Student Participation in University-Sponsored Events

Policy & Procedures Manual
PAGE: 404
DATE: 02/75, 01/08
SECTION: Student Participation in University-Sponsored Events

Class attendance is an academic matter and the student is responsible for meeting all the academic requirements of a course, including that of attendance. Because the academic structure and procedures of each course vary widely from discipline to discipline and within the disciplines, specific class attendance policy fitting the academic necessities of each course is developed and approved through each academic division.
The attendance policy for each course must be incorporated in the syllabus which is given to each student by the course instructor at the beginning of the course. If penalties exist for violation of attendance policies, they should be stated explicitly in the syllabus. The implementation of the attendance policy is the primary responsibility of the individual faculty member in consultation, when necessary, with the appropriate administrative officers.
Faculty should be alert in identifying students who are frequent absences by students from class, and these should be reported immediately to the Academic Affairs Office. Often this is the first indicator that a student is in academic, or perhaps other, difficulty. Early warning and prompt response can frequently head off a serious problem for the student. (Student Difficulty Report forms are available in the Academic Affairs Office.)
Occasionally students are absent from classes because of participation in university-sponsored events. Some students may tend to treat these occasions as automatic excused absences, which they are not.
I. Faculty-Sponsored Events
It is the responsibility of faculty sponsors to notify all faculty members well in advance, when such an event is up-coming. This notification should include the following:

  • the name of the faculty member requesting student absence for an event;
  • the course for which the event is scheduled;
  • a brief description of the nature of the event;
  • the date and time of the event and how long the students will be away from campus;
  • the date on which the notice was sent to the faculty;
  • the names of students for whom an absence is requested.

It is the student’s responsibility to contact each instructor in advance of any such absence and to make the necessary “make-up” arrangements.
II. Athletics Events
It is the responsibility of Coaches to:

  • Set practice, game, and travel schedules in such as way as to minimize course conflicts.
  • Send to all faculties a schedule of games, complete with travel times and rosters for away games. This should be done prior to the start of the season or semester.
  • Monitor student attendance and course performance through regular communication with faculty members on each student, e.g. monthly progress reports.
  • Forward new rosters when a student athlete discontinues participation.
  • Excuse student participation in practices or games which conflict with course work, particularly for classes in which the student is performing poorly (below a C).

It is the responsibility of Student-Athletes to:

  • Meet with each faculty member during office hours within one week of the start of the athletic season or semester, whichever is later. The student should bring a copy of the athletic schedule and discuss any conflicts between course responsibilities and practices, games, or travel that may develop.
  • Not miss any classes beyond those absolutely necessary for athletic participation. Any unexcused absences are grounds for not accepting absences due to athletics.
  • Make up any work as determined through consultation with the faculty (students should plan to complete any assignment early, rather than late, due to an athletic conflict)
  • Consult with faculty before the athletic event to determine if feasible alternatives exist for any possible conflicts with course activities (e.g. exams, labs, field work).
  • Recognize that some class activities may not be readily made-up, should not be missed and so will not be excused.
  • Consult with other students for information on any classes missed due to athletics.

It is the responsibility of Faculty to:

  • Understand that athletic participation is a vital, valid, and productive component of many students’ university experience.
  • Provide coaches with information on course progress, and any unexcused absences, when that information is sought.
  • Consider possible alternative arrangements to resolve scheduling conflicts (e.g. giving a test at an alternate time) as appropriate.
  • Allow students who are performing satisfactorily (for example, at C-level or better, with no unexcused absences) to be absent for an athletic event when missing the class experience would not be overly detrimental or can be made up in other ways.