College of Engineering / Offices / Student Services / Policies and Procedures

Policies and Procedures

Procedure for an Excused Absence from Class

If the absence is Covid-related, please proceed to this site and fill out the appropriate form: http://auburn.edu/covid-resource-center/reporting/ 

Instructors are expected to excuse absences for the following reasons as outlined in the student handbook - https://sites.auburn.edu/admin/universitypolicies/Policies/PolicyonClassAttendance.pdf):

  1. Illness of the student or serious illness of a member of the student’s immediate family.
  2. The death of a member of the student’s immediate family.  The instructor may request appropriate verification.
  3. Trips for members of student organizations sponsored by an academic unit, trips for university classes, and trips for participation in intercollegiate athletic events. When feasible, the student must notify the instructor prior to such absences, but in no case more than one week after the absence.  Instructors may request formal notification from appropriate university personnel to document the student's participation in such trips.
  4. Religious holidays. Students are responsible for notifying the instructor in writing of anticipated absences due to their observance of such holidays.
  5. Subpoena for court appearance.
  6. Military Orders
  7. Any other reason the instructor deems appropriate.

Engineering Student Services reviews official documentation regarding the student's absence for reasons 1-6 above and provides an Absence Memorandum to faculty in the College of Engineering in conjunction with absence policies outlined in the student handbook. Excused absences are expected to be executed within one week from the end of the absence.

  • Supporting documentation is required.  See below for more information.
  • Submit a request for a memorandum with your documentation to Engineering Student Services via aub.ie/EngAbsence.
  • Engineering Student Services will enter the information on the memorandum form and email it to the student for review.  After ensuring accuracy of the document, the student should return the memorandum with their signature or approval via email.
  • Engineering Student Services will send the memorandum to professors listed on the form and copy the student.

Excuses not meeting the first six criteria are excused at the discretion of the instructor according to criterion #7 and are not evaluated by Engineering Student Services.


Types of Supporting Documentation

Documentation types

MEETS DEFINITION OF EXCUSED ABSENCE

DOCUMENTATION REQUIRED

Illness of the student or serious illness of a member of the student’s immediate family

NOTE: ESS will only provide 3 memos that are submitted with medical documentation. Once you have exceeded 3 medical excuses, you will need to work with Auburn Cares.

Valid medical documentation with information to verify the student’s name or name of immediate family member, as well as the recommendation from the medical professional regarding dates the student should be excused from class

Trips for members of the student organizations sponsored by an academic unit, trips for university classes, and trips for participation in intercollegiate athletic events

NOTE: Not all events are considered to be sponsored by an ACADEMIC UNIT.  Ask your faculty sponsor to be sure the trip meets the definition of an excused absence.

Student’s name listed on official letterhead from faculty sponsor or university representative with dates of event and reason why the event meets the definition of a university sponsored event

 

The death of a member of the student’s immediate family

Obituary of deceased family member and documentation of the relationship to the student

Religious holidays. Students are responsible for notifying the instructor in writing of anticipated absences due to their observance of such holidays

Letter or email to the Assistant Dean to include information about the student’s affiliation and specific dates of the religious holidays

Military Orders

NOTE: If a student must miss a significant amount of coursework because of military duties, it may be in the student’s best interest to withdraw from classes.  It is recommended that students meet with their academic advisor for guidance.

Copy of military orders with student’s name, as well as reporting date and complete list of dates of required service

 

Subpoena for court appearance

Copy of court documents with student’s name, date and time of court appearance