Absence Communication

Absence notifications will include general and discrete language to describe the reason for the absence(s).

Examples of Crisis and/or Medical or Family Emergencies include:

• Accident/Crime victimizations
• Death in the family
• Family safety-related issues
• Fire or Natural Disaster
• Hospitalizations
• Interpersonal Violence (Please note that staff in the Dean of Students Office are required reporters for Title IX. Click here to learn about confidential reporting options.)
• Life-threatening issues
• Pregnancy/parenting complications
• Terminal illness

The Dean of Students office will also connect students to relevant support services.

Examples of Non-emergency situations include:

• Doctor’s Appointment
• Acute Illness (Cold/Flu, Allergies, Nausea, Strep throat, Headaches, Sprains or Falls)
• Inclement weather
• Relationships conflicts
• Roommate conflicts
• Family member acute illness

Students are always encouraged to notify their instructors as soon as possible of their absence from classes, in advance if possible, and to develop a plan, with a timetable, to make up missed coursework. Students should work directly with their professors for non-emergency situations. However, the Dean of Students Office can assist students that are not able to resolve the situation with their professor.

Additional examples of absences that allow for make up academic work and hours include:

• Military Service
• Religious observance
• Required Court Appearance
• University sanctioned event as determined by the Office of Academic Affairs

For more detailed information on student leave, please see the Student Leave Policy.

Students who are experiencing ongoing medical or health issues should consider apply for services through Student Accessibility Services to support their academic success.

Absence Notifications are not designed for extended leaves. If you will need to be away for a majority of a semester or need to stop out for multiple semesters, you should speak to your advisor(s). If you will be away for more than three years, you should refer to the Readmission policy and the Academic Forgiveness policy.

Students are encouraged to work directly with their professors regarding experiences and situations that may make it difficult to temporarily attend classes, focus on classwork, and/or meet academic deadlines.

The following tips can help with a student communication to a professor:

• Check the class syllabus to see what the Professors preferred form of communication is.
• Send the Email from your SCSU Student Email (StarID@go.stcloudstate.edu).
• Have the course number in the subject line.
• Concisely share your purpose for the email early in the message using discrete language. (Examples include: medical reasons, unexpected personal situation, on-going health needs, family situation, etc.)
• Provide your tech ID number in the body of the email.
• Make your purpose clear and brief, but provide additional information if asked. You do not need to provide medical records or disclose any specific medical information unless you choose to.
• Plan ahead to discuss missed work: quizzes, assignments, exams, class participation.
• End the email with a Thank You
• Utilize professor's office hours or ask to schedule an appointment to follow-up about missed coursework.
• Try to create an action plan with the professor after meeting/talking.
• Continue to follow-up with professors for additional missed classes.

Example letter to professors

Subject line: ENGL 191

Dear Professor Smith,
My name is Blizzard T. Husky and I am writing this email to let you know that I have not been able to attend (Course name/Unique #) on the following dates (Insert dates here) due to (insert situation here; i.e. illness/flu) situation. The situation was unexpected, but I have been working to catch-up on course work as best as possible.

Please let me know if we can set up a time to meet and discuss missed work and possible next steps? I appreciate any time, flexibility, and support you may be able to provide at this time.

Thank you,
Your Name