University Policy 3120
Download a Printable Version of Policy 3120
Effective Date
April 2001
Last Revision Date
July 31, 2026
Responsible Party
Provost and Vice President of Academic Affairs, (208) 426-1202
Scope and Audience
This policy applies to all University Faculty, activity sponsors, and students requesting an excused absence for a University-recognized reason. A student who is unable to attend a course meeting due to an absence not covered under this policy, such as illness or injury or bereavement for a close friend or family member not defined in Section 5, is encouraged to work directly with the Faculty member.
This policy does not apply to absences related to requests for religious accommodation, such as observing a religious holiday. For religious accommodation requests, see University Policy 3125 (Religious Observance Academic Accommodations for Students)
Additional Authority
Idaho State Board of Education Policy, Section III.P.
1. Policy Purpose
To establish University-recognized reasons for excused absences, the process for requesting such absences, and to outline the rights and responsibilities for both the student and the Faculty member under this policy.
2. Policy Statement
Boise State University is committed to fostering an environment of academic excellence, personal accountability, and institutional pride. Students are expected to actively engage in their education and uphold rigorous academic standards, even when participating in University-sanctioned events such as intercollegiate athletics, academic competitions, artistic performances, or leadership conferences. While these activities enrich the collegiate experience and promote the University’s mission, they do not exempt students from demonstrating their learning or meeting course objectives. Instead, all students—especially those representing the University—are responsible for proactively managing their academic responsibilities, communicating with instructors, and making up missed work in a timely and appropriate manner. This policy supports academic integrity, equitable treatment, and the shared responsibility between students, faculty, and the institution to ensure student success. This policy governs only those absences explicitly recognized by the University. For all other absences, faculty members retain the authority to establish and enforce course attendance and participation expectations as outlined in their syllabi.
3. Definitions
3.1 Faculty
Includes all Faculty positions defined under section 5.2 of University Policy 7000 (Position Definitions), and any person employed by the University to provide instruction in a for-credit courses. In addition, for the purposes of this policy, “Faculty” also include emeriti Faculty members and any person employed by the University to conduct learning.
3.2 Military-Affiliated Students
These students include, but are not limited to:
- Active-Duty Military personnel;
- Members of the National Guard;
- Reservists;
- Students receiving Military Tuition Assistance as Reservists, Members of the National Guard, or Active Duty Personnel; and
- Reserve Officers’ Training Corps (ROTC).
International students serving in branches of the armed forces of other countries are not included.
3.3 University-Recognized Reasons for Absence
a. University-recognized reasons for an excused absence include the following:
- Athletics, band, forensics, dance, music, theatre, or other activities sponsored by the University if identified by the Provost and Vice President for Academic Affairs, or their designee(s), as the basis for the excused absence;
- Duties required of Military-affiliated Students. This generally involves duty orders with specific call-up dates;
- Participation as a representative of the University or as an officer of a University-sponsored co-curricular organization in a scheduled professional academic conference or activity (e.g., University debate team); a scheduled conference for which participation is mandatory for the student (e.g., a required annual meeting for all presidents of a national student organization); an academic competition; or a field trip scheduled as a part of a Faculty-led course;
- Participation in University-related business (e.g., student representative attending meetings related to University governance);
- Bereavement for the death of an immediate family member. An immediate family member includes a student’s spouse, domestic partner, child, parent, sibling, grandparent, or grandchild, including the same relation by marriage (in-laws) or a legal guardian or a member of the student’s household; or
- Jury duty service.
The following are NOT University-recognized reasons for an excused absence: Participation in club sports, student activity-based organizations, and activities of student social organizations. A Faculty member or student who is unclear about whether a particular activity is covered by the policy may reach out to the Office of the Provost for clarification.
4. Expectations
a. Regular course meeting attendance, participation, and engagement in coursework (both in-person and online) are important contributors to student success. However, student absences covered under this policy may be excused.
b. This policy governs only those absences explicitly recognized by the University, as described in Section 3. For all other absences, Faculty members retain the authority to establish and enforce course attendance and participation expectations as outlined in their syllabi.
c. A student will be granted an excused absence from a course meeting or requirement when they document a University-recognized reason for such an accommodation.
d. Excused absences will not be counted against any absence limits set forth in the Faculty member’s course syllabus unless a student is unable to make up missed coursework (or complete alternative work that allows the student to demonstrate their learning) for those absences.
e. An excused absence excuses the student only from attending course meetings and other formal instruction during the absence. It does not excuse the student from their assigned coursework.
f. An excused absence can be applied to a time-sensitive requirement in an asynchronous course (e.g., to complete an online quiz during a particular timeframe).
5. Student Rights and Responsibilities
Students have both the right and the responsibility:
a. To make up any coursework missed during their excused absence;
b. To make up examinations given during their excused absence;
c. To have the same privileges as other students in the course; and
d. To provide the Faculty member with written notification of the excused absence within the following timeframes:
- Standard notification (at least 10 days in advance): Applies to scheduled travel with confirmed dates.
i. For regular season travel (e.g., for athletics), the full travel schedule should be shared with the Faculty member within one week of the start of the course.
ii. For jury duty, notification of the possibility of needing an excused absence during a particular period of time should be provided 10 days in advance, with final notice the day before, once the expectation for jury duty service is known.
iii. For a course-related field trip in a Faculty-led course, documentation (e.g., syllabus or Faculty communication) outlining the requirement and schedule should be shared as soon as the date(s) of the trip is known.
