Date: September 18, 2006

To: Deans, Directors, Department Heads/Chairs, and Faculty

From: Andrew Effrat, Acting Deputy Provost

Jo-Anne T. Vanin, Associate Vice Chancellor for Student Affairs/Dean of
Students

Subject: University Policy on Class Absence

Each year, this office and the Dean of Students Office receive inquiries
concerning University policy on student absence from classes. The
campus’s policy on attendance is described at some length on the Office
of the Provost’s website,
http://www.umass.edu/provost/admin/policies/absence.html, and it applies
to classes and examinations. The purposes of this memorandum are to
summarize the policies governing excused absences, and to recommend some
simple procedures for faculty to verify the reason for a student’s
absence. Department heads/chairs and faculty should pass this
information on to all graduate teaching assistants.

Three basic rules apply to all excused absences, whether excused because
of a University policy or at the instructor’s discretion. (1) Students
must still meet all class requirements. (2) Instructors must offer
reasonable assistance in making up missed work (e.g., making
arrangements for attendance at labs or discussion sessions which meet at
other times; providing makeup exams or labs where feasible). (3)
Instructors may not require students to take a make-up exam in a format
substantially different from that of the original exam.

Religious Observances:

An instructor must excuse any student who is unable to attend classes or
participate in a class-related activity or examination because of
religious observance. Students must inform their course instructors in
writing, of the days on which they will be absent for religious reasons,
and should do so as early in the semester as possible and always prior
to the day(s) they will be absent. Instructors have the right to require
students to provide a written list of such days within one full calendar
week of a student’s enrollment in the course, provided that the
requirement and deadline are stated in the course outline or other
handouts. In the event of a dispute between an instructor and a student
in any course, either party should contact the department head or the
Ombuds Office. A calendar of major holidays is published in the
Undergraduate Catalog, the faculty and staff telephone directory, the
Religious Affairs Committee website; www.umass.edu/religious_affairs
<http://www.umass.edu/religious_affairs>.

Athletic Events:

Required participation in athletic events that conflict with scheduled
classes can be verified by the Athletic Department (545-4379). Students
should inform instructors as soon as possible of an event for which they
will be absent from class.

Field Trips, Performances:

Field trips and performances can be verified by the department requiring
a student to participate. Other scheduled activities for students are
usually verified by the office or department scheduling the activity.
Students should inform instructors of pending absences as soon as they
are aware of the schedule conflict.

Health Reasons:

Instructors may verify that a student has been seen by University Health
Services on a particular day by calling a voice mail service.
Instructors may leave the student’s name and I.D. number and the date
that the student was absent from class, and will receive verification by
phone. To reach this service, dial UHS at 577-5114. For students who are
treated off-campus, instructors may require written verification, within
the limits of the health care provider’s policy, from the attending
physician. Where possible, students should notify faculty in advance if
they will miss a class because of illness, injury or medical treatment.
Students should be made aware that they can leave a message at a
department office or on an instructor’s voice mail to explain an absence
the day it occurs, if possible.

Family Illness:

In recent years, the number of students who are caring for dependent
family members at home has markedly increased. On occasion, single
parents must stay home to care for sick children; students may miss
class due to the medical needs of brothers, sisters, older parents, etc.
Instructors are encouraged to allow students in these kinds of
situations fair and adequate opportunity to make up any missed academic
work. Students who have family obligations that may cause them to miss
class are urged to inform their professors at the beginning of the
semester, or as soon as the likelihood of such an absence becomes known.

Other Extenuating Non-Academic Reasons:

This category includes other valid excuses for missing class, including
family illness or death, personal problems or unforeseen circumstances
(e.g., automobile accident). While the policy states that instructors
have the right to require written verification of students’ absences for
such reasons, this is difficult to achieve in many circumstances. We
offer several suggestions to cover a number of potential excuses. For
court appearances, jury duty, or other activity related to the legal
system, a copy of the appropriate legal document should be provided. If
an absence is attributed to the death of a person close to the student,
an instructor can request a copy of the obituary or death notice, and
some evidence of the student’s relationship to the deceased.
(Instructors should be aware, however, that in a situation of genuine
grief and loss, this request is usually perceived as quite callous, or
even outrageous, though this is not the instructor’s intent). Many
extenuating non-academic reasons for absence are not documentable, and
instructors have to use their best judgment in evaluating student
absences. They should not ask for verification from the Dean of Students
Office. In exceptional circumstances, when students or family members
notify the Dean of Students Office of unusual or extended absences, and
are unable to contact instructors directly, the Dean of Students Office
will notify instructors. If instructors have concerns about a particular
case and need advice on how to handle it, they may telephone the Dean of
Students Office (545-6284) or the Provost’s Office (545-2554) for advice.