St. Cloud State University Policies & Procedures

Students

Students must provide written notice (physical or electronic, such as a letter, email, a message within the learning management system, et cetera.) and make arrangements for makeup work/hours with the instructor prior to their absence whenever possible. It is understood that some circumstances, such as family emergencies, cannot be planned for in advance. When this is the case, students must provide written notice and make arrangements as soon as possible, when circumstances allow. Generally, the request for absence shall only be between the student and the instructor. In cases of emergencies, life altering circumstances, or significant challenges, however, a student may request assistance from Division of Student Affairs in notifying an instructor about an absence.

If the absence is to participate in a University Sanctioned Event that has a pre-determined schedule, the student shall provide the schedule at the beginning of the semester or as soon as it becomes available. The schedule should indicate whether travel time is needed for the events; an estimate or exact travel time should be provided, if known. Changes to pre-determined schedules, for example, athletic events rescheduled due to weather, shall be reported to the faculty member as soon as possible. This is especially important when the absence impacts assessment and grading activities.

Students should also understand and follow any additional directions about absences provided in the syllabus. Students are responsible for completing the written arrangements for make-up work according to the deadlines established in those agreements. Students must provide additional documentation regarding their absence as requested by the instructor if such documentation exists. The same procedure applies to each student who takes online or blended classes.  Students who will need time after the course ends to complete must work with their faculty member to follow the Grading Policy on assigning an “Incomplete” grade. 

Students will not be required to provide a doctor’s note if missing one or two classes.  If the student will miss more than a few classes they should work with the Dean of Students or the Medical Center or Counseling and Psychological Services office to avoid having to share medical data with university employees other than in those offices. 

Instructors

 Instructors shall determine the nature of make-up work and the appropriate time and manner for its completion and submission. Instructors are encouraged to work collaboratively with students to provide reasonable opportunities and sufficient time to make up missed coursework, exams, or participation points resulting from absences covered under this policy and shall ensure that all arrangements be documented in writing (e.g., via email, letter, or within the learning management system). These arrangements may include provisions for early completion or alternative deadlines and should be made in advance of the absence whenever possible.

While students shall not be penalized for such absences, they remain responsible for fulfilling all academic requirements.

If the course syllabus outlines specific procedures for handling absences, instructors should ensure those expectations are clearly communicated to the student.

Faculty cannot require the provision of a doctor’s note for one or two absences.  For extensive absences faculty will be contacted by the Dean of Students, the Medical Center or Counseling and Psychological Services on the student’s behalf.

While it is the student’s responsibility to understand the assignments and deadlines, instructors are encouraged to communicate with the student to ensure they comprehend all of the requirements.

Q. Does an instructor always have to provide an option to make up work or hours?

A. Certain courses, such as condensed course, internships, or courses where a large portion of the grade is derived from participation, may not have an option for make-up work. This policy expects instructors for such courses to seek solutions, when possible, but there may be times when an adequate solution cannot be found (see Exceptions section).

Q. Do I have to provide a doctor note every time I am sick?

A. Students do not have to provide a note from a medical provider to follow this procedure. Instructors are encouraged to accept student reports of illness and cannot ask for medical information. If a student seems to be abusing this policy the instructor may address this with the student, refer the matter to a Student Relations Director, Husky Coach or to Division of Student Affairs for resolution using the Student Code of Community Standards.

Q. If an instructor learns or concludes that a student is abusing this policy, what action should be taken?

A. The instructor may address this with the student or/and refer the matter to Division of Student Affairs resolution using the Student Code of Community Standards.

Q. What if I need to take an extended time away?

A. This policy is 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 advisors. If you will be away for more than three years, you should refer to the Readmission policy and the Academic Forgiveness policy (see related SCSU policies).

Q. What is a University Sanctioned Event?

A. University Sanctioned events include all course required field trips or experiential events that are related to the students curriculum, major or coursework. University Sanctioned events also include athletic team participation in sports offered at SCSU.

Q. Does participation in groups or events such as SCSU sport programs (clubs/intramurals/extramurals/e-sports), residential living/learning communities, student organizations, or Huskies Advance activities qualify as a university sanctioned event or other allowable absence?

A. These opportunities are voluntary and generally not directly associated with a sanctioned event, however, they are encouraged for a well-rounded SCSU experience. Participation in such groups should be organized in such a way that missing classes and/or labs is minimized or unnecessary. In rare circumstances when a student needs to be absent to participate in these types of activities, the student should make every effort to have early communication with the instructor. Instructors are encouraged to support student participation when possible.

Q. Who should instructors contact if they have concerns about student well-being or support services?

A. Instructors can use the referral form for student support on the Division of Student Affairs, Husky Assistance and Care Team (ACT)website (see Supporting URLs) to help connect students to resources. This form can be used to refer students for a variety of reasons including, but not limited to:

    • Emotional distress

    • Grief and loss

    • Concerning behaviors

Absence, sick, missing class, call in, call-in, illness,