Approved by the Faculty September 12, 2016. Effective September 14, 2016
If a student needs to leave the college for a short period of time, but intends to return and complete the semester's work, the student should apply for an emergency absence. An emergency absence will not extend beyond two weeks or the end of the semester and does not result in a refund of tuition or fees.
Emergency absences may be granted for personal and family emergencies as well as for health reasons. Examples of circumstances that may require such an absence include: hospitalization, death in the family, life-threatening illness or injury, or recovery from an accident or surgery. A student requesting an emergency absence may be asked to provide documentation of the illness or emergency situation.
Students should consult with the Dean of Students’ Office to learn if their situation qualifies for an emergency absence. See Emergency Absence FAQs for more information about what is considered an appropriate situation for taking an emergency absence.
Students are expected to speak directly with their instructors about the implications of such an absence with regard to their courses. The instructor of each course will determine whether it is possible for the student to resume and complete the course after returning from an emergency absence. An emergency absence does not release students from course requirements, including any requirements regarding class attendance and participation. For that reason, missing class for one or two weeks may have serious academic implications, even when the instructor supports the student’s emergency absence.
How to Request an Emergency Absence
Students who want to apply for an emergency absence should contact the Dean of Students’ Office. The student will meet with a dean or the associate to the vice president for student services. The purpose of the meeting is to discuss the student’s situation, relevant support resources, and if an emergency absence is approved, the intended use of time while away. The student and dean will work together to determine an appropriate length of absence and a plan for the student’s return at the conclusion of their emergency absence.
A student may also receive a recommendation for an emergency absence from the Health and Counseling staff or the assistant dean for Sexual Assault Prevention & Response. In these situations the student will not need to further disclose the nature of their emergency, but must still discuss the logistics of their absence and complete the necessary paperwork with the Dean of Students’ Office.
If the student is not on-campus, a phone meeting can be arranged. In extenuating circumstances when a student is unable to communicate directly with the college due to an extreme emergency, the Dean of Students’ Office may notify the student’s instructors and on-campus employers of the student’s absence until the student is able to resume communication.
If a student is not approved for an emergency absence, the dean or associate will review with the student all other options for resolution and support resources relevant to their situation or circumstances. Students who need to miss class due to non-emergency circumstances are encouraged to speak directly with their instructors.
Communication to Faculty
If a student’s request for an emergency absence is approved, the Dean of Students’ Office will notify the student’s instructors, faculty adviser and, if relevant, on-campus employer that the student is approved for an emergency absence for a specified length of time. The student will be copied on this communication.
Students should be aware that the role of the Dean of Students’ Office in communicating with faculty is informational only. It will be at the professor's discretion to excuse absences or class work, even with an absence notification from the Dean’s office. It is the responsibility of the student to be in touch with faculty to discuss and agree upon a reasonable plan to address any academic issues that may arise from the student's absence.
Please see Emergency Absence FAQs for more information.
Returning from an Emergency Absence
The student is expected to return to class from their emergency absence by the date agreed upon with the dean or associate. Upon return from an emergency absence, the student will be expected to meet with the dean or associate. This meeting will confirm the student’s return to the college and cover relevant resources to assist the student with the academic or personal transition back to campus.
If the student needs additional time away, they must speak with the dean or associate for approval to extend, typically for no longer than a total absence of two weeks.
If a student needs more time away, the student may take a leave of absence or, if approved, a medical leave of absence. Students are encouraged to speak with a dean or their faculty adviser about alternatives for taking a leave of absence.
Please read the Emergency Absence FAQs. You are also welcome to contact the Dean of Students’ Office or any of the offices below if you have questions.
Contact informationDean’s Office: 503/517-7396 • email@example.com • Eliot Hall 218
Health & Counseling: 503/777-7281 • Health and Counseling Center
Business Office: 503/777-7505 • firstname.lastname@example.org • Eliot Hall 307 & 308
Registrar’s Office: 503/777-7793 • email@example.com • Eliot Hall 311
Financial Aid: 503/777-7223 • firstname.lastname@example.org • Eliot Hall 202
Residence Life: 503/777-7536 • email@example.com • 28 West