Attendance

Unless otherwise stated in the course syllabus or outline, or unless an absence is excused in accordance with this policy, students are expected to attend and participate in all scheduled class meetings. Students taking online courses are expected to show active participation in the course as defined in the course syllabus or outline. Faculty are expected to communicate class attendance and participation requirements in the course syllabus or outline. Students are responsible for meeting the attendance and participation requirements in each course. If there are any questions or concerns about the requirements, students should speak directly to the faculty at the beginning of the semester.

Notification to Faculty

Planned Absences. Students must notify instructors in writing at least two (2) weeks prior to planned absences, such as participation in an official university function, observance of a religious holy day, or active military service. If the absence is for the observance of a religious holy day, see Class Absences for Religious Observances policy below. If the absence is for military service, the student should provide each instructor with a copy of the military orders (see item 2.b. regarding extended absences due to military service).
Illness or other extenuating circumstances. Students should notify the instructor directly of absence due to illness or other extenuating circumstance.

Making up Missed Work

With instructor permission, make-up exams and assignments will be scheduled by the instructor within a reasonable time. Make-up exams and assignments will be equivalent to and no more difficult than the original assignments.
A student who misses multiple class periods should seek advice from the instructor about the advisability of continuing in the course or requesting an Incomplete grade (if the student is otherwise eligible for an Incomplete).

Withdrawing from a Course

Students who are not able to attend a course are responsible for dropping the course by the appropriate deadline. Instructors may not automatically drop a student from a course. Students who do not attend and who do not officially drop the course will receive a failing grade for the course.

Disputes and Appeals

If there are disagreements about absences that cannot be resolved between the student and the instructor, the student should contact the Office of the Dean of the college or school that has oversight of the respective course. The Student Complaint Policy is found in the UIW Student Handbook.

Class Absences for Religious Observances

The University of the Incarnate Word welcomes persons of diverse backgrounds and is therefore committed to providing reasonable accommodations for students wanting to attend religious observances even though they may conflict with university class meetings, assignments, or examinations. This policy is intended to ensure that both faculty and students are fully aware of their rights and responsibilities in the accommodation of students’ religious observances.

Notification of Faculty
Students must inform instructors in writing at least two weeks before the religious holy days or religious activities, but preferably at the beginning of the semester, to enable planning and coordination of class assignments and examinations. In some professional schools the Dean’s approval will also be required.
Making up Missed Work
1. With instructor permission, make-up exams and assignments will be scheduled to be completed before the religious observance if possible or within a reasonable and specified time after the observance;
2. Make-up work must be equivalent to and no more difficult than the original assignments;
3. It is not appropriate to excuse a student from make-up work and consequently reduce the student’s grade;
4. Students are not required to prove attendance at religious observances in order to complete make-up work and complete a course;
5. Because of time limitations at the end of the semester, this policy does not apply to the final exam period; student do have the option of requesting an incomplete grade (IP) for the course if the religious observance occurs at the end of the semester.
Disputes and Appeals
Should disagreements arise over any aspect of this policy, the student or instructor should contact the Office of the Dean of the college or school that has oversight over the respective course. The procedures for the Student Complaint Policy are found in the UIW Student Handbook.

Leave of Absence

The Graduate Leave of Absence Policy assists graduate students who must temporarily withdraw from their programs. Reasons for requiring a leave typically include bereavement, illness, care giving, maternity, paternity, and call to active military duty. Students who are granted a leave of absence are declared inactive but not dismissed from the university; however, being declared inactive may affect loans or financial aid, health insurance, and access to university resources including libraries, computers, the Wellness Center, advising, dissertation/thesis committees, and other resources.

A leave of absence will not be granted retroactively.
Leaves of absence must be submitted with the appropriate supporting documentation.

To request a leave of absence, students must submit an application for a leave of absence to their graduate advisor, which then must be forwarded to the Director of Graduate Studies for review and approval.

Maternity and Paternity Leave of Absence

Students who must interrupt study temporarily because of birth of a child, adoption, foster care, or any related conditions may be granted a maternity and paternity leave of absence, contingent upon the submission of documentation. This documentation must confirm that a student is unable to engage in graduate study and should include a recommendation about when a student could be expected to re-enroll in studies.

Military Leave of Absence

Medical and Compassionate Leave of Absence

A student who must interrupt study temporarily because of physical or psychological illness or care for family member due to health or medical issues may be granted a medical and compassionate leave of absence, contingent upon the submission of documentation from a health care professional. This documentation must confirm that the student is unable to engage in graduate study; such documentation may include a statement about when the student may be expected to resume studies.

