University Excused Absences

INTRODUCTION:

The purpose of the University Excused Absence (UEA) Standard Operating Procedure (SOP) is to familiarize students and faculty with the process of requesting and receiving a University Excused Absence.  The UEA SOP explains what constitutes a UEA and the protocols governing the UEA process.

UNIVERSITY EXCUSED ABSENCES (UEA) STANDARD OPERATING PROCEDURES (SOP):

The university recognizes legitimate circumstances result in a student being absent from class. Students are bound by the Student Code of Conduct when making a request for a UEA.

If a student provides the appropriate notification to an instructor, then excused absences are not counted against mandatory attendance requirements.  At the same time, the UEA does not relieve a student from their responsibility for completing any course work assigned during their absence.  The instructor may take appropriate action if the student fails to satisfactorily complete any alternative assignment or examination.

A faculty member may recommend that the student withdraw from a course(s) or award an incomplete grade if a student’s excused absences are considered excessive.  Students seeking a UEA that exceed the limit provided by this SOP will be referred to their faculty instructors to obtain approval for any additional absences.

Consistent with the Class Attendance and Participation Regulation of the ECU Faculty Manual (Part VI, Section I, Subsection X), the Dean of Students may authorize university-excused absences for the following situations:

TYPE 1 ABSENCES (PRE-PLANNED):
TYPE 2 ABSENCES (EMERGENCY OR UNEXPECTED CIRCUMSTANCES):
University-Sponsored Activities
Military Service Obligations (Emergency)
Military Services Obligations (Non-Emergency)
Hospitalization
Religious Observances
Death of an Immediate Family Member
Court Subpoena
NOTE: Absence criteria are detailed below.
TYPE 1 ABSENCES (PRE-PLANNED ACTIVITIES):

The student must notify the affected instructor(s) of the upcoming UEA as soon as they are made aware that a course session will be missed, but no later than two (2) weeks before the date(s) of the UEA.  In cases where a two-week notice cannot be given (e.g., the first day of class for a UEA within the two-week time window), the student shall inform the instructor of the UEA as soon as they enroll in the class or during the first class session.  Instructors may choose to not offer alternative arrangements for any missed work if the student fails to provide proper lead time notification for a Type 1 UEA.

A.  UNIVERSITY-SPONSORED ACTIVITIES:

Student participation in authorized activities as an official representative of the university may qualify for a UEA.  Activities may include ECU-sanctioned club activities; serving as a delegate for regional or national conferences; marching band; or other university-sponsored events endorsed by an academic instructor or a faculty advisor.

  • Instructors may choose not to accept a UEA if the student fails to provide advance notification.
  • Students must complete a two (2) step process to request a UEA:
    • STEP 1:  Students must complete the Verification form for University-Sponsored Activity.
      • Activities related to club sporting events, Greek life, and student organizations will automatically get routed to the Associate Vice Chancellor of Student Involvement and Leadership for approval.
      • For Academic or other university-sponsored activities, students must select the faculty or staff member authorized to approve their participation in the activity.
    • STEP 2:  Once the Verification Form for a University-Sponsored Activity is approved, the student will receive an e-mail that includes a link to request the UEA.  Do not submit the UEA request until after receiving the approval e-mail.
    • Note:  The Dean of Students Office is automatically notified of the approval; therefore, uploading any documentation for the UEA request is not required.
  • UEAs for varsity athletic events must be requested through the Athletic Student Development Office.
  • Class absences are not excused for practice or rehearsals. Only absences for the day(s) of the event/performance(s) and for travel time to and from the event(s)/performance(s) may be excused.
  • Conferences or meetings for student organizations do not qualify for a UEA.
B.  MILITARY SERVICE OBLIGATIONS (NON-EMERGENCY):

An absence for scheduled or known military obligations for the student or a member of the student’s immediate family involving a short-term call to duty (fewer than 30 days) in accordance with the UNC System Regulation for Military Student Success (section 700.7.1[R]). Examples include:

  • Weekend drills, annual training, or military schooling
  • Extended training, deployment, or a Permanent Change of Station

Military students who believe their military requirements may affect their attendance should notify their instructors as soon as the obligation is known. Instructors are expected to honor valid UEAs and provide reasonable and equitable means for students to make up any work missed as a result of these military obligations.

Students must complete the following process to Request a UEA:

  • STEP 1 – Submit Military Orders or Documentation:

E-mail documentation of the mandatory military training (military orders or equivalent documentation) and your Banner ID to Cary Ann Reeves at reevesc@ecu.edu.

  • STEP 2 – Request the UEA:

Once the orders are approved, you will receive an e-mail with a link to submit the UEA request. Do not submit the UEA request until you receive the approval e-mail.  

C.  RELIGIOUS OBSERVANCES:

Absences for religious observances required by the student’s faith, in accordance with North Carolina General Statute 116-11 (3a).

  • Students may request a university excused absence by completing the Request Form.
  • For religious observances, documentation may be required to verify the observance on the requested date; for regularly practiced observances without formal documentation, students should note this in their request.
  • A UEA for religious observances required by the student’s faith is available for a minimum of two (2) days each academic year.
D.  COURT SUBPOENA OR SUMMONS:

Excused absences are granted for court appearances where the student is required to appear by subpoena or summons.  Only appearances that are legally required qualify.

