Policy

Class Attendance

General Attendance Policies

Every student is expected to participate in academically related activities and attend every class session for which the student is duly registered.

It is the prerogative of the individual faculty member to set attendance policy for each individual course, and it is the responsibility of the individual faculty member to inform students of that policy in the course syllabus or other written document at the first class meeting of the semester, term, or sprint part of semester or term.

All classes are to meet at the time and location listed in the official university course schedule unless changed with the consent of the entire class. Instructors may take account of class absences in determining course grades.

Students may be justifiably absent from classes due to religious observances, pregnancy or related conditions (including recovery from childbirth for as long as the student’s doctor deems the absences to be necessary), military obligations, illness documented by a physician or other appropriate health care professional, conflicts with university-sanctioned activities documented by an appropriate university administrator, public emergencies, and documented personal or family emergencies.

For religious observances that require absence from a class session and other required class activities students in a full semester or term course must give written notification to their instructor within the first two weeks of class of the religious event that prohibits class attendance and the date that will be missed, if officially known. Students enrolled in sprint or part-term courses must give written notification to their instructor within the first week of class. Instructors will, without prejudice, provide such students with reasonable accommodations for completing missed work. However, students are ultimately responsible for material covered in class, regardless of whether the student is absent or present.

Faculty are required to excuse a student’s absence due to pregnancy or related conditions, including recovery from childbirth for as long as the student’s doctor deems the absences to be necessary. When the student returns to classes the student must be provided the opportunity to make up any work missed. Alternatives include allowing the student to take an incomplete and complete the course at a later date, or retaking the course or taking an online course. For additional information go to: Supporting the Academic Success of Pregnant and Parenting Students. 

In all of the other justifiable situations (illness documented by a physician or appropriate health care official, military obligations, university-sanctions activities documented by an appropriate university administrator, public or documented personal/family emergencies), students are ultimately responsible for notifying the instructor in writing with as much advance notice as possible. Instructors may determine a reasonable amount of coursework that should be completed in order to make up the student’s absence. Students are responsible for the prompt completion of any alternative assignments.

Students needing assistance regarding absences due to death, illness or other critical circumstance should contact the Office of the Dean of Students (Oxford) or the Student Services (regional campuses).

Drop

Whenever a student is absent from class to such an extent as to make the student’s work inefficient or to impair the morale of the class, the instructor may direct the Office of the University Registrar to drop the student. During the first 20 percent of the course no grade will be recorded; after the first 20 percent is completed but before 60 percent of the course is completed, a grade of W will be recorded. After 60 percent of the course is completed, a grade of F will be recorded. The instructor shall notify the student of this action no later than the time he or she notifies the Office of the University Registrar. (See academic calendar.)

A department may, at its discretion, drop from a course any student who is absent from the first class meeting of a semester, term or sprint part of semester or term unless by the end of the day (11:59 p.m.) of the first class meeting the student notifies the department or instructor of his or her intention to take the course. When possible, departments and instructors should reinstate a student who, for reasons beyond his or her control, was unable to contact the department or instructor by this deadline.The determination of individual class attendance requirements and their enforcement at the Dolibois European Center is governed by the attendance policy of the Center.

In the event that a student absence situation cannot be resolved between the student and the class instructor, the student should follow the procedure outlined in the “Statement of Good Teaching Practices” and “Academic Grievance” policies.

Petitions

A graduate student may petition for an exception to an academic regulation. Petition forms are available at the Graduate School’s website. A petition must be initiated by the student and must be submitted with recommendations by the adviser, the major department, and, if required, the academic division.

Divisional Petitions Committees handle petitions of the following nature: first request for extension of the time limit to finish a degree; credit for course work that is more than five (5) years old; transfer of hours from one degree program to another; registration with a combination of graduate and undergraduate hours. These petitions should be directed to the appropriate divisional office.

The Student Petitions Committee of Graduate Council handles all remaining types, including petitions of the following nature: change to the academic record; holding a graduate award without full registration; reinstatement in the Graduate School; second request for extension of time to finish a degree. These petitions should be completed in full and submitted to the Graduate School office by the department chair or graduate program director after completion by the student.

The form for submitting petitions is located on the Graduate School website.

Related Form(s)

Not Applicable.

Additional Resources and Procedures

Websites

• Supporting the Academic Success of Pregnant and Parenting Students
• Graduate School’s website

FAQ

Not Applicable.

Policy Administration

Next Review Date

7/1/2023

Responsible Officer

Associate Provost

Legal Authority

Not Applicable.

Compliance Policy

No

Revision History

 July 2022

Reference ID

Graduate Handbook 1.4

Reviewing Bodies

Administrative