2. Expedited notification (less than72 hours): Applies to postseason events or unexpected absence (e.g., bereavement, postseason competition, or sudden travel roster change).
i. In cases of postseason qualification or unexpected travel to represent the University, or immediate call-up for military service, a student (and/or activity sponsor) should notify the student’s Faculty members as soon as possible, ideally within 48 hours of the student being notified, and the student should follow up with the Faculty members by providing a plan to complete any missed coursework
ii. Students should notify within 24 hours of needing an excused absence in the case of bereavement. Students can request assistance with faculty notification from the Dean of Students’ Office
e. To provide appropriate documentation to the Faculty member
- For a University-sponsored activity, written notification must be prepared by the activity sponsor.
- For jury duty service, a copy of the official jury duty summons must accompany the written notification.
- For bereavement, documentation may be requested by the Faculty member. Students can also be referred to the Dean of Students Office for support.
- For a Military-affiliated student, official documentation of the required service must be provided (e.g., military orders, memorandums of record, documentation from a commander, official government request for service of a veteran for contract services, etc.).
f. To arrange times for make-up examinations and similar work.
- Arrangements are ideally determined prior to the date of the excused absence, but in the case of expedited notification, arrangements should be made no later than two (2) days after a student returns from their absence.
- Make-up work or examinations will be scheduled within the term and at times mutually convenient for the student and the Faculty member. Should the excused absence occur during the final two weeks of a course term, the student can expect the missing work will be resolved with an incomplete.
g. If feasible, a student may request remote or online participation from the Faculty member if in-person attendance is not possible but the student is able to join remotely.
h. Retroactive requests for excused absences will not be honored.
A student who will be absent for an extended period of military duty or service to a federal agency should consult with their advisor to determine if a request for a complete withdrawal is advisable (see University Policy 3110 – Student Complete Withdrawal from the University).
6. Faculty Responsibilities
Faculty have the responsibility:
a. To refer to this policy on course syllabi;
b. To excuse a student from attending a course meeting or other formal instruction during the excused absence;
c. To not penalize a student for an excused absence;
d. To preserve the same privileges that other students have in the course;
e. To allow a student to make up any work missed during their excused absence. When the exact assignment or classroom experience cannot be replicated, the Faculty member and student are encouraged to agree on a reasonable alternative assignment that allows the student to demonstrate their learning of the course objective(s) of the original assignment or activity—ensuring mastery of the material, not simply presence or participation.
f. To determine times for make-up examinations and similar work.
- Ideally arrangements are made prior to the date of the absence, but in the case of expedited notification, arrangements should be made no later than two (2) days after a student returns from their excused absence. Make-up work or examinations will be scheduled within the term and at times mutually convenient for the student and the Faculty member. Should the excused absence occur during the final two weeks of a course term, the Faculty member will arrange to resolve the student’s missing work with an incomplete.
g. To determine, before the withdrawal-without-penalty date (e.g., 10th day of the regular semester), if the planned absences for the semester would require the student to miss a substantial portion of the class meetings or to be making up work on a regular basis (e.g., if the student would miss a once-weekly lab or class meeting on a regular basis), such that the student would not be able to meet the learning outcomes of the course. The Faculty member should refer the student to another section or to an academic advisor for assistance with a schedule change.
- When appropriate, the Faculty member should indicate on the syllabus and/or in program handbooks and materials when reasonable adjustments, modifications, or adaptations cannot be made to accommodate excused absences as listed in this policy because the course and/or program has required elements (e.g., labs, field trips, clinical placements, etc.) that make it unfeasible or create an undue burden for either the student to make-up the particular course element or for the Faculty member and/or program to fashion a reasonable alternative.
h. To determine that a particular case, where the total number of class sessions missed—whether excused, unexcused, or a combination of both—is excessive and prevents the student from meeting essential learning outcomes. In such a situation, the Faculty member may recommend withdrawal or assign the student a failing course grade. This decision should be based on the student’s academic standing and ability to meet course objectives, not solely on attendance totals. In such instances, a Faculty member must notify the student in a timely manner and outline the available options. This provision is especially applicable to accelerated courses (e.g., 3-week, 7-week, or weekend formats) where each session represents a significant portion of instructional time.
7. Activity Sponsor Responsibilities
Activity sponsors (e.g., athletics, band, dance, etc.) have the responsibility:
a. To prepare written notification of the student’s scheduled absence on behalf of the participating student on University letterhead with dates and approximate departure and return times for the excused absence.
b. To work with the student to ensure timely delivery of the notice to the Faculty members teaching the courses for which the student will be absent. Failure of the student and/or activity sponsor to deliver the notice to the student’s Faculty members at least ten (10) days in advance of the student’s absence may jeopardize the student’s ability to obtain an excused absence under this policy.
8. Process for Addressing Further Questions or Concerns
This policy expects that the student and Faculty member will discuss a request for an excused absence(s) and will come to an agreement. In cases in which a student or Faculty member has questions about the decisions regarding an excused absence, including but not limited to the suitability of make-up work, questions about whether an absence(s) prevents the student from meeting the course learning outcomes, and/or the appropriateness of documentation about the requested excused absence, either the student or the Faculty member may take questions to the Department Chair/Unit Leader.
9. Related Information
University Policy 3110 (Student Complete Withdrawal from the University)
University Policy 3125 (Religious Observance Academic Accommodations for Students)
Revision History
July 2019; October 21, 2021; July 31, 2026