Notification of Absences

Updated August 2025

1.11 | Notification of Absences

1.11.A | Unless otherwise stated in this rule, to be considered for an excused absence the student must notify the instructor in writing (e-mail is acceptable) prior to the day of the absence. In cases where advanced notification is not possible, the student must provide notification by the end of the second business day after the last date of the absence. This notification must include an explanation of why notice could not be sent.

1.11.B | Excused Absences Defined by State and Federal Regulations:

1. In accordance with Texas Education Code Section 51.911 Religious Holy Days, West Texas A&M University shall excuse a student from attending classes or other required activities, including examinations, for the observance of a religious holy day, including travel for that purpose. A student whose absence and shall be allowed to take an examination or complete an assignment from which the student is excused within a reasonable time after the absence. An instructor may appropriately respond if the student fails to satisfactorily complete the assignment or examination within a reasonable time after the absence.
2. In accordance with Texas Education Code Section 51.9111 Excused Absence for Active Military Service, WT shall excuse a student from attending classes or engaging in other required activities, including examinations, in order for the student to participate in active military service to which the student is called, including travel associated with the service. A student whose absence is excused under this subsection may not be penalized for that absence and shall be allowed to complete an assignment or take an examination from which the student is excused within a reasonable time after the absence. An instructor may appropriately respond if the student fails to satisfactorily complete the assignment or examination within a reasonable time after the absence.
3. In accordance with Title IX of the Education Amendments of 1972, WT shall treat pregnancy (childbirth, false pregnancy, termination of pregnancy and recovery there from) and related conditions as a justification for an excused absence for so long a period of time as is deemed medically necessary by the student’s medical provider. Requests for excused absence related to pregnancy should be directed to the instructor. Questions about Title IX should be directed to the University Title IX Coordinator.

1.11.C | Excused Absences for a student that is a non-birthing parent, adoptive parent, or guardian of a child: Absences related to the birth of a child, adoption of a child or foster care placement of a child under three years of age will be excused as directed below.

1.11.D | In accordance with the Americans with Disabilities Act, West Texas A&M University shall provide equal access for students with disabilities. Some students with disabilities may qualify for an attendance policy modification and should provide the instructor with proper notification from the Office of Student Accessibility concerning this accommodation prior to a disability-related absence. Questions about a disability-related absence should be directed to the Office of Student Accessibility.

1.11.E | Student Absence Notification Request:

1. Students who miss more than three (3) consecutive days of course content due to extenuating circumstances should contact the Division of Student Affairs for assistance. Circumstances such as:
   1. Personal injury or illness that is too severe or contagious for the student to attend class. An absence for a non-acute medical service does not constitute an excused absence.
   2. Death or major illness in a student’s immediate family. Immediate family may include parents, siblings, grandparents, spouse, child, spouse’s parents, spouse’s grandparents, stepparents, stepsiblings, and others as deemed appropriate by faculty member or student’s academic dean or designee.
   3. Illness of a dependent family member. An absence for a non-acute medical service does not constitute an excused absence.
   4. Participation in legal or governmental proceedings that require a student’s presence and that cannot be rescheduled.
   5. Graduate or professional school interviews which are mandatory, and fixed date by university/school policy, which cannot be rescheduled.
   6. Mandatory interviews for permanent, full-time employment or full-time internships (including those that are part of cooperative education program) that have a duration of at least 10 weeks, provided that such interviews are related to the student’s academic program and provided that the interviews are fixed date by employer policy and cannot be rescheduled. A student may not request excused absences for employment or internship interviews for more than one scheduled class meeting in one academic term.
   7. Presentation of research or scholarship at a professional conference related to the student’s academic program, provided that the student is a presenter.
   8. Mandatory participation as a student athlete in NCAA-sanctioned competition.
   9. Required pre-donation and donation activities for a student selected as a donor of a transplant such as bone marrow, stem cells (Peripheral Blood Stem Cell Donation), and organs, provided that it cannot be rescheduled. An absence for single visit donations such as blood donation, plasma donation, and platelet donation does not constitute an excused absence.
   10. For compelling reasons not included in this section, the dean or dean’s designee of the student’s college with the support of the dean or dean’s designee of the college offering the course may provide a statement (email is acceptable) that the dean or designee has verified the absence as excused.
2. The student is responsible for providing verifiable documentation substantiating the reason for the absence. Absence documentation may include, but is not limited to:
   1. A medical confirmation note from the student’s medical provider. The medical provider can provide a medical confirmation note only if medical professionals are involved in the medical care of the student. The medical confirmation note must contain the date and time of the medical assessment and the date at which the student may return to classes. Students cannot be required to provide detailed medical information.
   2. A medical confirmation note from the medical provider involved in the care of the student’s immediate family member or dependent. The medical provider can provide a medical confirmation note only if medical professionals are involved in the medical care of the immediate family member or dependent. Students cannot be required to provide detailed medical information.
   3. Death notice, obituary, or death certificate for a student’s immediate family member.
   4. Documentation regarding the scheduling of legal or governmental proceedings that require a student’s presence and that cannot be rescheduled.
   5. Documentation regarding the scheduling or mandatory admission interviews for professional or graduate schools. Documentation must be provided five (5) business days in advance.
   6. Documentation regarding the scheduling of mandatory interviews. Documentation from the employer must be provided five (5) business days in advance.
   7. Documentation regarding the scheduling of presentations of research or scholarship. Documentation for professional conference presentations must include confirmation of the student’s role as a presenter. Documentation must be provided five (5) business days in advance.
3. Upon receipt of the documentation detailing the illness or emergency, Student Affairs will contact each instructor indicated by the student’s submission, in writing, explaining the nature of the absence and requesting consideration making up missed work without penalty. Students can complete this request at https://cm.maxient.com/reportingform.php?WestTexasAMUniv&layout_id=8. Documents may be sent to the Office of Student Affairs via www.wtamu.edu/absence, studentaffairs@wtamu.edu, fax to 806-651-2926, call 806-651-2050, or dropped off in the JBK Suite 102. For additional information surrounding the Student Absence Notification request, visit https://www.wtamu.edu/student-support/more-support/absence-notification-request.html#standards.

1.11.F | Absence Due to University Business: Under the WT Catalog, students who miss classes for reasons of official University business will be given the opportunity to make up for the missed work without penalty, provided the student and/or the sponsor (for example, coach) of the official University activity informed individual professors prior to the absence.

1.11.G | Active-Duty Students: Students called to active duty should tell instructors and must withdraw from the University by notifying the Office of the Registrar of that intent in person, by email, by mail, or fax.

1.11.H | Pregnant Students: Any pregnant student(s), or student(s) planning to become pregnant, should consult their health care provider to determine what, if any, additional precautions and/or accommodations may be needed. It is the responsibility of the student to communicate their needs to the Division of Student Affairs as soon as possible for risk reduction to begin when it can be most effective, and to determine if additional modifications are needed. While the University cannot mandate that the student notify that they are pregnant or are planning to become pregnant, the University strongly recommends that students provide notification so appropriate steps can be taken to ensure the health of both parent and child. To communicate health circumstances or to request additional information contact the Division of Student Affairs.