  • Students may request a university excused absence by completing the Request Form.
  • To validate the request for a UEA, the student must provide a copy of the summons or subpoena as supporting documentation.
  • Instructors may choose not to accept a UEA if the student fails to provide advance notification.
  • UEA for court appearance is limited to 8 consecutive business days in a 15-week term (fall/spring) or 4 consecutive business days in an 8-week (summer) term.
TYPE 2 ABSENCES (EMERGENCY OR UNEXPECTED CIRCUMSTANCES):

For Type 2 university excused absences, the student shall inform the instructor(s) of the affected course(s) that they will miss a session(s) as soon as the student becomes aware that they will not be able to attend.  Because of the unexpected nature of the absence, no lead time notification is necessary, however, students are expected to contact their classmates about what they may have missed and make the necessary arrangements with their faculty to complete the coursework.

A.  MILITARY SERVICE OBLIGATIONS (EMERGENCY):

An absence for unexpected or emergency military obligations for the student or a member of the student’s immediate family involving a short-term call to duty (fewer than 30 days), in accordance with the UNC System Regulation for Military Student Success (section 700.7.1[R]).  Examples include.

  • Immediate deployment orders
  • Emergency Guard or Reserve duty
  • Sudden reassignment or orders affecting a parent or spouse

Military students who believe their military requirements may affect their attendance should notify their instructors as soon as the obligation is known. Instructors are expected to honor valid UEAs and provide reasonable and equitable means for students to make up any work missed as a result of these military obligations.

Students must complete the following process to request a UEA:

  • STEP 1 – Submit Military Orders or Documentation:

E-mail documentation of the emergency military obligation (orders or equivalent documentation) and your Banner ID to Cary Ann Reeves at reevesc@ecu.edu

  • STEP 2 – Request the UEA:

Once the orders are verified, you will receive an e-mail with a link to submit the UEA request. Do not submit the UEA request until you receive the approval e-mail. 

    B.  HOSPITALIZATION:

    An absence due to hospitalization for either the student or a member of the student’s immediate family. This includes an overnight stay as a patient or receipt of treatment in a hospital emergency department, regardless of admission status.

    • Students may request a university excused absence by completing the Request Form, available here.
    • To validate the request for a UEA, the student must provide supporting documentation that may include a discharge summary from the hospital.
    • Non-hospitalized medical absences are not covered by the UEA process. Therefore, students should consult with their instructor(s) for alternative arrangements.
    • Any student who requests academic accommodations due to a qualified and documented disability, is encouraged to register with the Department for Disability Support Services (DSS).
    • A UEA for hospitalization is limited to 8 consecutive business days in a 15-week term (fall/spring) or 4 consecutive business days in an 8-week (summer) term.
    C.  DEATH OF AN IMMEDIATE FAMILY MEMBER: 

    Following the death of an immediate family member (defined as: the student’s spouse or life partner; child; parent; legal guardian; sibling; grandparent; grandchild, step-, half- and in-laws of the same relationship):

    • Students may request a university excused absence by completing the Request Form, available here.
    • To validate the request for a UEA, the student must provide supporting documentation that may include a copy of the obituary (or weblink), the funeral announcement, a death certificate or a funeral program.
    • UEA for the death of an immediate family member is limited to five (5) consecutive business days and covers both bereavement and travel time.

    OTHER RESOURCES RELATED TO ABSENCES

    EXTREME PERSONAL EMERGENCY:

    If you are actively experiencing a life-threatening emergency, please dial 9-1-1.

    Students are encouraged to consult with their instructors regarding absences related to extreme personal emergencies. In situations such as a house fire, being the victim of a crime, interpersonal violence, or other life-altering events, please submit a Report a Person of Concern (ECU Cares) form to request additional campus support. Anyone concerned about a student’s well-being can submit this form. A case manager will follow up to provide assistance.

    MEDICAL ABSENCES:

    Short-term illnesses and other medical conditions (such as, but not limited to, injury, recovery time, medical appointments) are not eligible for a UEA.  Based on syllabus language and departmental policy, instructors should use their discretion to honor written medical excuses from a licensed health practitioner that states the student was too ill or injured to attend class and provides the specific date(s) for which the student was unable to attend class due to the medical problem.  In the event that a student is seriously ill or injured at the time of final examinations, the student can work with the Office of the Dean of Students to discuss an incomplete grade or additional options.

    DISABILITY OR RELATED REQUESTS:

    For chronic medical conditions or injuries which do not require hospitalization, but which may impact student course performance, students may work with the Department for Disability Support Services (DSS) to help coordinate appropriate accommodations in the class(es) with the participation of the course instructor(s).  In each case, DSS must have documentation in order to verify the circumstance and then be able to advocate on behalf of the student.  Each request is determined on an individual basis collaboratively between the student, the instructor and with a review of the documentation provided.

    For general questions regarding University Excused Absences, please contact the Office of the Dean of Students by telephone at (252) 328-9297 or by email at dos@ecu.edu.

     A student who believes that he or she has been treated unfairly concerning absences or has been misinformed by the instructor regarding that instructor’s absence policy has the right to appeal. The appeal shall be in writing to the instructor’s department chairperson or school director.  In the event the resolution is not satisfactory to the student, the final decision rests with the academic dean.

    The UEA Procedure was revised July 2025.

    UEA Guidelines (PDF)