Missed Class Policy

For students who miss class due to participating in a University sanctioned activity, instructors must give reasonable accommodations to make up the missed work, under the following conditions: 

• This policy applies to traditional fall and spring full semester undergraduate classes, excluding labs.
• "Reasonable accommodations" means that students are given comparable make-up exams or other missed work.
• No more than 20% of in-class instruction undergraduate class (for synchronous or hybrid classes, it is 20% of the in-class time) may be missed for a University sanctioned activity. Any absences incurred beyond this amount do not fall under this policy and the instructor is not required to offer reasonable accommodations. The 20% is inclusive of an instructor's allowed absence limit. For example, if an instructor allows 15% of the class for absences due to any reason, a student can miss 5 % for University sanctioned activities. If a student misses the full 20% for University sanctioned activities, the instructor's 15% has already been used, and the student could be penalized for any further absences according to the instructor's policy stated in the syllabus. The following table lists the maximum number of absences allowed for different situations. The meeting time ( once per week, twice per week and 3 times per week are according to the university catalog, if the instructor makes adjustments to increasing the class meeting time, the calculation is still based on the university catalog). The number of weeks is the weeks for instructions, the finals week and spring break are excluded. Currently, the traditional fall and spring semesters at Jacksonville University are all 14 weeks.

• 	Once per week	Twice per week	Three times per week
  14-week semester	2	5	8
  15-week semester	3	6	9

  
  
   
  
  
   
• In case the University sanctioned activity falls in the Final Exam week, the faculty are NOT required to offer such accommodations after the last day of Final Exam week, but are encouraged to do so during the Final Exam week if possible.
• Students must give formal written notification of the University sanctioned activity to their instructor at least two weeks in advance of the missed class in order to receive reasonable accommodations from the instructor. This notification, which is generated by the department on campus hosting the University sanctioned activity, must be signed by an advisor, faculty, or administrator.
• A student with documentation that they were denied reasonable accommodations for absence due to University sanctioned activity as outlined in this policy may file an appeal (see Section 6).
  
   
  
  
  Students who participate in a University sanctioned activity that causes them to:
• reach absences that are over 20% of a traditional full semester undergraduate class
• miss a graduate class
• miss an accelerated term class
• miss a lab
  
  will follow the rules for absences in the instructor's syllabus.
  
  

Section 1: University Sanctioned Activity Definition

• A University sanctioned activity shall be one in which a student represents the University to external constituencies in academic, extracurricular, or community engagement activities.
• University sanctioned activities should neither significantly disrupt the primary educational mission of the University nor negatively impact the integrity of the classroom.
• Official notice of a University sanctioned activity shall consist of a formal written notification from the sponsoring unit or program, addressed to the instructor whose class(es) will be missed, delivered by the student, signed by an advisor, faculty, or administrator, with the title "University Sanctioned Activity". This written notification may include a blanket notification for all potential dates to be missed or may also serve as notice for a singular event. This written notification should be sent as early in the semester as possible, but no later than two weeks prior to the event. Exceptions to this time frame may be made in the case of unexpected placements in athletic or academic competitions.

Section 2: Examples of University Sanctioned Activities

• NCAA Intercollegiate Athletic Competition, including student-athletes, student athletic trainers, student athletic managers, cheerleaders, and members of the dance team
• Varsity Sports Competition
• Board of Trustees Meetings
• Special Requests by the Office of the President
• Annual Legislative Meetings/Lobby Days

Academic Activities, such as:

• Competition related to a major or an academic department
• Fine Arts Performances
• Marching and Pep Band Performances
• Responsibilities associated with talent grants/ scholarships
• Conferences
• Music Competitions
• International travel experiences related to University involvement, provided these travel activities do not cause the student to miss more than two class days
• Undergraduate Research, such as JU Faculty & Student Research Symposium and National Council on Undergraduate Research Conference (NCUR)

What Are Not University Sanctioned Activities?

• Sports clubs/Intramural events
• Greek "educationals," events, rushes
• Career Fairs
• Athletic training, athletics-related doctor visits, or similar
• Admissions events
• Meetings with advisors, financial aid, or other administrative offices on campus

Section 3: Procedure for Designating a University Sanctioned Activity

University sanctioned activities shall be those activities/ events listed in this policy (Section 2) and those approved by a subcommittee of the Academic Standards Committee and the Faculty Athletics Committee, with oversight by the Academic Standards Committee. There will be at least one faculty from each college on this subcommittee. Disagreements over the validity of a University activity being categorized as sanctioned shall be referred to the Office of Academic Affairs. If an agreement cannot be reached, the Office of Academic Affairs shall decide the matter, and that decision is final. 

The sponsoring unit or program of an event/ activity, along with deans, Student Government Association (SGA), or faculty sponsors of registered student organizations may submit the required form in order to designate a particular event/ activity or categories of activities as University sanctioned. This form, requesting that the event/ activity be categorized as a University sanctioned activity, must be submitted at least four weeks prior to the event/ activity to the Chair of the Academic Standards Committee, who will then send the form to the members of the subcommittee.

Section 4: Reasonable Accommodations Guidelines

Students are permitted to make up exams or other missed class assignments, as determined by the instructor, under this policy. The make-up items must be equivalent in points missed in the student's final course grade. 

If a course allows dropping a low grade for assignments, quizzes, or exams, then the instructor must offer reasonable accommodations for making up the missed work and only then will it be counted in the dropped grade category if it qualifies. 
Oral presentations, guest speakers, group presentations, artistic performances, critiques, or other similar classroom activities may necessitate special consideration and/ or extended time to arrange completion. In the case of participation points, although no penalty for missing class will be applied under this policy, the student may not be able to earn participation points. If this situation will adversely affect the student's course grade, the instructor will find a reasonable alternative for the student to make up these participation points where possible. When no reasonable accommodation can be found for a missed classroom activity (it is either not practical or impossible), a fair and equitable alternative for arriving at a grade for the missed classroom activity will be developed by the instructor. 

Section 5: Responsibilities of Student and Instructor

It is the responsibility of the student to request in writing, prior to missing the class, an opportunity from the instructor to receive reasonable accommodations for completing missed classroom activities (i.e., assignments, quizzes, exams, or other course requirements). 

The missed classroom activities will be rescheduled at the discretion of the instructor. 

Students are responsible for all material covered in classes that they miss, even when their absences are under this policy. 

If the instructor believes that the number of absences under this policy will prevent the student from fulfilling the learning experience/mastery that the course requires, the instructor may submit Academic Intervention Form (AIF) or advise to withdraw from course. 

Section 6: Appeals

If a student has the documentation to show that they were denied reasonable accommodations for absence due to University sanctioned activity as outlined in this policy, the student may submit a grade appeal after the student's course grade is posted. See Grade Appeal Policy in the JU Academic Catalog.