Community Care and Safety

Class Attendance & Absence Policy

Attendance has been shown to be a key factor in academic success. Any absence, regardless of the reason, will prevent the student from getting the full benefit of the course. Therefore, students should recognize both the advantages of regular and punctual class attendance and the consequences of poor attendance, accepting it as a personal responsibility.

Policy: Absences are controlled by faculty members. The number of absences for whatever reason (except as indicated in points 1.1, 1.2 and 1.3) is taken into account when calculating the final course grade.

1. Excused Absences
Students may be authorized by instructors to be absent from class for institutional reasons as specified in 1.1 and 1.2 below. However, the instructor may deny the student permission to be absent if the student’s academic performance is not judged to be adequate. Once approved, these absences should not be counted in the student’s absence record. Instructors should be informed before the absence to agree with the student on a suitable time and manner for a make up should it be necessary. A maximum of three of these absences per semester can be authorized.

1.1 External Events 
Student must submit a completed and signed form (obtained from the Office of Student Activities) to the instructor. Examples of these absences include participation in university-sponsored sports, cultural or other events as a university representative.

1.2 Field Trips 
As part of a class requirement or as authorized by a dean: the dean’s assistant of the school offering or authorizing the trip should sign the absence request form.

1.3 Illness

In case of protracted illness or an emergency condition necessitating hospitalization, students must send necessary justifications by fax to the Registrar’s Office within 48 hours. The Registrar’s Office will then inform faculty of the situation. All absences need to be recorded by faculty until the students’ return. Students must submit all medical documentation justifying their absences to the Vice President of Student Affairs’ office for final validation. However, extended illness may lead to the semester not being validated.
No other justification will be accepted. Students should be prepared in case they have to be absent for personal or family reasons.

2. Impact of absences on grades

Each unauthorized absence shall result in one point being deducted from the designated class participation part of the grade, up to the limit set in section 3 below when a “WF” is assigned.

3Ceilings before a “WF” is assigned

When a student exceeds the ceilings given below, the instructor may sign an administrative withdrawal form:

3.1 For classes which meet twice a week, the ceiling is set at 5 absences

3.2 For classes which meet three times a week, the ceiling is set at 7 absences

3.3 For classes which meet five times a week, the ceiling is set at 10 absences.

3.4 For summer classes, the ceiling is set at 5 absences

4. Pre-authorized absences
Notification of planned absences using the Absence Request form available at the Student Activities Office must be delivered to the instructor for a permission signature.
Once notified of planned absence, the instructor should inform the student of the deadline for completion of any missed assignment or examination where applicable. Make-up examinations, if required by the instructor, should be scheduled at a time and place suiting both the instructor and the student.

4.1 Faculty are responsible for recording absences in the system. Faculty should configure the system so that a warning e-mail will be automatically generated and sent to students after a certain number of absences has been reached.

4.2 During the add/drop period, no planned absence will be accepted for a course; add/drop should be done outside class time.

4.3 In case of late registration, students assume full responsibility for their absences as recorded from the first day of classes.


5. Administrative Withdrawal
When a student has exceeded the maximum number of absences according to the mentioned ceiling (except as stated in points 1.1 and 1.2), the instructor has the right to drop a student from a course with a “WF” grade. Special hardship cases as stated in 1.3 above may be referred to the Vice President of Student Affairs and to the dean/director for review.

The “administrative withdrawal” form must reach the Registrar’s Office at least 5 days prior to the first day of final exams.