Approver(s):
Authorizes Release:
Responsible Area:
Review Cycle:
Last Review:
Related Policies and Additional References:
About the Undergraduate Student Attendance Policy
This policy does not apply to Law or Graduate Students.
Definition of Terms
Excused Absence
An absence approved under University policy or by the instructor. Excused absences
include participation in University-sponsored activities, documented severe personal or family illness or
emergencies coordinated through the Office of the Dean of Students, absences due to late registration,
and other circumstances approved by the instructor. Students are responsible for notifying the
instructor as soon as possible and completing missed coursework in accordance with the course
syllabus.
Unexcused Absence
An absence that does not meet the criteria for an excused absence or has not been
approved by the instructor. Examples include, but are not limited to, non-emergency illness without
documentation or instructor approval, non-emergency mental health days, work obligations, vacations,
or failure to communicate with the instructor regarding the absence. Missed work resulting from an
unexcused absence may receive a grade of zero or other penalties as outlined in the course syllabus.
Tardiness
Arrival after the scheduled start time of a class, laboratory, or other required instructional
activity. Three instances of tardiness are equivalent to one absence for purposes of attendance
calculations under this policy. Individual instructors may define when a student is considered tardy
within their course syllabus.
Two Weeks of Class
The amount of instructional time equivalent to two weeks of scheduled class
meetings, used as the threshold for considering administrative withdrawal due to unexcused absences.
This is calculated as: (1) six unexcused absences in a 50-minute full-semester course or three in an 8-
week course; (2) four unexcused absences in a 75-minute full-semester course or two in an 8-week
course; (3) two absences in a 165-minute evening full-semester course; (4) four day-class meetings or
2 two evening-class meetings during summer sessions. For laboratory courses, one laboratory absence is
equivalent to three 50-minute class absences or two 75-minute class absences.
Excessive Absences
An excessive absence occurs when a student’s absences, whether excused,
unexcused, or a combination of both, prevent the student from meeting essential course requirements
or substantially compromise the student’s ability to achieve course learning outcomes. Excessive
absence may occur even when some or all absences are excused if the missed work or required
participation cannot reasonably be made up.
Late Registration
- During Fall/Spring semesters, late registration begins on the 6th class day.
- For 8-week courses, late registration begins on the 3rd class day.
- Summer term late registration starts on the 2nd class day.
I. On-Campus Classes
Class attendance is related to academic success, and class participation contributes to the synergism of
the educational process. Undergraduate students are expected to attend all classes, including
laboratories, practica, and events associated with the course or program.
Faculty members keep the roll, record grades for any work missed due to an unexcused absence and
may make a recommendation to their Dean to drop a student for missing an equivalent of two weeks or
more of classes for unexcused absences. Faculty may not drop a student without the approval of the
Dean.
| Course Type | Equivalent of Two Weeks of Class | Administrative Withdrawal Threshold |
| 50-minute full-semester (3 meetings per week) (3 hr) | 6 class meetings | 6 unexcused absences |
| 110-minute 8-week course (3 meetings per week) (3 hr) | 3 class meetings | 3 unexcused absences |
| 75-minute full-semester course (2 meetings per week) (3 hr) | 4 class meetings | 4 unexcused absences |
| 165-minute 8-week course (2 meetings per week) (3 hr) | 2 class meetings | 2 unexcused absences |
| 165-minute evening full-semester course (1 meeting per week) (3 hr) | 2 class meetings | 2 unexcused absences |
| 90-minute Summer daytime course (5 meetings per week) (3 hr) | 4 class meetings | 4 unexcused absences |
| 165-minute Summer evening course (2 meetings per week) (3 hr) | 2 class meetings | 2 unexcused absences |
| Laboratory course (1 meeting per week) (1 credit hour lab plus 3 credit hour lecture) | 1 laboratory meeting | Equivalent to 3 absences in a 50-minute course or 2 absences in a 75-minute course |
| 110-minute full-semester (1 meeting per week) (2hr) | 2 class meetings | 2 unexcused absences |
Three Tardies Constitute One Absence
If a student must be absent from a class for one of the reasons listed below, the student is required to communicate with the faculty member before an absence, if possible, or, in the case of an emergency, as soon after the absence as possible. It is also the responsibility of the student to make up any missed 3 work to the satisfaction of the Professor on the basis of guidelines stated in that Professor’s course syllabus.
Untruthful student claims about absences are considered a violation of the Code of Student Conduct.
Students will be given the opportunity to make up any missed assignments or their equivalents when their absence is the result of one of the following situations.
- University-related activities: Students who are absent from class while participating in a university-sponsored event or who are absent from the campus because they officially represent the University in such sponsored activities as intercollegiate athletics and research activities will be excused from classes.
- Illness and Emergencies: In cases of severe illness or emergency, students may be excused
from on campus and online classes. For all situations, the procedures below should be
followed:
i. Students who experience a personal or family illness-related emergency that
interferes with class attendance are expected to contact the Office of the Dean of
Students (deanofstudents@stmarytx.edu) or via the Dean of Students Office Notice
Absence Form, and provide documentation evidencing the situation. It is standard
protocol for the Office of the Dean of Students to contact the faculty whose student
is experiencing a personal or family illness-related emergency to offer
recommendations to the faculty regarding the handling of the absence. Personal or
family medical documentation should only be provided to the Office of the Dean of
Students.
ii. Students should work closely with the faculty members and the Office of the Dean
of Students to communicate their illness or other circumstances causing an
emergency. - Late Registration Absences: Absences incurred due to late registration are considered excused.
