University Excused Absence
A University Excused Absence (UEA) is an official determination that an absence meets University-approved eligibility criteria.
Approved UEAs do not count against mandatory attendance requirements. However, students remain responsible for communicating with their instructors and completing all missed coursework.
UEA requests are reviewed based on established eligibility categories and supporting documentation.
Eligible Absence Types
UEAs may be approved for the following categories:
- Court Summons or Subpoena
- Death of an Immediate Family Member
- Hospitalization (student or immediate family member)
- Military Service Obligations (student or immediate family member)
- Religious Observance
- University-Sponsored Activity (as an official ECU representative)
Absences that do not fall within these categories generally do not qualify for a UEA and may be managed through instructor discretion or course attendance policies.
Spouse, child, parent, legal guardian, sibling, grandparent, grandchild, and step-, half-, and in-law relatives in the same relationship category.
Before Submission
Students should notify instructors of planned absences as soon as they are aware that a class session will be missed, and no later than two weeks in advance when possible. If the timing of the absence does not allow for two weeks’ notice, students should notify instructors as soon as they enroll in the course or become aware of the conflict.
For unplanned absences, students should notify instructors as soon as they are aware they will miss class. Advance notice may not be possible due to the nature of the absence.
Students should review syllabus expectations regarding attendance and make-up work.
Required supporting documentation should be gathered prior to submitting a request, if applicable based on the absence type selected.
Students should ensure all required information is complete and accurate before submitting a UEA request.
How to Request a UEA
Requests are submitted in PiratePort by selecting the University Excused Absence tile and choosing the appropriate absence type. Required documentation should be uploaded, if applicable.
The Office of the Dean of Students will make every effort to review and respond to UEA requests within 2 business days. If approved, students will receive an official UEA approval email to share with their instructors.
University-sponsored activities are approved by the event organizer and are subject to the organizer’s timeline. Once a decision is made, the instructor is notified if the request is approved, with the student copied. If the request is not approved, the student is notified.
Students remain responsible for communicating with their instructors and completing all missed coursework.
Documentation Requirements
Documentation must verify the qualifying circumstance and include applicable dates.
Acceptable documentation varies by category:
| Category | Acceptable documentation |
|---|---|
| Court Subpoena | Official subpoena or summons |
| Death of an Immediate Family Member | Obituary, death certificate, or funeral home documentation |
| Hospitalization | Hospital discharge summary or emergency department record showing the dates of care |
| Military Service Obligations | Official military orders or equivalent documentation |
| Religious Observance | Documentation or statement demonstrating a sincerely held religious belief |
| University-Sponsored Activities | No documentation required |
UEA Term Limits
Approved UEAs are generally limited to a maximum of:
- 8 days per 15-week academic term (Fall/Spring)
- 4 days per 8-week academic term (Summer)
The following categories are not counted toward these limits but remain subject to applicable eligibility requirements:
- Military Service Obligations: In accordance with UNC System Regulation 700.7.1[R], students may receive excused absences for up to 29 days per academic term for required military service obligations. Students who anticipate missing 10% or more of a course due to military obligations should discuss their anticipated absences with the instructor at the beginning of the semester to determine whether they can reasonably meet the course requirements.
- Religious Observances: In accordance with North Carolina General Statute § 116-11(3a), students are entitled to a minimum of two excused absences each academic year for religious observances required by their faith.
All other approved UEAs count toward the standard term limits and remain subject to applicable requirements.
Once a student reaches the applicable UEA term limit, additional absences generally will not be approved through the standard UEA process and must be addressed directly with the instructor or managed in accordance with the course attendance policy.
Examples: What Qualifies vs What Does Not Qualify
| Category | Qualifying Examples | Non-Qualifying Examples |
|---|---|---|
| Court Subpoena | Jury duty, required court appearances | Voluntary court visits |
| Death of an Immediate Family Member | Death of an Immediate family member | Extended family or friends |
| Hospitalization | Emergency Department visit or overnight stay | Routine medical care, urgent care visits, or recovery periods not involving hospitalization |
| Military Service Obligation | Required duty or training | Voluntary military-related activities |
| Religious Observance | Required religious observances | Weddings, vacation Bible school, mission trips, conferences |
| University-Sponsored Activity | Official ECU-sponsored representative | Job fairs, interviews, social/recreational activities, practices, rehearsals |
Roles and Responsibilities
Students
- Notify instructors as soon as possible
- Submit UEA requests through PiratePort
- Provide documentation, if required
- Share the official UEA approval email with instructors, if approved
- Coordinate make-up work with instructors
Instructors
- Honor approved UEAs in accordance with University policy
- Provide reasonable opportunities for make-up work
- Manage other absences in accordance with course policies
Office of the Dean of Students
- Review documentation and determine eligibility, excluding University-Sponsored Activities
- Issue official UEA notifications
- Maintain records and provide guidance
- Administer the UEA process in accordance with applicable University, UNC System, and state requirements.
Appeals
Appeals may be submitted in accordance with the ECU Faculty Manual: Class Attendance and Participation Regulation (Part IV, Section I, Subsection X).
Other Resources
Some situations fall outside the UEA process and are addressed through other established university processes.
Emergency situations:
Emergency situations (e.g., house fire or victim of a crime) should be reported through ECU Cares. Students should also consult instructors regarding missed class time.
Medical absences:
Medical absences that do not involve hospitalization are managed in accordance with course syllabus policies and instructor expectations and are generally not eligible for a UEA.
The Office of the Dean of Students may provide guidance and assist with academic support resources in cases of serious illness.
Disability:
Disability-related needs (e.g., chronic conditions or injuries) should be coordinated through Disability Support Services.
Standard Operating Procedure
For complete procedures, eligibility criteria, documentation standards, timelines, and appeals information, refer to the UEA Standard Operating Procedure (SOP).