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 policy 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 Accommodations
    Death of an Immediate Family Member
Court Subpoena
    Ex
treme Personal Emergency (Life Altering/Life Threatening)

NOTE: Specific criteria and guidelines are defined for each absence 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 https://go.ecu.edu/USAform.
      • 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):

The university recognizes that students who are members of the United States Armed Forces including the National Guard, Reserve, or Active-Duty members are required by their military contract to attend mandatory training. Military students who are required to attend activities that cause them to be absent from class may qualify for a UEA with proper documentation.

  • Military students must complete a two (2) step process to Request a UEA:
    • STEP 1 (Submit Military Orders): Students must e-mail documentation of the mandatory military training in the form of orders or equivalent documents to Cary Ann Reeves at reevesc@ecu.edu.
    • STEP 2 (Request University Excused Absence): Once the orders have been approved, the student will receive an e-mail that includes a link to request the UEA. Do not submit the UEA request (STEP 2) until after receiving the approval e-mail. 
    • Note: Documentation for military service obligations is submitted to Cary Ann Reeves; therefore, it is not necessary to upload another copy with the UEA request.
  • Pursuant to the UNC System Regulation for Military Student Success (section 700.7.1), military-affiliated students who are “called to duty” for a short period (fewer than 30 days) shall be given an excused absence.   Instructors are expected to honor valid UEAs and to provide reasonable and equitable means for students to make up any work missed as a result of those military obligations.
C.  RELIGIOUS ACCOMMODATIONS:

Consistent with North Carolina law, ECU may provide accommodations for student religious observances, as follows:

The extent of ECU’s obligation is determined in conjunction with statutory requirements, including consideration of business necessity, financial costs, expenses, and resulting personnel and/or academic considerations. To assist in planning for any future conflicts, an interfaith calendar of primary sacred times for world religions is available here.  The calendar is not all-inclusive and is not intended to exclude any religion or days of religious observance.

  • 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 documentation showing the observance occurs on the date requested.
  • Instructors may choose not to accept a UEA if the student fails to provide advance notification.
  • Travel time prior to and following any religious observances is not covered.
  • A UEA for religious observances required by the faith of the student is available for two (2) business days each academic year.
D.  COURT SUBPOENA:

    Students that are required to appear in court as a witness or who must attend court as a victim of a crime may be excused from classes and be provided with a UEA.

    • 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 a copy of the court subpoena as supporting documentation.
    • Instructors may choose not to accept a UEA if the student fails to provide advance notification.
    • Students subpoenaed to court for any reason other than as a witness or as the victim of a crime will not be excused from classes and must work directly with their instructors.
    • UEA for court appearance is limited to eight (8) consecutive business days during the fall and spring terms or a 15-week block and four (4) consecutive business days during the summer term or an 8-week block.
    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):

    The university recognizes that students who are members of the United States Armed Forces including the National Guard, Reserve or Active-Duty members are required by their military contract to attend mandatory training. Military students who are required to attend activities that cause them to be absent from class may qualify for a UEA with proper documentation.

    • Military students must complete two (2) steps to Request a UEA:
      • STEP 1 (Submit Military Orders): Students must e-mail documentation of the mandatory military training in the form of orders or equivalent documents to Cary Ann Reeves at reevesc@ecu.edu.
      • STEP 2 (Request University Excused Absence): Once the orders have been 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 e-mail approval. 
      • Note: Documentation for military service obligations is submitted to Cary Ann Reeves; therefore, it is not necessary to upload another copy with the UEA request.
      • Pursuant to the UNC System Regulation for Military Student Success (section 700.7.1), military-affiliated students who are “called to duty” for a short period (fewer than 30 days) shall be given an excused absence.   Instructors are expected to honor valid UEAs and to provide reasonable and equitable means for students to make up any work missed as a result of those military obligations.
      B.  HOSPITALIZATION:

      For UEA purposes, hospitalization is defined as admission into a hospital as a patient for an overnight stay or receiving emergency treatment at an emergency department in a hospital, even if the student is not admitted.

      • 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.
      • Medical-related absences, with the exception of a student being hospitalized, are not covered by the UEA policy.  Students should consult with their instructor(s) for medical-related absences outside of a hospitalization such as, but not limited to, illness, injury, recovery time, medical appointments.
      • 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 eight (8) consecutive business days during the fall and spring terms or a 15-week block and four (4) consecutive business days of absence during the summer term or an 8-week block.
      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.
      D.  EXTREME PERSONAL EMERGENCY:

      Students that experience an extreme personal emergency, such as a fire at their home, a natural disaster, being the victim of a crime or interpersonal violence, or other life-altering/life threatening situations may request a UEA.

      • Students may request a university excused absence by completing the Request Form, available here.
      • To validate the request for UEA, the student must provide supporting documentation that may include a police report or an insurance claim.
      • UEA for extreme personal emergencies is limited to eight (8) consecutive business days during the fall and spring terms or a 15-week block and four (4) consecutive business days during the summer term or an 8-week block.

      OTHER RESOURCES RELATED TO ABSENCES

      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 Policy was updated July 2023.

      Current Guidelines (PDF)