UPPS 02.06.03 - Excused Absence Policy Related to University-Sanctioned Activities

POLICY STATEMENT

Texas State University is dedicated to establishing procedures that honor excused absences.

1. SCOPE

   1. An excused absence is determined and granted by a student’s course instructor. To the fullest extent possible, it is the student’s responsibility to inform faculty of expected absences. The student and instructor should work out arrangements for exceptions to any course related absence policy listed in the course syllabus (AA/PPS No. 02.03.01, Conduct and Planning of Courses provides further information regarding faculty attendance policies).

   2. Whenever possible, students will schedule classes at times that will not conflict with times when they know they will be absent.

   3. Students absent for active military service should contact the Office of Veterans Affairs at Texas State University. G/PPS No. 02.08, Schedule Changes, Drops, and Withdrawals provides more information.

2. DEFINITIONS

   1. Appropriate Administrator – a cabinet officer, dean or dean equivalent, chair or chair equivalent, department unit head, or assigned university department delegate.

   2. Excused absence – an absence for which a student is

      1. not penalized by the instructor for being absent from class; and

      2. is allowed to make up any missed class work or examinations assigned or scheduled during the specified time period requested or approved.

   3. Official University-Sanctioned Activity – travel activity that is initiated, planned, arranged, and supervised by a full-time university employee acting in an official capacity, and for which one of more of the following apply:

      1. a student officially represents the university in an activity that supports or enhances the university’s mission or image;

      2. a university employee accompanies a student on the travel activity;

      3. institutional or departmental resources, including but not limited to funds are used to support the travel activity;

      4. transportation is provided using a vehicle that is owned, leased, rented, or paid by the university;

      5. a student participates in an activity under the supervision of a college, department, class, university office, learning community, Education Abroad program, or Study-in-America;

      6. Performance Group – an academic or athletic group that official represents Texas State through performances conducted for educational, entertainment, or athletic purposes. This includes, but is not limited to, the following:

         1. Academic: Official Texas State college affiliated performance groups (vocal, dance, music), debate team, and theatre productions.

         2. Athletic: Official Texas State Athletics groups including NCAA student-athletes, cheerleaders, mascot, and Strutters.

3. PROCEDURES FOR REQUESTING AN EXCUSED ABSENCE

   1. Students participating in university-sanctioned activities must provide written notice to the course instructor upon receipt of the course syllabus or at least two weeks in advance of the anticipated date of absence.

   2. Student must provide the appropriate documentation:

      1. a copy of the approved University-Sanctioned Activity form (Section 03.03);

      2. a copy of the approved Student Travel Authorization form for the approved university-sanctioned travel activity (Section 03.04);

   3. The University-Sanctioned Activity form is completed at least 10 days prior to start date of activity by the university department sponsoring an activity, for activities not requiring travel, and found on the department of Student Involvement and Engagement website.

   4. The Student Travel Authorization form is completed at least 10 days prior to start date of activity by the university department sponsoring an activity requiring travel, submitted as part of the required forms to approve a university-sanctioned travel activity, and found on the department of Student Involvement and Engagement website. UPPS No. 05.06.03, Student Travel provides more information on policy and procedures related to university-sanctioned student travel activity. A/PPS No. 03.01, Business Operations lists policy and procedure for university-sanctioned travel for athletic performance groups.

   5. For athletic performance activities, these forms do not apply. Refer to A/PPS No. 03.01, Business Operations for policies and procedures.

4. PROCEDURES FOR VERIFICATION

   1. A website administered through the department of Student Involvement and Engagement that lists official university-sanctioned activities. A list of students attending the event should be kept by the director or organizer of the event.

   2. For athletic performance activities, Texas State Athletics will provide letters to students and course instructors. A/PPS No. 03.01, Business Operations lists policy and procedure.

   3. For non-athletic activities, the student is responsible for assuring that the appropriate travel documentation is completed and submitted to all appropriate offices prior to the travel. UPPS No. 05.06.03, Student Travel provides further information regarding travel documentation.

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 missed classes.

   2. When the student presents documentation of official university-approved sanctioned activity to the instructor, the student and instructor should discuss the coursework for which the student will be responsible for completing.

6. RELATED POLICIES

   1. This process is guided by policies and procedures:

      1. A/PPS No. 03.01, Business Operations;

      2. AA/PPS No. 02.03.01, Conduct and Planning of Courses;

      3. G/PPS No. 02.08, Schedule Changes, Drops, and Withdrawals; and

      4. UPPS No. 05.06.03, Student Travel.

7. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Assistant Vice President for Student Success	May 1 E5Y
      Executive Director for Student Involvement and Engagement	May 1 E5Y
      Associate Athletics Director, Athletics Academic Services	May 1 E5Y
      Dean, College of Fine Arts and Communications	May 1 E5Y
      Director, Campus Recreation	May 1 E5Y

8. 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.

   Executive Director for Student Involvement and Engagement; senior reviewer of this UPPS

   Assistant Vice President for Student Success

   Vice President for Student Success

   President