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Faculty Handbook – Attendance Expectations and Official Absence Policy

Regular and punctual class attendance is essential, and no assigned work is summarily excused because of absence, no matter the cause. Records of class attendance are the responsibility of the faculty, and every course’s syllabus should clearly state the instructor’s policy on class attendance and how attendance affects a student’s final evaluation of the course. Students who miss an instructional experience are expected to meet with faculty to discuss their absence as soon as possible.

 

Excused Absences Defined by TCU

When a student is absent to represent the University (as in athletics, chorus, band, national or state meetings of organizations represented at TCU), then an Official University Absence may be granted by the Office of the Dean of Students no later than one week prior to the date of the activity. Faculty/staff who wish to have an activity sanctioned for Official University Absence status must submit the names of all students, including the date and hours absent from campus, to the Office of the Dean of Students no later than one week prior to the date of the activity. The Office of the Dean of Students reviews and approves the request as appropriate and notifies the student’s faculty by email. Faculty are required to permit students to make up work missed due to Official University Absences.

Excused Absences Defined by State or Federal Regulations

Holy Days. In accordance with Texas Education Code Section 51.911 Religious Holy Days, an institution of higher education shall excuse a student from attending classes or other required activities, including examinations, for the observance of a religious holy day.  TCU’s policy for Religious Observances and Holidays states that students must notify faculty or staff during the first two weeks of the semester of their intention to be absent from class or the required event on their day(s) of religious observance.  A faculty member may appropriately respond if the student fails to satisfactorily complete the assignment or examination within a reasonable time after the absence.  For more details on this policy, please visit the Office of Religious and Spiritual Life’s webpage.

Military Service. In accordance with Texas Education Code Section 51.9111 Excused Absence for Active Military Service, when a student is called into active military service, including travel associated with that service, an institution of higher education shall excuse the student from attending classes or engaging in other required activities, including exams. The student may not be penalized for the absence and shall be allowed to complete assignments and exams within a reasonable time after the absence. The Office of the Dean of Students can assist students with verifying the excused absence by collecting and storing appropriate documentation and then notifying the student’s professors. Faculty are encouraged to work with the student to help them satisfactorily complete assignments and exams within a reasonable time. If assignments and exams are not completed within a reasonable time, faculty may take appropriate action.

Absences Outside of Official Policies

Faculty retain all discretion for consideration of a student’s absence if the absence does not fall within Official University Absence or Federal/State Excused Absences. When a student misses class for any reason other than an Official University Absence, the student is expected to follow the instructor’s policy as stated in the course syllabus. The student should contact their instructor as soon as possible after they know the absence will occur or has occurred. If the Dean of Students Office is working with a student regarding an emergency or ongoing personal concerns affecting the student’s academic performance and/or attendance, the Dean of Students Office will notify the student’s faculty by email or telephone. The Dean’ of Students Office will collect the appropriate documentation to verify the nature of an absence. If the cause of the absence is a serious illness, catastrophic accident, or family emergency, each instructor should assist the student to make up any missed work. Time lost through such absences should not prejudice class standing. Faculty members should specify the appropriate time frame for making up missed work. If the cause of the absence is less compelling (choosing to miss class, oversleeping), instructors may or may not permit the student to make up missed work, and may or may not assess a penalty for class absence.

If any of the following conditions are true, the faculty member should contact the Dean of Students Office by filling out the brief form here or calling 817-257-7926:

  1. The faculty member is concerned for the student’s health or well-being, or thinks the student needs additional help.
  2. The student has had excessive absences in the class. (An instructor should not assume that continued absence from class indicates an official withdrawal unless confirmed by the Registrar.)
  3. The faculty member believes the student has been untruthful about the cause of their absence.