
Faculty Responsibilities:
- Encourage ongoing communication with the student about student expectations during the short-term absence regarding:
- current course assignments
- student participation
- academic progress and completion of assignments during the absence and in the transition period after return
- Communicate with designated STTA committee member any concerns about the student’s progress.
Revised 08/25/2023
