Emergency Absence Notification FAQ for Students

If a student is absent from class, it is their responsibility to inform instructors in person, by phone or by email. However, when you are unable to contact your instructors directly due to an emergency, the Office of the Dean of Students may send an Emergency Absence Notification email to your instructors on your behalf. 

The purpose of this notification email is to inform your instructors that you will be absent for an unspecified period of time and to establish an entry point from which you can begin communicating with your instructors regarding arrangements for making up coursework.

An Emergency Absence Notification simply alerts your instructors that you will be absent for an unspecified period of time due to emergency circumstances. Due to FERPA regulations, we will not share your medical or personal information with your instructors.

When an Emergency Absence Notification request is received, expect a staff member from the Office of the Dean of Students to contact you and/or the person who requested the notification on your behalf within 2-3 university business days. This staff member will be able to approve or deny your request by clarifying the details of your situation. 

If the Office of the Dean of Students is unable to reach you and/or the person who requested the notification on your behalf, the processing of your request may be delayed.

If your request is approved, an Emergency Absence Notification email is sent to all of your instructors in the same email. Your student email address will be copied on this email, so you will be able to see when the email was sent.

Please note that this email does not explain your circumstances or excuse you from classes or coursework, so following up on this email is essential. It is your responsibility to contact each of your instructors to describe your circumstances (to your comfort level) and to make arrangements for making up coursework. 

As you work directly with your instructor(s) in fulfilling your academic obligations after your emergency, keep in mind the following:

• Instructors may request documentation to substantiate your absence.
• Be sure to consult all of your instructors’ syllabi since each instructor sets their own class absence policy and late work policy.
• The Office of the Dean of Students is here to support you in navigating your emergency and transitioning back to school. We encourage you to schedule an appointment with us if you’d like help problem-solving around your situation.

Even though sending an Emergency Absence Notification may not be appropriate in your situation, a Dean of Students staff member will be prepared to:

• offer immediate problem-solving support regarding how best to navigate your situation.
• summarize policies relevant to your situation, such as the University-recognized Absence Policy.
• help connect you to campus and community resources best positioned to support you.
• schedule you an appointment for additional help problem-solving around your situation.

Note that your request may be denied if the Office of the Dean of Students is unable to reach you via phone or email. Expect a staff member to reach out within 2-3 university business days after submitting your request.