Personal Leave of Absence

Students who must interrupt study temporarily for reasons other than those described above may request a personal leave of absence. Reasons may include financial status or other critical matters in one’s family, changes in one’s outside employment, and other situations as required by applicable law.

Leave of Absence Eligibility and Criteria

Requesting a leave of absence.

Complete the Leave of Absence form and submit along with any required documentation to the graduate advisor; if approved, the leave request is sent to the Office of Graduate Studies for review and approval; the office will then notify the student, the student’s advisor, the department and school, and the registrar if the request is approved. Students who do not secure a leave of absence in advance of the semester for which they will be on leave will not be guaranteed readmission.

Eligibility.

A Leave of Absence is granted only to students who a) have completed at least one full semester at the University of the Incarnate Word and are in good academic standing, with a minimum GPA of 3.0, and b) are in good administrative standing, as defined by the criteria of continuous enrollment and the Master’s or Doctoral program continuation criteria.

Length of leave.

The leave of absence may encompass up to twelve (12) months.

Extension of leave.

Extension of a leave of absence beyond the three (3) consecutive semesters (fall, spring, summer) may be possible given the individual circumstances faced by the student, and requires a new application for a leave of absence.

Consequences of not filing for an extension of leave

Students who do not file a request for extension of leave will be dismissed from the program.

Returning from a leave of absence

To return after leave, students must submit an application for readmission and any extra documentation required for the type of leave as noted above.

Readmission after an Approved Leave of Absence

Graduate students who take a leave of absence must submit the Graduate Application for Readmission to the Office of Graduate Studies no less than four (4) weeks before the semester begins. Students applying for readmission following a Medical Leave of Absence must also include a letter of approval from their health care professional confirming that the student is capable of returning to graduate study and proposing any medical limitations.

Returning from an Unapproved Leave of Absence

Graduate students who leave the university for two consecutive semesters (Fall, Spring) without having obtained an approved leave of absence and who wish to return to the university may not use the graduate application for readmission; these students must apply again for admission as new students. Admission as a new student requires that the student meet all the current qualifications (see the Graduate Bulletin current at the time of application) for admission to that program.

Withdrawal from the University

Students who find it necessary to leave the university during a semester must complete the formal withdrawal process. Students who complete a semester and then are not able to return for the following semester must complete the withdrawal process only if they have already registered for the next semester. Students who withdraw from courses before the “Final Date for Withdrawing with a W” (see semester schedule) shall receive a grade of W.

Information on refunds for students who withdraw is provided in the Financial Information section of this bulletin.

Students who fail to follow the proper withdrawal procedure will receive an F in all courses except in the cases of 1) an approved Medical and Compassionate Withdrawal, 2) an approved Maternity and Paternity withdrawal, and 3) a Military Withdrawal. As in the case of adding or dropping courses, informal notice to an instructor and/or advisor does not cancel registration or the student’s financial obligation to the university.

Medical and Compassionate Withdrawal.

A medical or compassionate withdrawal request may be made in extraordinary cases in which serious illness or injury (medical) or another significant personal situation (compassionate) prevents a student from continuing his or her classes, and incompletes (IP grade) or other arrangements with the instructors are not possible. Graduate students with an approved Medical and Compassionate Withdrawal shall receive a grade of W for all the courses they withdraw from, regardless of the “Final Date for Withdrawing with a W.” Students who wish to re-enroll must submit the Graduate Application for Readmission to the Office of Graduate Studies no less than four weeks before the semester begins.

Maternity and Paternity Withdrawal.

Students who must withdraw because of birth of a child, adoption or foster care, or any related conditions may be approved for Maternity and Paternity Withdrawal, contingent upon the submission of documentation from a health care professional. This documentation must confirm that a student is unable to engage in graduate study and should include a recommendation. Graduate students with an approved Maternity and Paternity Withdrawal shall receive a grade of W for all the courses they withdraw from, regardless of the “Final Date for Withdrawing with a W.” Students who wish to re-enroll must submit the Graduate Application for Readmission to the Office of Graduate Studies no less than four weeks before the semester begins.

Military Withdrawal.

A student who must interrupt study temporarily to fulfill a compulsory military obligation for a specific length of time will be granted a military leave of absence to fulfill that obligation. The student seeking a military leave of absence must provide the Office of Graduate Studies with written documentation from the appropriate military authorities, including dates of the period of obligation. Graduate students with an approved military withdrawal shall receive a grade of W for all the courses they withdraw from, regardless of the “Final Date for Withdrawing with a W.” Students who wish to re-enroll must submit the Graduate Application for Readmission to the Office of Graduate Studies no less than four weeks before the semester begins.

Related Forms

Leave of Absence Form

Withdrawal Form

Readmission

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