St. Cloud State University Policies & Procedures

Student Absence for University Sanctioned Events Link☍

Create PDF: Student Absence for University Sanctioned Events

Current Status: Approved

Policy Type: Academic

Department/Division: Academic Affairs

Effective Date: 06/16/2014

Last Updated: 09/21/2018

Applies To: Students, Faculty

Responsible University Officer: Provost/Vice President for Academic Affairs

Policy Owner: Provost/Vice President for Academic Affairs

Policy Contact: Office of Academic Affairs

Rationale

To clarify and provide guidance for sanctioned absence.

Policy

All students must be permitted to make up work when advance notice is provided to faculty that the student will be absent to participate in a university sanctioned event.  Student work that is made up in compliance with this policy will be graded as though completed and submitted on time.  Work will not be subject to reduction in grade or points or penalized in any manner for being late.

The Office of Academic Affairs determines sanctioned events.  University sanctioned events shall include, but are not limited to:  participation on university athletic teams, university choir, band, theater, field trips, internships, field placements and study abroad, including reasonable travel time for these events.

University sanctioned events will not include those related to club sports, social clubs, student organizations and volunteer community activities.  It is recommended that instructors, research directors, or test administrators include an attendance policy within course syllabi that adheres to St. Cloud State University (University) policy.  Other policies and procedures related to student absences and enrollment include, but are not limited to, Minnesota State 5.12.1, related to military service and SCSU’s Religious Observances Policy.

Faculty may include language specifying the notice and approval process or prohibition of other absence.

Condensed classes or classes with an abbreviated schedule are excluded from this policy.  For condensed or abbreviated format classes; if the student need for significant absences is known in advance the student should be advised about alternative classes, schedules or methods of attendance. If an acceptable alternative does not exist, or the need for absence is not known in advance a solution can be negotiated on a case by case basis. 

Procedure

Students

Students are responsible for informing each instructor, research director, or test administrator and staff of an absence in advance, providing as much notice, information and detail as possible(notice should include Coach’s name and contact information).  If the absence will be caused by a University Sanctioned Event that has a pre-determined schedule the student shall provide the schedule at the beginning of the semester or as soon as it becomes available.  The absence should be highlighted or clearly indicated in some manner in the notification.  Changes to pre-determined schedules, for example, athletic events rescheduled due to weather, shall be reported as soon as possible. This is especially important when the absence impacts assessment and grading activities.  It is recommended that students provide notice in writing.  Any exam/class requirements should be made up in a timely manner.  This includes providing the opportunity to submit assessment/class activities/exams/or other grade materials early.   The same procedure applies to each student who takes online or blended classes.                                                                                                  

Instructors, Research Director, Test Administrator

It is recommended that all course syllabi include the faculty member’s expectations about attendance and specific direction related to this university policy/procedure.  The instructor, research director, or test administrator has the discretion to request additional documentation regarding a student absence.   

The make-up test/class requirements will be comparable to those missed due to the absence.  The instructor, research director, or test administrator will determine the nature of the make-up work, the time and manner to perform or submit the work will be arranged.  Student work that is made up in compliance with this policy will be graded as though completed and submitted on time.  Work will not be subject to reduction in grade or points or penalized in any manner for being late.  Nothing in this procedure or the related policy should be viewed as prohibiting the instructor, research director or test administrator from negotiating with the student an opportunity for the requirements to be completed early.  

Keywords

University sanctioned event, religious observances , travel time, volunteer activities, advance notice, student absences, student organizations, significant absences, attendance, field trips, military service, approval , alternative classes, athletic events, blended class

Related St. Cloud State University Policies

Supporting URLs

Websites, Related External Documents, Statutes

Definitions

Employee

Any individual employed by Minnesota State Colleges and Universities, its colleges and universities and the system office, including but not limited to all faculty, staff, administrators, teaching assistants, graduate assistants, residence directors and student employees.

Events

Activities that include, but are not limited to, official meetings, practices, competitions or trips involving students, registered student organizations, or intercollegiate athletic teams.

Student

All Persons or group of persons who:

  1. Are enrolled in one or more courses, either credit or non-credit, through a college or university; or
  2. Withdraw, transfer, or graduate after an alleged violation of the code of student conduct; or
  3. Are not officially enrolled for a particular term but who have a continuing relationship with the college or university; or
  4. Have been notified of their acceptance for admission or have initiated the process of application for admission or financial aid; or
  5. Are not college or university employees and are not enrolled in the institution but live in a college or university owned or controlled residence hall.

Contacts

Responsible University Officer
   Gregory, Daniel D.
   Provost/Vice President for Academic Affairs
 
ddgregory@stcloudstate.edu
320-308-3143
Owner
   Gregory, Daniel D.
   Provost/Vice President for Academic Affairs
 
ddgregory@stcloudstate.edu
320-308-3143
Contact
   Schwartzkopf, Lucie B.
   Office of Academic Affairs
 
lbschwartzko@stcloudstate.edu
320-308-3143

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