Absence Verification

Deadline Reminder to Students

Due to the high volume of requests received at the end of the semester, the deadline to submit requests (including the online request form AND supporting documentation) for absences that occur during the first 14 weeks of the spring 2020 semester is Friday, April 10, 2020 at 5:00pm
 
The deadline to submit requests (including the online request form AND supporting documentation) for absences that that occur between April 10 and the last day of final exams is Thursday, May 7, 2020 at 5:00pm.
 
Please note that while Student Assistance and Support Services can help verify certain documented circumstances (please see the information below regarding types of absences SASS does and does not verify), such verification does not guarantee an excused absence, rescheduled coursework, and/or make up exam. The final decision for approval of all absences and missed work is determined by the instructor.
 
It is the student's responsibility to submit supporting documentation to SASS in order for the office to verify absences. 

Requesting an absence verification:

A student may request assistance from the Dean of Students Office through Student Assistance and Support Services (SASS) for verification of medical, personal/family emergency, military orders, and court order absences by submitting an online request form and providing supporting documentation. Any requests for verification of absences due to car trouble, weather issues, personal activities, work, weddings, vacations, or participation in out-of-classroom activities such as student conferences, etc., must be directed to the student's faculty member(s). Please see the expandable boxes below for information regarding each of the four types of absences that SASS will verify. 

Documentation of the circumstance, illness, or condition must be on medical practice letterhead with the name and phone number of the provider/practice, signed and dated by the attending physician, and include the date(s) of treatment as well as the student's anticipated date to return to class/work. Any additional absences not noted on documentation will need to be discussed directly with the instructor. SASS cannot officially verify dates for statements such as "fever-free for 24 hours" or "in __ days." SASS can only verify a start and end date of care or an anticipated return date on medical letterhead. 

The Dean of Students Office defines immediate family members as: spouse/partner, parent, sibling, child, and/or grandparent. SASS must be able to verify the relationship between the student and the immediate family member in order to advocate for academic accommodation.

In cases of family illness (immediate family members only), the student must provide medical documentation of the family member’s illness and that the student was in attendance on the date(s) they were absent, which must be presented on medical practice letterhead, signed and dated by the attending physician. Such a letter can also include the relationship between the student and the family member, as noted by the attending physician.

In the unfortunate circumstance that a student experiences the passing of an immediate family member, the student must provide an obituary, memorial service pamphlet, or other documentation that includes: the date of the family member's passing, date of funeral/memorial service, the city and state the services were held, and the relationship between the student and the family member.

The student must provide official military orders signed and dated by a commanding officer/designee. Orders must include the name of the student as well as dates of departure and return. If the orders do not include the name of the student, our office must receive communication (email or fax) from the student's Commanding Officer verifying the student's name and validity of the orders.

When being called to jury duty or subpoenaed to appear in court as a witness. Documentation must state you have attended court as a witness, victim, or are reporting for jury duty. Student Assistance and Support Services does not advocate for students who are required to appear in court as a defendant.

Any requests from students for academic accommodations due to a qualified, documented disability are encouraged to register with the Office of Disability Services and to connect directly with this office for additional support. Any requests from students for academic accommodations due to pregnancy should be directed to the Title IX Office via their online request form. 

Please keep in mind the following when submitting your request:

  • In each case, Student Assistance and Support Services must have documentation in order to verify the circumstance, take action, and advocate on behalf of a student. Our office may take steps to call medical providers or others to validate any documentation submitted. Submission of falsified documentation by a student may result in charges under the Code of Student Responsibility and inability to utilize Absence Verification in the future. 
  • We do not accept notes written or signed by family members.
  • Please note that while Student Assistance and Support Services can help verify the documented circumstance, such verification does not guarantee an excused absence, rescheduled coursework, and/or makeup exam. The final decision regarding the actual absence verification and/or accommodation lies with the individual faculty member.
  • Student Assistance and Support Services highly recommends students communicate with faculty one-on-one about absences.
  • If multiple consecutive dates are requested, notification to faculty regarding absence verification will be sent after the last date in case fewer or additional dates are needed by the student.

UNC CHARLOTTE ACADEMIC POLICY: CLASSROOM ATTENDANCE 

Each instructor determines the classroom policies (including attendance regulations) for his or her courses. In general, students are expected to attend punctually all scheduled sessions in the courses for which they are registered, to demonstrate civil behavior while in class, and to complete all of the course requirements. Instructors may outline additional and more specific standards in the course syllabus, especially when attendance is part of the grading criteria for the class. For online synchronous classes, instructors can choose to take attendance with any technology available to them. Absences from class may be excused by the instructor for such reasons as personal illness or participating as an authorized University representative in an out-of-town event. Whenever possible, students are expected to seek the permission of the instructor prior to absences. Absences for religious holidays fall under University Policy 409: Religious Accommodation for Students