To help students and faculty make decisions about class attendance and academic flexibility requests. In most circumstances, course instructors are responsible for determining appropriate academic flexibility options for their courses. Students are responsible for communicating with their course instructors about requests for flexibility.
General guidance
Notifying instructors
If a student misses classes due to illness, injury, family emergency, or some other reason, it is the responsibility of the student to notify their instructors of this absence as soon as possible.
In rare circumstances where a student is unable to communicate on their own behalf (in the hospital, etc.), staff in the Office of Student Assistance and Support are available to assist with facilitating faculty notification with student’s permission.
Granting requests
Faculty and instructional staff have the ability to grant accommodation requests. These requests ask permission to make up missed or late work due to an unforeseen life circumstance, emergency, or personal need.
Instructors are encouraged to work with students on an individual basis, to assure students can meet their academic obligations.
Document all academic accommodation details and information in writing to the student so a record can be maintained of the accommodation granted.
Required accommodations
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Sexual assault, dating/domestic violence, stalking, and sexual harassment (Title IX accommodation)
Being a victim of any crime can frequently have a traumatic impact on a student and negatively impact their academic performance. Title IX provides specific protections for students who have experienced sexual assault, dating/domestic violence, stalking, or sexual harassment.
The Office of Compliance’s Sexual Misconduct Resource and Response Program (SMRRP) oversees these types of accommodations and can verify their validity without providing details for serious crimes.
Pregnancy and parenting students (Title IX accommodation)
Schools must excuse a student’s absences because of pregnancy or childbirth for as long as the student’s doctor deems the absences medically necessary.
The Office of Student Assistance and Support will provide assistance to pregnant or parenting students.
Disability-related accommodations
Students who have been granted a disability-related accommodation from the McBurney Disability Resource Center should be granted accommodations as outlined in the McBurney Connect: Faculty Notification Letter.
McBurney Connect provides online access for students, instructors, and notetakers to apply for, request and manage student, disability-related accommodations.
After a student’s disability-related accommodations is approved, instructors will receive a Faculty Notification Letter, about classroom accommodations that are specific to each course. The Letter is located in the McBurney Connect Instructor Portal.
Students will still be instructed to meet with faculty to discuss their accommodations.
Religious, cultural and ethnic observances
Existing policy and Academic Calendar guidance on Religious Observances note that:
- Instructors should not schedule exams and other mandatory academic requirements on days when religious observances may cause substantial student absences. A non-exhaustive list of cultural, religious and ethnic holidays is provided by the Office of the Secretary of the Faculty. Additional observances may exist that are not included on this list.
- Students should notify the course instructor within the first two weeks of the semester/term of the specific dates conflicting with an exam or assignment.
- Per policy, any student with a conflict between an academic requirement and any religious observance must be given an alternative for meeting the academic requirement.
Accommodations at instructor discretion
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Victim of a crime
Being a victim of a crime can often have a traumatic impact on a student and negatively affect their academic performance.
Faculty and Instructional Staff can determine appropriate academic flexibility. The Office of Student Assistance and Support can verify victimization without providing details for serious crimes. Accommodations in these cases are appropriate.
Mental health concerns
Students are frequently impacted by mental health issues. Most are able to find ways to work through difficult times, while others need an accommodation.
Faculty and Instructional staff may ask students to provide verification of treatment (not diagnosis or therapeutic plan) if it will be helpful in determining appropriate options for flexibility.
A significant death
Our students come from a variety of cultures and family configuration. In general, it is appropriate to grant an accommodation for a significant death in a student’s life. While it is also appropriate to ask for documentation, please note it may not be available in all circumstances.
If you’d like to discuss further, please contact the Office of Student Assistance and Support.
Illness, injury, hospitalization
It is appropriate to request that the student show documentation for illness/injury/hospitalization. Students who have been hospitalized for both physical and mental health reasons will frequently miss class even after release.
Consultation with the Office of Student Assistance and Support is encouraged as well as asking the student to follow up with the Office of Student Assistance and Support for additional support.
Family vacations
Academic calendars are well known prior to the start of the academic year. It is the instructor’s decision to allow this accommodation, or not.
Early travel for a break
Academic calendars are well known prior to the start of the academic year. It is the instructor’s decision to allow this accommodation, or not.
In general, students are encouraged to reach out to faculty or instructors directly to make accommodations in the classroom, as far in advance as possible. Decisions to grant an accommodation should reflect the individual situation of the student as well as the legitimate academic demands of the class, it’s intended learning outcomes, and needs of the instructor.
Consultation with colleagues, the Office of Student Assistance and Support, or the Academic Dean of School/College is recommended.
Exams
Determination about options for exams are made by course instructors. Students are welcome to discuss their situations with the Office of Student Assistance and Support. Be sure to become familiar with mid-term and final exam policies and information about final exam locations
In the event that an exam conflicts with a scheduled evening course, please refer to the Evening Midterm Exam Policy provided by the Office of the Secretary of the Faculty:
Please refer to the Fall and Spring term final exam policy provided by the Office of the Secretary of the Faculty:
Final exam times and locations
Summer session final exams
Summer mid-session exams are typically held during the scheduled class period. Final exams are held at the last class meeting unless otherwise announced by the instructor.
Final exams on the web
Fall and Spring locations for final exams given in General Assignment Classrooms will be available in Student Center and Faculty Center four weeks before the start of final exams. If your course is not listed, contact the instructor or department giving the exam to determine the location.