Students are reminded of their responsibility to uphold the Code of Conduct and may be subject to
academic penalties and university sanctions for falsely reporting an illness or emergency as a reason for
missing, or to miss class.
Failure to attend classes for reasons other than those listed above are considered unexcused absences
unless the faculty member, in consultation with the student, approves an absence as excused. Examples
of unexcused absences can include but are not limited to: sick days that did not require medical
attention, non-emergency mental health days, missing class due to having to work, vacations, etc.
Absences for reasons other than University-sanctioned events (which must be approved by Deans or the
Academic Vice President) will be determined to be “excused” or “not excused” by the Professor. An
excessive number of absences, even if they are excused, can severely compromise the quality of the
students’ learning experience. Therefore, if the Professor judges that the student has missed excessive
material due to absences (excused, unexcused or a combination of the two), that Professor may initiate
action (by making a recommendation to the Dean) for withdrawal of the student from the class before
the published last day to drop. The Professor shall notify a student prior to initiating action for a
student’s withdrawal. Grades assigned for withdrawals initiated by the Professor or by the student are
recorded as a “W” (Withdraw).
Appeals to decisions based on this attendance policy may be brought to the attention of the Dean of
Student’s office.
II. Online Courses
Online courses, as defined in the Online Courses and Program Standards Policy, include fully
synchronous, fully asynchronous, on campus hybrid, online hybrid, and flex live courses. Attendance for
these courses should adhere to the guidance below.
Attendance in Fully Synchronous, On-Campus Hybrid, Online Hybrid and Flex Live Online Courses
Student Responsibilities
Attendance depends on the active participation of students. Students are
expected to attend and actively participate in scheduled online class sessions just as they would in a
face-to-face classroom. Students should attend scheduled class meetings and participate in required
activities. They should maintain an environment that supports participation and learning. Students
should use appropriate lighting and a professional background setting when the Zoom video feature is
required.
Faculty Responsibilities
The course syllabus must explain how attendance and participation will be
assessed in a fully synchronous, on campus hybrid, online hybrid, and flex live modality. These
expectations may include participation in live online class sessions, use of the Zoom video feature for all
or part of a class period, activating one’s camera when requested by the instructor, completing other
participation activities during scheduled class time. If attendance factors into a student’s final grade, the
syllabus must describe how students may receive credit for excused absences or absences caused by
technological limitations or failures.
Technology Challenges
The syllabus should provide a process for students to communicate technology
concerns with the faculty member. Students should contact their faculty member as soon as possible if
technology issues affect attendance and participation. If technology challenges cannot be resolved
within the first three weeks of class, and other course formats are available, faculty may recommend
exploring another course section or modality.
Attendance in fully asynchronous online courses
Student Responsibilities
Fully asynchronous courses provide students the flexibility to complete
coursework at their own pace but within the parameters set by the course syllabus. Students are not
required to attend synchronous online sessions or participate in face-to-face activities. Students must
complete assigned coursework according to the course schedule.
Faculty Responsibilities
A course instructor cannot require students to participate in any live, virtual, or
face-to-face activity in a fully asynchronous online course. If changes to the syllabus or course
assignment schedule are required, instructors should provide at least one week’s notice to students. A
course instructor must require students to complete asynchronous work according to the course
assignment schedule. Failure to complete assignments according to the course assignment schedule
may constitute non-attendance. The syllabus should define the method(s) of tracking attendance.
Faculty should define regular course activities that demonstrate student engagement and participation
throughout the term. Such activities may include: watching recorded lecturers and completing
reflections or quizzes; participating in discussion boards, completing interactive tutorials or computer assisted
instruction, and completing weekly quizzes or assignments.
Assignment Deadlines
Faculty may require students to complete assignments on or by a particular day
and time. All assignments follow Central Time (CT). Assignments with a specific due date but no listed
time are due by 11:59 p.m. Central Time on that date. Students are responsible for accounting for time
zone differences and submitting their work accordingly. Faculty should include these expectations in the
syllabus.
ADA / Disability Accommodation Statement
St. Mary’s University is committed to providing equal access to its educational programs and activities
for qualified students with disabilities in accordance with the Americans with Disabilities Act, Section
504 of the Rehabilitation Act, and other applicable laws.
Students seeking a disability-related modification to an attendance requirement, participation
requirement, deadline, or other course of expectation must request accommodation through the Office
of Student Accessibility Services. Approved accommodations are determined through an individualized
review and are not retroactive unless required by law or approved through the University’s
accommodation process.
An attendance accommodation does not provide unlimited absences, guarantee approval of all missed
work, or waive essential academic, clinical, laboratory, participation, safety, accreditation, or program
requirements. When attendance is an essential component of a course, the Office of Student
Accessibility Services will engage in an individualized assessment to determine whether a reasonable
accommodation can be provided without fundamentally altering the course or program.
Faculty should consult with the Office of Student Accessibility Services before denying, limiting, or
modifying an approved disability-related attendance in accommodation.