The purpose of this policy is to ensure that students will not be penalized for work missed while participating in University-approved events. University-approved events fall into the three categories below. Absences for events that fall under category 1 are automatically excused. For events that fall under categories 2 and 3, the faculty member, administrator, or coach organizing the event may request that absences be excused.
1. Students Representing the University: Absences from classes due to University-approved events in which students are representing the University are automatically excused, unless the event is held during study days or the final exam period (with the exception of athletic competitions which can be held during study days or the final exam period, see below). Examples of events that are automatically excused include: (a) athletic competitions (as long as the schedule restrictions of the National Collegiate Athletic Association (NCAA) are met); (b) music ensemble and theatre performances; and (c) debate tournaments. At least three class days prior if possible, but no later than 24 hours prior to the event, the faculty member or administrator organizing the event, or the athletic department, will circulate the names of participating students and will include departure and return times for events away from campus. It is the responsibility of the students to notify the faculty members individually and to make arrangements for work missed. It is the responsibility of the instructor to provide an appropriate opportunity for the student to make up the work. It is the responsibility of the organizing faculty member or administrator, or the athletic department, to schedule events in such a way as to minimize class conflicts. Allowance will be made for rescheduling canceled events. However, the faculty member or administrator organizing the event, or the athletic department, must circulate the names of the participating students as soon as possible and include departure and return times for events away from campus.
2. Other Activities, Including Field Trips: Requests for student absences to be excused for other University events, such as field trips, conference attendance, and musical performance attendance, must be made to the Curriculum and Academic Policy Committee during the prior semester, if possible, but no fewer than 21 days prior to the event. If the excused absence is approved, at least three class days prior, if possible, but no later than 24 hours prior to the event, the faculty member or administrator organizing the event, or the athletic department, will circulate the names of participating students and will include departure and return times for events away from campus. It is the responsibility of the student to notify the faculty members individually and to make arrangements for work missed. It is the responsibility of the instructor to provide an appropriate opportunity for the student to make up the work. It is the responsibility of the organizing faculty member or administrator, or the athletic department, to schedule events in such a way as to minimize class conflicts. If an activity is not approved as an excused absence, the faculty member or administrator organizing the event, or the athletic department, cannot require attendance at the event as a mandatory component of a class. If a student chooses to participate in the event, faculty members whose classes are missed are not required to provide make-up work for the absence.
3. Events scheduled during study days or the final exam period: With the exception of NCAA athletic competitions, events should not be schedule during study days or the final exam period if at all possible. If an exceptional opportunity during study days or the final exam period arises, other than NCAA athletic competitions, the faculty member or administrator organizing the event must request approval from the Curriculum and Academic Policy Committee to take students to the event. For any approved event or for NCAA athletic competitions taking place during study days or the final exam period, the faculty member or administrator organizing the event, or the athletic department, will circulate the names of participating students and will include departure and return times for events away from campus.