Student Absence Policy

The Purdue University Northwest student absence policy recognizes excused absences for jury duty, parenting leave and medical reasons.

Key Points

See the Full Faculty Senate Resolution

• The university expects students to attend all classes but recognizes that some absences are unavoidable.
• Students are responsible for informing instructors about absences and making up missed work.
• Only the instructor can excuse a student from a course requirement or responsibility. Instructors must clearly and explicitly state, in their course syllabus, procedures for making up assignments and assessments.
• Instructors must accommodate students with excused absences.

Excused Absence Categories

Procedures

• Students must inform instructors as soon as possible about absences.
• Instructors must provide opportunities for students to make up missed work.
• The Office of the Dean of Students (ODOS) can assist in notifying instructors and verifying documentation. To comply with FERPA, it is best practice for documentation to be sent to ODOS rather than the instructor.

The university expects both students and instructors to handle attendance issues reasonably and cooperatively.

Absence Documentation Standards

Submit Student Documentation

Student Responsibilities

• Immediate Notification
  • Students must inform instructors as soon as reasonably possible about an absence — ideally before the absence occurs if known (e.g., jury duty, medical appointment), or within 24–48 hours after the absence if unanticipated.
• Documentation Submission Deadline
  • Students must submit required documentation to ODOS within 14 calendar days (2 weeks) after the date of the absence.
  • Documentation submitted after this period will not be accepted except in exceptional circumstances (e.g., hospitalization, emergency), with written justification.
• Final Weeks Communication
  • For absences occurring during Dead Week and Finals Week, students must contact ODOS and instructors immediately (within 48 hours) due to the compressed schedule and the need for timely resolution before grade submission.
• Submission Method
  • Documentation must be submitted through the official ODOS documentation portal or intake process. ODOS will not accept documentation sent directly to instructors.

Documentation Standards

Acceptable documentation includes, but is not limited to:

• Medical provider note with dates of service
• Court summons or jury duty notice
• Funeral or bereavement service program
• Military orders
• Other official notices as appropriate

Sensitive information not relevant to the absence (e.g., private medical details) may be redacted in accordance with privacy laws.

Verification Process

Upon receipt of documentation, ODOS will:

• Review for completeness and relevance to the absence category.
• Issue a Verified Absence Notice to the student and instructors, indicating the approved dates and category.
• Communicate within 3–5 business days of receiving complete documentation, including notification of faculty regarding documentation.

Instructor Communication

Students should follow up with instructors after ODOS issues the Verified Absence Notice to arrange for make-up work or accommodations.

This policy does not obligate instructors to grant make-ups but serves to inform them of the official status of the absence.

At PNW, only the instructor can excuse course requirements or provide make-up work as outlined in the syllabus.

Exceptions

Extenuating circumstances (e.g., extended hospitalization, ongoing emergency) may justify the delayed submission of documentation. Requests for exceptions must be made in writing to ODOS and are evaluated on a case-by-case basis.

Policy Enforcement

Repeated failure to submit timely documentation without valid justification may lead to denial of excused status and may affect eligibility for future documentation support.

False or fraudulent documentation violates the student conduct code.