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UPPS 02.06.03 - Excused Absence Policy Related to University-Sponsored Events

Excused Absence Policy Related to University-Sponsored Events

UPPS No. 02.06.03
Issue No. 3
Effective Date: 10/15/2015
Next Review Date: 5/01/2020 (E5Y)
Sr. Reviewer: Associate Vice President and Dean of Students

  1. POLICY STATEMENT

    1. The purpose of this policy is to provide guidelines for students to receive excused absences from instructors when students are unable to attend classes because they are involved in official university-sponsored functions. Please see UPPS No. 05.06.03, Student Travel, for more information. Students absent for active military service should contact the Office of the University Registrar.
  2. DEFINITIONS AND EXPECTATIONS

    1. An official university-sponsored event is a function that occurs under the sponsorship of any university academic, administrative, athletic department, unit, center or institute and is generally university-funded. The function should offer a forum for the development of student academic or leadership skills; provide an educational opportunity; provide a venue in which the reputation of the institution will be enhanced; or serve as an officially-sponsored athletic (i.e., the National Collegiate Athletic Association) event. Examples of official university functions include participation in athletic competitions; attendance as an official student organization representative at statewide leadership or development conferences; participation in scholarly conferences and workshops; participation in official creative or scholarly competitions as a representative of Texas State or a Texas State department or organization; and participation in university-sponsored trips for performing groups, including, but not limited to, the band, Strutters, sports clubs, Student Government, and vocal music ensembles. Please see UPPS No. 05.06.03, Student Travel, Section 02. for a definition of a university-sponsored student travel event;

    2. The sponsor who requests approval for an excused absence must be a full-time university employee.

    3. An excused absence is an absence for which a student is not penalized by the instructor for being absent from class and is allowed to make up any missed class work or examinations.

    4. Whenever possible, students will schedule classes at times that will not conflict with times when they know they will be absent (e.g., if the volleyball team will miss numerous Tuesday evenings due to travel, a member of the volleyball team should not sign up for a Tuesday evening class).

    5. To the fullest extent possible, it is the student’s responsibility to inform faculty of expected absences upon receipt of the course syllabus. The student and instructor should work out arrangements for exceptions to the absence policy in the course syllabus by the third class day of the semester. See AA/PPS No. 02.03.01, Conduct and Planning of Courses for further information regarding faculty attendance policies.

  3. PROCEDURE FOR REQUESTING AN EXCUSED ABSENCE

    1. As soon as possible after learning that he or she will be absent because of an official university-sponsored function, a student should submit the Official University-Sponsored Function Registration for Events Not Requiring Travel Documents form to the instructor for each class that will be missed. When the student presents the Official University-Sponsored Function Registration for Events Not Requiring Travel Documents form to the instructor, the student and instructor should discuss the coursework for which the student will be responsible for completing. The student is responsible for initiating this discussion and submitting assignments according to the instructor’s directions.

    2. The Official University-Sponsored Function Registration for Events Not Requiring Travel Documents form requires the signature of the official advisor, director of the organization or department sponsoring the event, as well as the instructor’s verifying approval.

  4. VERIFICATION PROCEDURES

    1. A website is administered through the Vice President for Student Affairs (VPSA) office and lists official university-sponsored functions. Information listed on the website will include the organization, description of event, date and time of event, travel time required (if any), a list of students who will be involved in the event, and a phone number for the instructor to call if there are questions or concerns.

    2. The advisor or director of the organization sponsoring the event must assure that the correct information is posted on the website in a timely manner. Questions about the event posting should be directed to Student Involvement @ LBJSC at 512.245.3219.

    3. For non-athletic events, the student is responsible for assuring that the appropriate travel documentation is completed and submitted to all appropriate offices prior to the travel. Please see UPPS No. 05.06.03, Student Travel, for further information regarding travel documentation. Student Involvement @ LBJSC will use the information from travel documentation submitted to their office in order to register official university-sponsored functions on the website.

    4. For non-athletic events when travel documentation is not required, the student is responsible for assuring that a Request for an Excused Absence form is completed and submitted to Student Involvement @ LBJSC no later than 10 business days prior to the event. Student Involvement @ LBJSC will use the information from the Request for an Excused Absence submitted to their office in order to register official university-sponsored functions on the website.

    5. To request an event be listed on the website, the sponsor or organization advisor should submit the request to Student Involvement @ LBJSC who will post it to the website.

  5. RESPONSIBILITY FOR COMPLETION OF COURSEWORK

    1. Class absences covered by this policy do not excuse a student from completing all work associated with the classes that are missed.
  6. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Associate Vice President and Dean of Students May 1 E5Y
      Assistant Vice President for Academic Services May 1 E5Y
      Associate Director, Student Involvement @ LBJSC May 1 E5Y
      System Services Supervisor, Student Affairs May 1 E5Y
      Associate Athletic Director May 1 E5Y
      Dean, College of Fine Arts May 1 E5Y
  7. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Associate Vice President and Dean of Students; co-senior reviewer of this UPPS

    Assistant Vice President for Academic Services; co-senior reviewer of this UPPS

    Vice President for Student Affairs

    Provost and Vice President for Academic Affairs

    President