When students are absent due to a crisis or unexpected situation for an extended period of time (five days or more) and unable to contact their individual instructors directly, Student Care & Assistance in the Office of the Dean of Students will send an Extended Academic Absence Notification. Student Care & Assistance manages requests from undergraduate, graduate, and professional students who need to miss academic classes for an extended time. In such instances, a student (friend or family member when the student is unable to submit a request) may request an official absence notice be sent to their faculty members. Student Care & Assistance collaborates with the Office of the Registrar and the student's academic college to provide support during absences.

Absence situations may include: hospitalization, medical emergencies or long-term illness (including physical or mental health concerns), chronic conditions, death of a family member, natural disasters, or military/legal obligations. Students who need to miss five or more days of classes due to long-term illness (e.g. mononucleosis, measles, mumps) should request an absence notice.

What is an Absence Notice?

An e-mail notification is sent from Student & Care Assistance in the Office of the Dean of Students to a student's faculty members and academic advisers. A copy of this message is sent to the student as well.

• An announcement that an emergency situation (their own hospitalization, accident, death in the family, etc.) prevents a student from contacting instructors directly and may also prevent them from fulfilling their academic responsibilities.
• A source of information so faculty can anticipate the absence and the return of student to their course if that information is available.
• A written reminder that students should work directly with instructors to determine how to obtain materials and/or complete missed course work during the absence, if approved by the faculty member or instructor.

Each faculty member and instructor has the authority to make decisions about the student’s absence and how it will affect the student’s participation, standing, and grades in the class. Student Care & Assistance will often work directly with faculty members to provide support and discuss options or alternatives regarding class.

Initiating an Extended Academic Absence Notice 

Undergraduate, graduate, and professional students may contact Student Care & Assistance in the Office of the Dean of Students to discuss an extended absence by phone at 319-335-3940 or email dos-assistance@uiowa.edu. Students may also submit a request through workflow by completing the Extended Academic Absence Request Form.  

Be prepared to provide a detailed description of the absence circumstance, and if possible, please include the estimated length of time the student will be absent from classes. 

Again, each instructor has the authority to make decisions about student absences and how the absence will affect the student's grade. Student Care & Assistance staff encourages faculty to keep in mind that students who utilize the extended academic absence notification service are typically recovering from a crisis and would benefit from appropriate consideration. 

After an Absence Notice has been Sent

• Students should contact their faculty members following the absence notice to begin communicating about their plan for addressing their time away and making up any course-related items.
• In instances when an absence notice has been sent prior to contact with Student Care & Assistance, a staff member from the office will outreach to the student to offer support, provide access to additional resources to assist during their time of need, and provide options for assisting with the return to classes.
• Instructors may also contact the student directly to discuss the student's responsibility for completing missed course work as well as providing any additional information that may assist the faculty member in making determinations about the absence.

Additional Absence Notice Considerations

• An absence notice is not appropriate for non-emergency situations, such as car issues, planned absences (such as a student organization field trip), or minor illnesses that result in an absence less than five days.
• Notices are not sent for absences that occurred in the past. If you are seeking to provide documentation for a retroactive absence, please contact Student Care & Assistance to meet with a staff member regarding options.
• An absence notification does not excuse students from course material, assignments, or exams. It is the sole discretion of each faculty member or instructor to decide what, if any, arrangement or flexibility can be provided in regard to the absence.
• An absence notice is not required by the University. Some students are able to successfully communicate on their own behalf during personal difficulties and do not need the assistance of the notice.

Absence from Class for Less than Five Days

If a student misses or will be missing class for less than five days, they should directly contact their instructor as soon as possible regarding make-up work. If the absence is in the future, the student should inform their instructor and follow class procedures regarding absences. 

As a reminder…

• Final approval of all absences and arrangements for missed work are determined by the faculty member or instructor.
• Students need to contact their instructors directly regarding make up work, whether or not an absence notice was sent.
• Student Care & Assistance reserves the right to grant or reject notification requests based upon information provided at the time of request. Students or family members may be referred to another resource for additional support if Student Care & Assistance is not able to grant the notification.

If you have any questions, please contact Student Care & Assistance at dos-assistance@uiowa.edu or 319-335-3940.